Journal of East Asian Libraries Journal of East Asian Libraries

Volume 2000 Number 121 Article 8

6-1-2000

Final Report on Pinyin Conversion by the CEAL Pinyin Liaison Final Report on Pinyin Conversion by the CEAL Pinyin Liaison

Group Group

Susie Cheng

Yu-lan Chou

Guo-qing Li

James Lin

Amy Tsiang

See next page for additional authors

Follow this and additional works at: https://scholarsarchive.byu.edu/jeal

BYU ScholarsArchive Citation BYU ScholarsArchive Citation Cheng, Susie; Chou, Yu-lan; Li, Guo-qing; Lin, James; Tsiang, Amy; and Zhou, Peter (2000) "Final Report on Pinyin Conversion by the CEAL Pinyin Liaison Group," Journal of East Asian Libraries: Vol. 2000 : No. 121 , Article 8. Available at: https://scholarsarchive.byu.edu/jeal/vol2000/iss121/8

This Report is brought to you for free and open access by the Journals at BYU ScholarsArchive. It has been accepted for inclusion in Journal of East Asian Libraries by an authorized editor of BYU ScholarsArchive. For more information, please contact scholarsarchive@byu.edu, ellen_amatangelo@byu.edu.

Final Report on Pinyin Conversion by the CEAL Pinyin Liaison Group Final Report on Pinyin Conversion by the CEAL Pinyin Liaison Group

Authors Authors Susie Cheng, Yu-lan Chou, Guo-qing Li, James Lin, Amy Tsiang, and Peter Zhou

This report is available in Journal of East Asian Libraries: https://scholarsarchive.byu.edu/jeal/vol2000/iss121/8

FINAL REPORT PINYIN conversion

PINYIN LIAISON GROUP

COUNCIL EAST ASIAN LIBRARIESCEAL

march 2000

susie cheng university hawaiiyulanyu ianlan chou university california berkeley

guoqingguo qing li ohio state universityjames lin harvard university

amy tsiang UCLApeter zhou chair university pittsburgh

preamble

nearly half century libraries north americausing wade giles romanization cataloging chinese languagematerials 1997 library congress LQLC announced decisionswitch pinyinpincin romanization chinese catalogingauthority records pinyinpincin romanization scheme widely usedgovernments educational institutions commercial publishers newsmedia western world transliterating chinese scripts pinyinpincinconversion now scheduled occur 2000 bring systematicchanges millions records both those chinese thoselanguages headings notes title added entries wade giles

single largest conversion romanization systemshistory american libraries date report discusses issues related

change pinyinpincin north american libraries recommendsnecessary steps libraries should take adopt use pinyinpincinconvert cataloging records following LCs lead document

public domain free copyright restrictions therefore encourageCEAL members adapt report change own planning21

document local deliberations pinyinpincin conversion

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table contents

1I history current status pinyinpincin conversionconversion1 use romanization chinese scripts anglo american cataloging2 planning pinyinpincin conversion3 recommended timeline CEAL libraries

11II options CEAL libraries analyses local conversion needs1 conversion options using national utilities2 name authority records3 pinyinpincin marker4 prerequisites day 1

5 split files6 conversion non chinese records non standard chinese romanization

forms7 implementation pinyinpincin conversion CEAL libraries8 implications public services

appendix major pinyinpincin conversion tools documentation

1I history current status pinyinpincin conversion

1 romanization chinese scripts anglo american cataloging

before 1957 set rules cataloging chinese language materialsanglo american cataloging different libraries varied widely respect pattern

choice language bibliographic description subject analysis usewade giles standard romanization scheme american cataloging practiceinitiated february 1958 library congress began catalog chinesematerials wade giles following publication 1957 preliminary rulesmanual cataloging chinese japanese korean materialsmaterials11 while wade gilesbecame standard romanization chinese scripts north american cataloging1958 china promulgated pinyinpincin romanization scheme own standardromanizingwomanizingromanizing chinese same year soon new scheme publicizedbritish library started use pinyinpincin bibliographic control chinese languagematerials 2 ever since introduction pinyinpincin gradually adoptedinternational community standard chinese romanization system

library congress LC first proposed conversion wade gilessystem pinyinpincin 1979 conversion take place 1980 coincideLCs introduction computerized cataloging chinese materiais3materials3materials 3 plan failedgamergarner sufficient support east asian library community given again

1990911990 91 LC publicly explored issue sought feedback librarycommunity though considerable support strong concerns varyingstandards word division pinyinpincin lack computer programs conversion

online records again defeated LCs proposal4proposalsproposal 4 1996 national library

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australia developed conversion program automatically converted 500000 chineserecords wade giles pinyinpincin influenced library congress eastasian library community again explore possibility converting chinesestandard november 1997 LC announced year 2000 begin usingpinyinpincin new standard romanization scheme cataloging chinese materials

same time convert existing wade giles machine readable catalogingrelated authority records pinyinpincin

east asian library community endorsed LCs decision may 1997council east asian libraries CEAL already formed taskforcetaskforce investigate

feasibility adopting pinyinpincin standard chinese romanization system usenorth american libraries final report CEAL taskforceTaskforce supported library

congress plan convert pinyinpincin romanization recommending programcarried careful look impact change present nationallocal databases future additions information individual libraries

user access information 5 may 1998 CEAL appointed pinyinpincin liaison groupsucceed taskforceTaskforce represent CEAL deliberations LC RLG

OCLC matters related implementation pinyinpincin conversion north americanlibraries

2 planning pinyinpincin conversion

since november 1997 announcement LC issued pinyinpincin romanizationguidelines new classification schedules developed conversion timelinecooperation RLG OCLC june 29 1999 RLG held forum discusspinyinpincin conversion representatives LC OCLC CEAL senior libraryadministrators eight research libraries large chinese collections panelistsdiscussed RLGs OCLCs plans conversion LC romanization guidelinessequence conversion implications local systems october 7 1999harvard university organized meeting library congress representatives

LC OCLC RLG CEAL selected libraries large chinese collectionsduring meeting representatives these institutions reached agreementconversion timeline LC RLG OCLC individual libraries followdiscussed various conversion options name authority records NARs issues related

local systems january 16 2000 RLG held another forum pinyinpincin conversionforum participants discussed RLG OCLC conversion services conversion

non chinese records miscellaneous issues related implementation pinyinpincinconversion latter included especially how mark bibliographic authorityrecords processed through pinyinpincin conversion

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following key assumptions emerged these planning discussions

libraries north america start use pinyinpincin day 1 october 1 2000creating cataloging acquisitions records chinese materials

use pinyinpincin cataloging implemented phases creationnew bibliographic authority records pinyinpincin begin day 1 followedcopy cataloging pinyinpincin sometime within following six months

cataloging copy shows pinyinpincin each library decide ownstarting date copy cataloging pinyinpincin day 2 should laterapril 1 2001 provides interim period wherein library continuedo copy cataloging wade giles records RLINRUN OCLC while thosedatabases being converted

conversion wade giles chinese records RLG OCLC union catalogsexpected completed april 1 2001 conversion wade giles chinese

records individual libraries OPACs expected completed october 1

2001 year initial switch pinyinpincin standard

conversion across board including chinese recordsbibliographic utilities local files

conversion change current wade giles headings pinyinpincin non chineserecords

libraries rely national utilities do conversion national utilitiesdecide pricing structure conversion services

conversion NARs OCLC precede couple monthsconversion bibliographic records RLG NARs need changed

converted before october 1 2000

during conversion period oct 1 2000 oct 1 2001 pinyinpincin marker 987field bibliographic records 00807 field NARs usedbibliographic records name authority records created pinyinpincinconverted pinyinpincin marked further review

different libraries convert records different times LC beingfirst convert records RLG next convert libraries largelaraelaroetl chinesecollections while OCLC convert newest records first work backwards

during beginning phase conversion RLG focus conversion LCbibliographic records while OCLC focus NARs OCLC initiateconversion bibliographic records worldcatWorldCat october 2000 well

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0 use pinyinpincin related conversion projects follow LCs new chineseromanization guidelines well LCs new cataloging policies classificationschedules

according coordinated timeline pinyinpincin conversion projecthttphlcweblochttplcweblocgovcatdirpinvintimelinehtmlzovcatdirpinyintimelinehtml LCs converted pinyinpincin records

begin appear bibliographic utilities prior day I11 october 1 2000while accepting pinyinpincin records created library congress librariesencouraged adopt pinyinpincin system either original copy catalogingchinese materials prior october 1 2000 recommended libraries

use converted pinyinpincin NARs bibliographic records prior october 1

exception chinese conventional place names alreadyestablished pinyinpincin library congress special project 1999

0 conversion specifications developed library congressconsultation RLG OCLC made available libraries prioroctober 1120002000

0 OCLC RLG use same specifications developed LCresulting conversion authority bibliographic records samedue differing database record structures however conversionprograms policies may differ respects libraries should consultnational utilities regarding concerns related conversion specifications

implementation

3 recommended timelinemelinetimalineTi CEAL libraries

january 1120002000

LC national utilities decide pinyinpincin markerOCLC RLG define conversion options services

april 1120002000

CEAL libraries deliberate budget conversion optionsCEAL libraries begin internal preparation day 1

october 1 2000

day 1 occurs official starting date pinyinpincinLC uses pinyinpincin romanization catalogingCEAL libraries use pinyinpincin romanization original cataloging new acquisitions

process recordsconverted LC bibliographic records distributedNARs converted OCLC distributed LC

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april 1120012001

conversion OCLC RLG files completedday 2 reached libraries cataloging done pinyinpincin libraries

started doing copy cataloging pinyinpincinPinyin libraries implement day 2earlier later april 1 2001 depending own situationsOCLC RLG ready release snapshots individual libraries may happensoonerindividual libraries convert local machine catalogs pinyinpincin libraries startconversion earlier datepost conversion cleanupclean work begins national utilities individual librarieswhose OPACs converted though libraries may begin much earlier

october 1 2001

day 3 occurs libraries cease using pinyinpincin markersconversion individual libraries OPACs completed

11II options CEAL libraries analyses local conversion needs

1 conversion options utilizing national bibliographic utilities

CEAL libraries following options conversion national utilities

OCLC services

option 1 conversion based librarysLibrarys local database under optionindividual library sends file MARC records local system OCLCconversion conversion may limited specific fields bibliographic records

final decision made OCLC writing library thenreplaces existing records converted local records returned OCLC

option 2 conversion based library archive records under option OCLCcreates file libraryslibrarys archive records converts them pinyinpincin noteediting done libraryslibrarys local system reflected library then replacescurrent records converted archive records supplied OCLC

option 3 delivery new copies converted master records under optionOCLC delivers copies converted master records libraryslibrarys holdings symbolattached editing done during previous uses record libraryslibrarys local system

included library then replaces current records OCLCs pinyinpincinconverted master records

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authority records time conversion OCLC optionally provide copyconverted national authority file records associated headings these bibliographicrecords convert authority records extracted libraryslibrarys own database

batch loaded records batch loading software modified incoming recordsconverted

RLG services

conversion records RLGs union catalog RLIN librarieschinese language records RLG union catalog converted october2000 april 2001 timeframetimeframe RLG first convert clusters contain LC recordsfollowed conversion clusters containing records individual librariesbeginning largest chinese collections library order snapshotconverted records soon conversion records completed RLG addcurrent pinyinpincin conversion status page RLG web site indicating libraries

records completely converted ones process

conversion batch loaded records RLG convert chinese languagerecords wade giles batch loaded october 1 2000 providing sourcelibrary identifies file contains chinese language records requiring conversionlibrary request copy these converted records loaded

libraries handle post conversion catalog maintenance cleanupcleanthemselves although bibliographic utilities provide help catalogmaintenance responsibility post conversion maintenance whollyresponsibility each individual library retrospective conversion projects alreadyunderway may continue wade giles both OCLC RLG convert theserecords pinyinpincin day 2 part batch loading programs thereforelibraries need concerned being able complete retrospective conversionbefore day 1 OCLC modify batch load software convert incoming bibliographicrecords modify services authority control suitebibliographic record notification reflect needs pinyinpincin conversion RLG

provide files changed headings sorted frequency appearancebibliographic records guide updates authority records

2 name authority records NARs

OCLC complete conversion NARs before day 1 part pinyinpincinconversion programs LC compile data dictionary headings shouldconvert sufficient interest LCs cataloging distribution servicedistribute file converted NARs converted NARs included dailyNACO distribution

CEAL libraries should feel free use chinese conventional place namesalready established pinyinpincin national authority file even wade

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giles records these forms specifically accounted conversion programsamong chinese conventional place names established library congresspinyinpincin two name headings identified being susceptible doubleconversion these teng xianman shandongshardongShan dong sheng china pi xianman jiangsuJiangsushengshengfsaengf china chinese HAlalllaelH TFtrabraTFAsr these headings should double checked

bibliographic records NARs converted

due conversion timeline LCsECs bibliographic records NARsconverted before day 1 double conversion NARs best avoided taking greatcare how changes wade giles records LCs converted headings beginappear name authority file advisable CEAL libraries use LCconverted personal corporate name headings wade giles records untilrecords converted pinyinpincin way risk double conversion reduced

perfectly safe use LCs converted headings bibliographic recordsinclude pinyinpincin marker field 987 coded indicate record either created

converted pinyinpincin

currently LC formulating plans moratorium creating changingauthority records wade giles romanization LC issue guidelinesNACOBIBCO libraries help them minimize risk double conversion

3 pinyinpincin marker

CEAL libraries begin catalog pinyinpincin implement pinyinpincinmarker 987 field bibliographic records 00807 field name authorityrecords records converted bibliographic utilities include pinyinpincinmarker fields indicate conversion status see instructions pinyinpincinmarker item 6 appendix

4 prerequisites day I11

LC complete changes subject headings classification schedules LCutilities conduct thorough tests conversion specifications accuracynotify libraries final specifications

5 split files

while CEAL libraries create new records pinyinpincin day 1

period estimated six months during bibliographicutilities contain mixture wade giles pinyinpincin records during periodease work copy cataloging libraries may choose accept mix recordspinyinpincin wade giles addition libraries keep wade giles recordsprior total conversion day 1 libraries should immediately begin prepareday 2 date do cataloging pinyinpincin period split filesbefore conversion libraryslibrarys records complete libraries should make sure

pinyinpincin record created adopted pinyinpincin marker properly inserted

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noteworthy currently already records pinyinpincin headings nationallocal databases without pinyinpincin marker attached occurrences should

minimized OCLC RLG should complete conversion entire databaseschinese records april 1 2001

6 conversion non chinese records nonstandardnon standard chinese romanization forms

OCLC scan entire database wade giles headings non chineserecords wade giles name headings non chinese language records converted

pinyinpincin OCLC chinese bibliographic records converted changedrecords distributed member libraries chosen conversion option 3

described above nonstandardnon standard chinese romanization forms ignored duringdatabase scan nonstandardnon standard romanization forms converted manuallynecessary

RLG may schedule conversion wade giles strings japanese koreanlanguage records records chinese listed 041 field completing

conversion chinese language records RLG union catalog part200020012000 2001 project currently underway

CEAL member libraries conversion name headings wade gilespinyinpincin non chinese records mostly local task libraries using OCLCservices should make certain changed non chinese records distributed OCLCproperly replace equivalent local records own databases libraries using RLGservices encouraged contact RLG regarding how convert non chineserecords part ofrlgsRLGs announced 200020012000 2001 conversion project

7 implementation pinyinpincin conversion CEAL libraries

libraries should start plan implementation pinyinpincin conversionimmediately should include deliberations budget implications conversionoptions systems implications use pinyinpincin markers name authorityrecords cataloging workflowworkflow procedures use new catalogingschedules

necessary each CEAL library request parent library settaskforcetaskforce representatives chinese collection cataloging unitslibraryslibrarys central cataloging department information systems relevantpersonnel imperative CEAL libraries begin communicatenational utilities regarding conversion services

staff training user education critical success pinyinpincinconversion cataloging acquisitions staff involved processing chineselanguage materials need trained new pinyinpincin romanization scheme LCsnew subject headings classification schedules

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8 implications public services

library users need informed conversion providedproper search guides special attention should given word division pinyinpincinstandard being implemented differs somewhat what may familiar users usereducation especially critical during period two romanization forms coexistexistcatalogs networks efforts should made direct users how search materials

split files between october 1 2000 october 1 2001 libraries needprepare proper users guides relevant handouts assist users search

converted local OPAC pinyinpincin conversion necessitate labelingrelabelingrecurrent chinese periodicals back files materials shelvedalphabetically title serials labelingrelabelingre projects should coordinatedconversion associated records pinyinpincin

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appendix major pinyinpincin conversion tools documentation

1 LCs pinyinpincin conversion timelinehttplcweblocgovcatdirpinyintimelinehtmlhttphlcwebloc govcatdirpinyintimelinehtmi

2 LCs new chinese romanization guidelineshttplcweblocgovcatdirpinyinromcoverhtmlhttphlcweblocgovcatdiuinyinromcoverhtml

3 classification schedules chinese literary authorshttplcweblocgovcatdirpinyinauthorsl949htmlhttpicweblocgovcatdirpinyinauthorsl949htmihttpicweblocgovcatdirpinyinauthors2oohttplcweblocgovcatdirpinyinauthors2001 htmlheml

4 classification schedule changes chinese conventional place nameshttphttplcweblocgovcatdirpinyinclass6htmlhlcweb loc goicgovc atdirpinyincl sas6 htmlheml

5 conventional chinese place nameshttpicwebhttplcweblocgovcatdirpinyinplacefaqhtmlloc govcatdirpinyinplacefaqhtml

6 pinyinpincin markershttplcweblocgovmarcpinyinhtmlhttphlcwebloceovmarepinyinhtmihttphlcweblocovcatdirpinylnauthoritieshtmihttplcweblocgovcatdirpinyinauthoritieshtml

7 LCs announcement pinyinpincin conversion projecthttplcweblocgovcatdirpinyinannouncehtmlhttpicweb loc govcatdirpinyinannounce htmlheml

works consulted1

cataloging service bulletin 42

2 glnginpinyintinyintinkinPinTinyin possible approaches cataloging automation prepared collections services libraryConcongressconaresscontressoressaress committee east asian libraries bulletin 90 june 1990 p 566256 62

3 LC information bulletin vol 38 26 june 29 1979

4 library congress position use pinyinpincin romanization committee east asianlibraries bulletin 92 february 1991 p 32

5 summary report CEAL task force review possible change wade giles pinyinpincinromanization system journal east asian libraries 115 june 1998 p40 44

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