CCK: MAKING CARTOGRAPHIC MATERIALS ACCESSIBLE
G.J.K.M. van der Velden, J.G. Zandstra and P.J.M. Douma
Koninklijke Bibliotheek, The Netherlands

Introduction
This paper is intended to give information about the CCK as system and organisation, and how cartographic materials (CM) are made accessible within the CCK system. We will try to give not too detailed a description of the system and the facilities that will be available once the system is fully operational (on-line).
On the conference programme the CCK is referred to as Dutch Union Map Catalogue. Although we were known as such internationally since the late sixties, it has recently been decided to adopt CCK as the official name in the Netherlands as well as abroad.

The following items will be dealt with:
- the history of the CCK and the present organisation;
- the incentives of the CCK;
- the approach in developing the system and some technical details;
- a general description of the system;
- how the CM are made accessible;
- user training and support.

History
In 1968 Prof. Dr. Ir. C. Koeman initiated an investigation into the possibility of automated cataloguing and retrieval of CM. This research project at the Cartographic Department of the University of Utrecht received the formal status of pilot project in 1972.
Hereafter the CCK developed the software and obtained the necessary know-how to create the off-line system that became operational in 1979 with the implementation of UNIMARC and ISBD into the system. A prominent feature of the operational CCK was the implementation of a fully automated authority-file system. One of the first new activities was the automated preparation of the Bibliografie van in Nederland verschenen kaarten and the Kaartencatalogus van de Stichting voor Bodemkartering according to the ISBD (CM).
The CCK system used the central computer of the University of Utrecht until the end of 1987 when the University changed to a new computer system. By then it had already been decided that the CCK should become institutionalized at the Royal Library in The Hague as a national on-line system with its own hardware and software. This then was a good opportunity to effectuate that decision. It was decided that the Cartographic Department of the University of Utrecht should become the development site of the software so that the CCK could benefit from their expertise. The Cartographic Department commenced the realization in October 1989.
The CCK as part of the automation department of the Royal Library in The Hague, is the operational site of the system. The central computer will be installed there late this year, after which the records that were created in the period 1979-1987 and have been stored on tape, will be processed for inclusion in the data base. After this stage the processing of the records newly created off-line since 1987 will commence. At the same time Utrecht will start the development of the on-line data entry facilities.

Organisation
In the beginning of 1989 a special project was started by the Royal Library to realize the operational CCK. This project is financed by the Netherlands Organisation for Libraries and Information Services (Nederlands Bureau voor Bibliotheekwezen en Informatieverzorging, NBBI) and the Royal Library. As mentioned before the Cartographic Department of the University of Utrecht is designated as the development site of the complete system.
For the day-to-day management a Project Management Group has been installed. This body is responsible for the actual management of the CCK project during the period of development and implementation of the system, e.g. concerning the acquisition of hardware and software. The Project Management Group consists of the Deputy Director of the Royal Library (chairman), a staff member (secretary), the Head of the CCK (technical project leader) and an external advisor.
Then there are two consultative bodies which meet at regular intervals. The Participants Assembly, made up of members of the management of the participating institutions, and the Panel of Experts in cataloguing CM. Of course there is and will always be continuous feedback between the actual users of the system and the CCK.

Incentives of the CCK
The CCK is meant to become the national facility for cataloguing and retrieval of CM in the Netherlands. This means that the system has to be very flexible due to local interests and approaches in these matters and new ways in which CM are made available. The pilot project mentioned before resulted in the following incentives of the CCK:

The CCK is a national information system for cartographic materials. The CCK is intended for the entire range of CM and other geo-related information. Although the CCK is not a union catalogue, the CCK shall offer full union catalogue facilities in the future.

To come up to local circumstances each participant can choose his own method of participation. On-line participation is the most direct method. During data input a cataloguer is connected with the central data base with all advantages. Off-line input offers the possibility to record descriptions on an external data carrier (floppy disc) by means of an input program for an IBM (compatible) PC. The records created off-line can be processed batch-wise. A participant can also opt for a combination, the so-called interactive participation.

As is commonly known among map librarians there is no map description that can satisfy everyone because of the complexity of the bibliographic and cartographic information on most CM. Therefore the CCK has decided from the early beginning not to support 'shared cataloguing' in the narrow sense. Of course the CCK stimulates that participants use each others records without the necessity to share the same record. That this may entail that a certain map will turn up in the data base more than once, because the participating institutions have their own policy as how to describe CM, is not considered a problem.

To enable flexibility and to come up to individual interests for each of the participating institutions a logical subdatabase is created within the system. In this way it is possible to preserve the identity of the participating institutions. Of course all subdatabases are accessible to all participating institutions for consultation and derivation of records.

An important feature of the CCK has always been the very stringent use of standardized entries on Area, Subject and Name/Title. These standardized entries, together with (cross-)references and the necessary semantics are maintained and centrally managed in the so-called auxiliary data base. This in order to distinguish it from the main data base with the CM records.

The CCK adapts the international standard for describing bibliographic information ISBD (CM) and the Dutch Beschrijvingsregels voor kartografische documenten (Cataloguing Rules for Cartographic Documents) based on the ISBD (CM).

The format used by the CCK for recording the data is based upon UNIMARC, the international format for (inter-)national exchange of bibliographic data. The CCK has incorporated some additions and alterations to UNIMARC in its format which will be dealt with in the following general description of the system.

System development approach
In a very early stage it became clear that the 'old' software could not be ported due to the use of an outdated operating system at the central computer of the University of Utrecht. In order to prevent a long stand still during the period needed to develop the software the CCK has opted for a phased development and implementation of the on-line system. The four phases are:

Phase 1: Conversion of the off-line system as it was operational in the period 1979-1987 at the central computer of the University of Utrecht. An important part of this phase is the implementation of the screening program which checks whether records created off-line meet the requirements. A second part of this phase is the implementation of the data base update program which processes the records to be inserted into the data base.

Phase 2: Development of on-line record input facilities. In this phase on-line retrieval is not yet possible. However, users will be provided with an on-line search facility which will enable them to consult and derive records and standardized entries from the data base.

Phase 3: Development of the software necessary to create off-line output e.g. printed listings, catalogues etc., as well as output on tape, microfiche and other media. After this step it will be possible again to take in hand the manufacturing of e.g. the Bibliografie van in Nederland verschenen kaarten, but also new catalogues and bibliographies, this on request of the participants.

Phase 4: Implementation and realization of the on-line retrieval facilities. During this phase extensive facilities for on-line retrieval will be implemented. At first retrieval will be limited to three standard on-line catalogues, i.e. one catalogue on area-subject-scale/period, one on subject-area-scale/period, and an alphabetical catalogue on name/title. Hereafter more elaborate retrieval facilities will be developed e.g. search facilities on geographical coordinates, coded cartographic information etc.

At a later stage the union catalogue facility will be implemented as a shell around the system.

It was decided to use UNIX as the operating system. An important reason for this is the fact that UNIX is more or less hardware independent and widely used internationally. As the programming language C++ was chosen, an object-oriented extension of the C-language. For the overall data base management system the CCK has opted for Unify 2000. OSF-Motif will be used for the user interface and the system will run on NCR hardware.

General description of the CCK system

General outline of the system architecture concerning the main data base
As mentioned before, the first phase of the CCK project concerns the implementation of the screening program and the data base update program. These programs are the heart of the system for they are used throughout the process of data input up to the actual processing of records. This holds for the off-line system as well as the complete on-line system.
In case of off-line participation one is provided with the CCK data entry program. This program is build around the screening feature so that the CCK can be assured that the records offered for processing are according to the CCK format. The fact that the present CCK participants are very pleased with the performance of this program, especially the copying functions, makes us believe that they will continue using this program beside working on-line. For financial reasons institutions with small CM collections might opt for off-line use of the system only, even after the on-line system becomes available.
For on-line participation the records are entered by an user interface consisting of separate windows for data entry and help facilities. There will also be a separate window for consultation of the data base.
Within the system a temporary data base is used to store those records which failed authorization for final processing or contains entries that have not yet been processed and included in the auxiliary data base.
The temporary data base enables participants to continue describing CM without the need to wait until all entries are authorized by the CCK. The temporary data base can also contain those records which have been rejected during final processing. A control mechanism ensures that records do not stay within the temporary data base too long. After final processing the records are stored in the main data base and made available for retrieval and output. The temporary data base is also used to store records which need to be authorized, e.g. by a chief cataloguer.

Some distinguishing characteristics of the CCK system
The ISBD punctuation that links the elements within a description is not included in a CCK record. When presenting the record in ISBD (CM) format or in case of catalogue output, the system automatically generates the punctuation prescribed by the ISBD (CM). This facility offers the cataloguer the security of the right punctuation in the ISBD descriptions on condition that the bibliographic elements are coded correctly. It also makes the use of data out of ISBD context possible.
Each participating institution determines the bibliographic quality of its descriptions itself by assigning a cataloguing scope level to each record. In this way elaborate as well as concise descriptions can be offered to the data base. In choosing a certain cataloguing scope level one can bear in mind several reasons, e.g. the availability of staff and finances to describe a collection.
During data input several copying facilities are at the disposal of the cataloguers. Elements or even entire descriptions can be copied by means of simple copy commands. A unique method of deriving records from the data base that are very similar in content and lay-out is the so-called moeder-dochter techniek (mother-daughter technique). Using this facility serial and multipart publications can be described efficiently by using one record (the mother) as the basis for the other records (the daughters). In a daughter record a reference is made to its mother. Identical elements are thus derived from the mother record, only the deviating elements are entered. After processing complete records remain and the connection between mother and daughter(s) is deleted.
The CCK offers a very efficient facility to register multilevel descriptions. This facility is based upon a CCK addition to UNIMARC, namely the registration of the record number of the next higher level in an identification field. This way one does not need to indicate the entire multilevel hierarchy in each record.
Irrespective of whether one is describing a monographic publication or a part of a serial publication the CCK advises the participants always to create entire records. By use of indicators one can indicate which bibliographic elements of a lower level description need to appear in the multilevel presentation of the entire publication according the ISBD (CM). This means that if one prefers a catalogue with only full ISBD presentations of the descriptions there is no problem because within the main data base all records contain all the necessary bibliographic elements. Although the system offers the possibility of inputting lower level elements only, the CCK does not encourage the use of this facility. By means of the mother-daughter technique the time needed to input complete records is neglectable.
In order to enable the users to check proper use of the named indicators, every record processed will be accompanied by the full ISBD description as well as by the multilevel representation. In the latter case the complete multilevel hierarchy is shown, i.e. the description of the first level up to the level of the item described. Off-line participants will receive hard-copy reports of the records together with these ISBD representations. On-line participants will receive this information on screen.

General outline of the CCK format
As mentioned before the CCK format is based on UNIMARC. A CCK record consists of the following grouped coded elements:

0.. Identification block
1.. Coded information block
2.. Descriptive information block
3.. Notes block
4.. Linking entry block
5.. Related title block

6.. Standardized catalogue entries
7.. Intellectual responsibility block
8.. International use block
9.. Local data block

UNIMARC consists of more fields and subfields than are used in the CCK format. The CCK has not adopted a number of UNIMARC fields and subfields because they are not applicable to the scope of the CCK. A more extensive outline of the CCK format is given in appendix 2.

The auxiliary data base and the authority files
In the CCK system use of the auxiliary data base for obtaining the standardized catalogue entries on area, subject and name/title is compulsory since it is the only way to establish a nationwide uniform data base of CM and it is a prerequisite to be able to create the Dutch Union Map Catalogue in the future.
The standardized catalogue entries on area, subject and name\title are maintained in the auxiliary data base. For these four kinds of catalogue entries a logical subdatabase is created, the so-called authority files.
In these authority files the authorized and non-authorized entries together with the mutual relations, (cross-)references and the necessary semantics are maintained. There are two types of cross-references, the 'see also' reference that guides the user to another place in the catalogue where more information can be found. And the so-called 'chronological see also' reference that links the authorized heading of the old name to the authorized heading of the new name.
Within the authority files a record can be an authorized entry record, a 'see' reference entry record, a general explanatory entry record or a special 'see' reference entry record.
An authorized entry record is the standardized catalogue heading.
'See' reference entry records are all other versions of the appropriated authorized entry and are linked to that record. According to bibliographic tradition the entries are taken as they appear on the described items. This, however, will originate a great amount of 'see' references that are or look alike. In order to keep the catalogue conveniently arranged only the significant ones are made visible. During on-line searching however all 'see' references are visible as search keys for cataloguers and end-users.
General explanatory entry records give information about the conventions used in formulating or filing authorized headings of the type one might expect to find under the form given in the explanatory heading. For instance:

De la

For names beginning with a prefix search under the prefix as well as under the part of that name following the prefix.

Special 'see' reference entry records will not appear in the catalogue as a entry but are added to the authorized catalogue heading in the form of a special note. For instance:

Malta

OFFICIAL NAME: Repubblika Ta'Malta.

NAME AUTHORITY FILE
The name authority file contains all names related to or involved with the realization of the items described in the main data base. The CCK does not distinguish between any kind of name, i.e. names of persons, corporate bodies, conferences, ships etc. In the case of CM general titles give little or no actual information. If the principle should be adhered to that the first word of the title becomes the main heading, if the authorship does not rest with a person or consists of more than three persons, then the catalogue will overflow with headings such as 'Feuille' or 'Sheet'.
To enable good accessibility on name the users are always asked to supply every name related to the described item.

TITLE AUTHORITY FILE
For the small group of CM that are truly anonymous the title will function as the catalogue entry. These titles and only these are maintained in the title authority file.
By combining the name authority file and the title authority file it is possible to create an alphabetic catalogue of all described CM.

SUBJECT AUTHORITY FILE
The subject authority file contains the subject classification and the used entries on subject. In the past the CCK used UDC codes that were selected randomly at need. In the last few years the need for a more suitable subject classification especially created for CM was felt necessary for the use of the UDC provisions was not fully satisfactory. The creation of a new subject classification was initiated in 1983 by Dr. E.H. van de Waal, Cartography Department of the University of Utrecht and former Director of the CCK, and has resulted in a new subject classification that will be presented at the FID as part of a draft proposal for new UDC auxiliary tables for cartographic materials and geographic information. This new subject classification will be implemented as the CCK subject classification in due course. (See: G.J.A. Riesthuis et al., New UDC auxiliary tables for cartographic materials and geographic information. In: International forum on information and documentation, Vol. 16-2, 1991, pp. 30-35).

AREA AUTHORITY FILE
Although still in the process of being updated the CCK area classification was in essence designed by the CCK in the period 1978 to 1983 and together with the new subject classification forms the already mentioned UDC proposal.
In the area authority file the CCK area classification is maintained. The area classification is a coded hierarchical classification of all political subdivisions up to the second level of administration, i.e. federal state, province, department etc. The oceans and seas are classified according to the lines of 'Limits of Oceans and seas / by the International Hydrographic Bureau (IHB). Monaco, 1953'.
The alphabetic writings of the codes is in accordance with the UN policy of using the official local name of the geopolitical territory. By adapting the 'local name' principle, language and spelling problems were no longer a real problem. However, using local names does not make the classification user friendly, e.g. not many people know who, what or where 'Druk-yul' (Bhutan) is. This problem is solved by applying exonymes and extensive scope notes and geographic coordinates to the area codes.
The problem of an ever changing world, e.g. a province being divided in two new ones is being dealt with by the use of the 'chronological see also' references and history notes already mentioned. Of course these references and notes are applied throughout all authority files. See for more information the UDC- article.

Making CM accessible
For retrieval and accessibility of the CM described five different ways of consulting the on-line data base will be available. Point by point they are outlined here:

- Identification fields. They concern the CCK number (field 001), the shelf number (field 002) and standard numbers like ISBN (fields 01.);

- The entries in the 6.. and 7.. fields. The systematic entries in the 6.. fields concern the area and subject entries. The 7.. fields contain the entries on name as they appear on the described CM. For an extensive outline of the auxiliary data base see the General description of the CCK system;

- Coordinates (field 206). For reasons of retrievability the coordinates are entered according to a fixed structure during input. This means without the signs for degree, minute and second which are added presenting ISBD output.

- Title fields. They concern the titles in bibliographic field 200 and the related titles as stated in the 5.. fields.

- Local entries, 9.. fields.

During retrieval further limitation of selected records can be reached through the structured information as present in the coded information fields (1..), e.g. cartographic features of the CM described. Some coded information can also be used as a sorting criterium, e.g. coded dates and scale.
In case of retrieval by end-users the on-line presentation of CCK records will be realized in standard ISBD presentation. For cataloguers also a system (on-screen) presentation will be available. In case of hard copy presentation PostScript output can be produced.

User training and support
Because cataloguing of maps is not a full-time task of most of the maplibrarians, with one or two exceptions, the CCK has always paid a lot of attention to training and support of their users on an individual basis. Up to this moment new map cataloguers are instructed in describing their collection according the CCK format. During these sessions a lot of attention is given to the theory of describing monographic, multipart and serial CM. Hereafter the cataloguers are instructed in the actual input of records by way of the CCK data entry program.
Since the CCK will be confronted with a increasing group of new cataloguers in the short term, more structured approach in training is necessary: expectations are that CCK courses of several days for new cataloguers will be organized in future. During these courses all facilities and skills concerning the description of CM with the system will be dealt with.
To deepen the understanding of the system follow-up days will be organized, e.g. in the first and second month after the courses. By planning a course and the follow-up days in intervals of 1 month the cataloguers have the opportunity to acquire the necessary experience with the system and to recognize individual problems and uncertainties.
Next to the courses and the follow-up days the CCK intends to organize contact days for CCK cataloguers twice a year. This way the CCK can make announcements about new developments concerning the system. On the other hand cataloguers can exchange their experiences with regard to the description of CM and use of the system.
To support the actual description of CM and the input of data several manuals are available to the cataloguer. CM are to be described in accordance with the rules stated in the CCK Manual in which the CCK format is clearly described. For the interpretation of bibliographic information the CCK refers to the Dutch Cataloguing Rules. For off-line input of records the CCK offers an extensive data entry manual.
Once the on-line system is operational the manuals will be extended with an on-line manual which guides the cataloguer through the on-line system. Furthermore the CCK will offer a manual for consulting the auxiliary data base and for requesting new entries. To come up to the needs of visitors who want to consult the on-line catalogues user manuals and guides will be produced.
The CCK helpdesk for immediate telephone support is already operational. This support concerns the description of maps, hard- and software, overall CCK system and all other topics related to the CCK. If technical problems at one of the participating institutions require immediate action local support will be organized at once.

APPENDIX 1 : THE CCK-SYSTEM>

0.. IDENTIFICATION BLOCK

001 Record identifier
002 Shelf number
010 International Standard Book Number ISBN
011 International Standard Serial Number ISSN
013 Other numbers identifying the item

1.. CODED INFORMATION BLOCK

100 General processing data
101 Language of the item
102 Country of publication or production
120 Coded data: CM, general data
121 Coded data: CM, physical attributes
122 Coded data: time period of item content
123 Coded data: CM, scale
124 Coded data: CM, specific material designation analysis

2.. DESCRIPTIVE INFORMATION BLOCK

200 Title and statement of responsibility
205 Edition
206 Mathematical data CM, scale and coordinates etc.
210 Publication, distribution, etc.
215 Physical description
225 Series

3.. NOTES BLOCK

For the sake of convenience only half of the total number of notes is extensively presented. The remaining notes are indicated by their group codes.

30.-31. Notes concerning the bibliographic information

34. Notes concerning the described cartographic image

340 Notes concerning the used sources
341 Notes concerning the time period of item content
342 Notes concerning the area depicted
343 Notes concerning the language
344 Notes concerning the cartographic representation
345 Notes concerning the relief representation
346 Notes concerning the orientation
347 Notes concerning the unexpected information
348 Notes concerning the legend
349 Other notes concerning the described cartographic image

35. Notes concerning the contents of the described cartographic item

350 Notes concerning other cartographic images on the item
351 Notes concerning cross sections etc. on the item
352 Notes concerning sheet indexes, situation maps etc on the item
353 Notes concerning explanatory text in or on the item
354 Notes concerning bibliography in or on the item
355 Notes concerning verso contents
356 Notes concerning the non cartographic contents
357 Notes concerning accompanying materials
358 Notes concerning a short list of contents
359 Other notes concerning the contents of the described cartographic item

36. Notes concerning general information of the described item

37. Notes concerning the actual described item

390 Other notes

4.. LINKING ENTRY BLOCK

For the sake of convenience some linking entry fields are indicated by their group codes.

41. Relations between series

42. Relations between separate bibliographic items

420 Originated from:
421 Supplement:
422 Supplement of:
423 Issued with:
424 Ancillary map:
425 Ancillary map of:
426 Inset:
427 Inset of:
428 Consists of:
429 Part of:

43. Chronological relations with preceding series

44. Chronological relations with succeeding series

45. Relations with other editions

46. Relations between multipart publications

47. Special relations

470 Used source:
471 Base map:
472 Index sheet:
473 Belongs to:
475 Described in:

488 No specified relation with ..

490 Relation with ..

5.. RELATED TITLE BLOCK

For the sake of convenience most related titles are indicated by their group codes.

500 Uniform title

51.-54. Other titles

6.. STANDARDIZED CATALOGUE ENTRIES

676 Names as subject entry
677 Entries on subject
678 Entries on area

7.. INTELLECTUAL RESPONSIBILITY BLOCK

700 Primary intellectual responsibility as on item
701 Alternative intellectual responsibility as on item
702 Secondary intellectual responsibility as on item

8.. INTERNATIONAL USE BLOCK (not yet implemented)

9.. LOCAL ENTRY BLOCK

Appendix 3 : Literature concerning the CCK

Algemene beschrijving CCK-systeem. Utrecht : Vakgroep Kartografie, november 1989. [39] p., ill.

Archieven-CCK / PJM Douma. [Den Haag] : CCK, Koninlijke Bibliotheek, februari 1990. Div. p. Bijlage: Model voor het beschrijven van topografisch-historische documenten.

CCK: feiten en cijfers. Den Haag : Koninklijke Bibliotheek, 1992. [4] p.

CCK online: Nederland op een lijn / P.J.M. Douma en J.P. Heerema. In: Kartografisch Tijdschrift XVIII (1992) 2, pp. 44-48.

CCK over de grenzen / Pieter Douma. In: KB Centraal, XIX (1990) 10, p. 6.

Centrale Catalogus Kartografie / Hans Jansen. In: KB Centraal, XVIII (1989) 6, p. 9.

Centrale Catalogus Kartografie / Michel Wesseling. In: KB Centraal, XIX (1990) 6, p. 10-11.

Examples CCK records and ISBD descriptions. The Hague : [Koninklijke Bibliotheek], September 1990. 27 p. Uitgegeven ter gelegenheid van het 7th Conference of LIBER Maplibrarians, Paris 24-28 september 1990.

Een greep uit de CCK-uitvoerproducten. [Utrecht : Vakgroep Kartografie], januari 1992. [16] p. Met bijlage.

Handleiding Beschrijvingsformaat CCK. Den Haag : Koninklijke Bibliotheek, 1992-.... Losbladig.

NCR speelt CCK-project in de kaart. In: Nieuwsbrief overheid / NCR Nederland NV, voorjaar 1992, pp. 7- 8.

Offline invoerhandleiding CCK. Den Haag : Koninklijke Bibliotheek, 1992-.... Losbladig.

Plan van uitvoering : realisering CCK-systeem. Utrecht : Vakgroep Kartografie, juni 1989. Div. p.

Tekenset bij de CCK. Utrecht : Vakgroep Kartografie, [1992]. 11 p., ill.

Verslag Studiedag Documentatie van Ruimtelijke Informatie 2 / B.J. Köbben: Kartografisch Tijdschrift XVIII (1992) 2, pp. 15-16; In: Open 24 (1992) 5, p. 195-196.

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