120 to 12: Reducing days to shelf with vendor services, cat-on-receipt and automated bib overlay process
1. 120 to 12
Reducing days to shelf with vendor services, caton-receipt
and automated bib overlay process
Sherle Abramson-Bluhm
Head, Print Acquisitions
University of Michigan
2. Prior to 2007
• Acquisitions and Serials Division
– Monograph purchasing
– Serials purchasing and cataloging
– Electronic serials acquired
• Monograph Cataloging Division
– Every item individually cataloged
– Some Electronic resources
processed
3. Monograph Workflow Prior to Reorganization
Mono-orders
Arrive in Library System
Inscribe
Barcode and stamp
Mono-receiving
Approval
Receiving
Get record if not supplied by vendor
Arrive in Library System
Inscribe, Barcode and stamp
Monograph
cataloging
Rare
Copy
Scores &
recorded music
Western
European
Languages
Media: DVD,
CD-Roms
Labeling
Managed
Backlog
In-Process
Locator Service
5. Monograph Workflow Prior to Reorganization
Mono-orders
Arrive in Library System
Inscribe
Barcode and stamp
Approval
Receiving
Mono-receiving
Monograph
cataloging
Rare
Copy
Scores &
recorded music
Western
European
Languages
Media:
DVD, CDRoms
Labeling
Managed
Backlog
In-Process
Locator Service
Get record if required
Arrive in Library System
Inscribe, Barcode and stamp
7. In-Process Locator
Service
Year
Request Request % of
s
s
requests
Receive Satisfie located
d
d
within 24
Hours
2003
2004
2005
2006
2007
2513
1861
1833
2394
1193
1937
1605
1695
2160
1148
64
72
76
66
87
8. Organizational Change
•Combine Acquisitions/Serials and Cataloging
•Create Electronic Resources Units
Head Technical
Services
Admin Assistant
Head
Print Acquisitions
Head
Print Orders
Head
Serials Receiving
Head
E-Resources and Database
Management
Head
Print Cataloging
Head
Monograph
Receiving
Head
Description
Head
Classification and
Materials Control
Materials Control
Head
Original Cataloging
Head
Electronic Access
Head
Electronic Acquisitions &
Licensing
Head
Electronic Cataloging
Head
Fiscal Management
Head
Authority Control
Data Loads
10. Priority: Minimal needed to get books to
the shelf and discoverable
•
Create an English-language acquisition
mainstream
•
•
•
Monographs, standing orders from single
English language vendor
Eliminate central review of approval receipts
Eliminate backlogs and queues by adopting
simpler, streamlined methods
• one subject heading, Call #
• Eliminate manual inscription
•
Automate the Mainstream
•
•
Electronic selection
Purchase cataloging records and shelfpreparation
10
• Accept duplicate call numbers and standard
11. Current Monograph Workflow
Mono-orders
Places orders in vendor database
Import record from OCLC to create order to be sent to vendor
Generate title record from template to create order for vendor
Mono-receiving : English and Western European Languages
Arrive Shelf-ready in Library System on vendor record
Import record from OCLC if required for auto-ship and standing orders
Import record if available for any materials ordered on a title template record
Generate template record for items where no record is found in OCLC or LC
Run bibliographic review macro
Create item and holdings records
Use call number in record or set record if appropriate
Accession as required
Flag as needed
Barcode and stamp
Rare
Scores &
recorded music
Labeling
Minimal record
Stacks
12. Mono-orders
Places orders in vendor database
Import record from OCLC to create order to be sent to vendor
Generate title record from template to create order for vendor
Mono-receiving : English and Western European Languages
Arrive Shelf-ready in Library System on vendor record
Import record from OCLC if required for auto-ship and standing orders
Import record if available for any materials ordered on a title template record
Generate template record for items where no record is found in OCLC or LC
Run bibliographic review macro
Create item and holdings records
Use call number in record or set record if appropriate
Accession as required
Barcode and stamp
Rare
85%
Labeling
Scores &
recorded music
Labeling
Minimal record
Stacks
13. Vendor records and
shelf ready
Records
•Goes hand in hand with online ordering
•Do the front-end prep to make sure vendor is clear on expectations
•Be aware of the differences in terminology
•Do a thorough review of vendor records and follow up periodically
•Develop process for when a record is not required
Shelf Ready
•Have clear guidelines
•Ask to review samples and have test items processed
•Communicate library wide
•Stacks staff questioned the label (sharp rather than rounded corners)
and the non-unique call numbers
•Set up a by-pass account for materials that have cataloging or processing issues
•Monitor vendor turn-around
14. Catalog on receipt using a
macro to do training for non-cataloging staff on recognizing good records
•Take the time
•Set and clearly document standards
•Accept and send to labeling
•Accept and flag
•Incomplete 505
• Different or missing sub-title
•Added entries
•Route to cataloging
•Lacks description, subject heading and/or classification
•Edit
•Impeded access (typo in title or main entry)
•Obvious error in description – 300 pages, not 30
•Have a review process in place initially and continue periodically
Series
•LC decision to stop series authority – led to decision to treat all titles in a
monographic series as a unique titles and catalog as such
•Massive change from CLSET to CLSEP
15. Minimal record and flagging for automated record
Tszserver
processing
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997
998
998
998
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ClassCat20120604
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20120604
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998
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ClassCat20090528
Routed20120601
|c receiving staff-monorec
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Routed20090514
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17. Hidden and Special Collections
Processed since re-organization of 19th century economics
Parsons-Rau Collection: Collection
materials.
Walp Family Juvenile Collection: Collection of thousands of
volumes of children's literature, with manuscript notes by the
authors and/or illustrators.
The Transportation History Collections: This include thousands
of volumes on railroad history, roads and automobile
travel, bicycling, bridges, ballooning, canals, and steamships
1000
5000
6800
800
10,000
Myers Collection: books and pamphlets from Germany's
Weimar Republic and Nazi periods.
200,000
Labadie pamphlets: The Labadie Collection is one of the oldest
Close to 225,000 previously un-cataloged
and most comprehensive collections of radical history in the
United States
items are now discoverable
18. Lessons learned
•Clearly identify minimal record
•Minimal vs brief
•Determine and document criteria for
flagging at start
•Create and document plan for
reviewing flagged records
•Start reviewing records as soon as end
point reached
•Be prepared to adjust criteria or flag
specs
•All materials do not need to be treated