120 to 12: Reducing days to shelf with vendor services, cat-on-receipt and automated bib overlay process
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1) The University of Michigan reorganized its acquisitions and cataloging departments in 2007, combining them and creating electronic resources units. This allowed for streamlining of workflows. 2) Prior to 2007, monographs took 120 days on average to get to library shelves. The new processes reduced this to 12 days by adopting shelf-ready cataloging from vendors, using minimal level records, and automating workflows. 3) Over 200,000 previously uncataloged items from hidden collections were made discoverable through the new processes.
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
- 6. Cataloging Backlogs “Managed” backlog 9,000 titles Working queue 3,000 titles (est.) Special Collections 30,000 titles 6
- 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
- 9. Head Technical Services Head Print Head Print Orders Head Serials Receiving Head Monograph Receiving Head Cataloging Head Print Acquisitions Fiscal Management
- 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 996 997 998 998 998 |c TSzserv |f 020 |d 20130506 |n 8 |a MARS |c cataloging staff-cu ClassCat20120604 |c cataloging staff-du 20120604 |c cataloging staff-cu 998 |c staff-monorec ClassCat20090528 Routed20120601 |c receiving staff-monorec 998 Routed20090514 998 |c zoverlay 20130604 |n 6 OWN |a MiU
- 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
- 19. • • • • • • Sherle Abramson-Bluhm Head, Print Acquisitions University of Michigan Charleston Conference November 2013 sherleab@umich.edu