ABSTRACTDual classification systems (Dewey and LC) and a complex floor plan presented challenges for patrons in the main campus library at the University of Florida, despite ample signage. A much needed library expansion including a new Humanities and Social Sciences Library building will make it easier for patrons to locate library materials and has offered an opportunity to consider reclassification as a means of further simplifying patron access. This poster session will provide an overview of the innovative process for collection review, de-selection and reclassification of materials we employed by quickly and efficiently using the NOTIS database, library computer network, laptop computers and Excel spreadsheets. Coordinating this library-wide project required team efforts on many fronts. To coordinate the required workflow activities the project team had to consult and involve key staff in Technical Services, Access Services, Public Services, Collection Management and Systems. The collaborative efforts of all units involved were critical to the success of the project and to meeting our deadline. The presentation highlights the purpose, scope, planning, and implementation of the project. “Lessons learned” and recommendations are instructive for other libraries considering applying new technologies to reclassification projects. Our own library has already begun applying many of the lessons learned through this project in other efforts as we shift collections to allow construction to move forward.

INTRODUCTION

Scope

• Biography collection totaled about 15,000 items, locally classed with letter “B” before the Dewey number

Goals

• Simplify patron access and eliminate separate collection

• Simplify use of the monographic collection

• Improve patron training

• Facilitate information desk assistance with access to library materials

• Test innovative methods and highlight potential problems

Motivation

• Dual classification systems

• Complex library floor plan

• New library building

METHODS

Data gathering and spreadsheet

•Automated data extraction from NOTIS database

• Creation of "master file" spreadsheet, including:

• Title and NOTIS record number

• Dewey and LC call numbers

• Number of copies

• Owning location(s)

• Charges

Call number conversion

• Call number verification, assignment and conflict resolution between NOTIS/OCLC 050/090

• Automated call number search, extraction and flip

• Search Worldcat through OCLC Z39.50 using OCLC# or LCCN

• De-dupe in favor of call # in OCLC if numbers are identical

• Keep both call #s if not identical for manual review

• Search RLIN and State University Library databases if no call number available

• "Flip" call number after complete conversion

Server use and file folder structure

• Store master files on library server• Create separate folders for each CM and project leader• Assign read and write authorization to ensure transparency, accountability and limit inadvertent errors

Training and physical processing • Training

• CM workshop, written procedures, one-on-one sessions• Hired both new and experienced student assistants

• Processing• Scanning and re-labeling in stacks• Label printing in work area• Insert color-coded slips to indicate withdrawal or transfer

Public relations• Website• Ample signage• Project announcement in Library Newsletter

SPREADSHEET

Local NOTIS database Extract Dewey biographies into single

Excel file

LC #

extraction CM review: reclass OR w/d,

transfer

Harvest LC call #s from NOTIS (SUL), OCLC,

RLIN

Sort spreadsheet by CM

subject responsibility

Call # "flip" and insertion of withdrawal & location

transfer codes

LC call # verification &

assignment

Compile items selected for reclass & resort by Dewey

class

Break into smaller Dewey classed files by # of items to be processed per

session

Relabel, resort reclassed items by LC # and

reshelve

Create files sorted by disposition (reclass and

w/d, transfers)

withdrawals &transfers

reclass

manual

automated

automated

WORKFLOW ITEMS RECLASSED BY LC ISSUES

Material not on shelf (NOS)

• In circulation, lost/missing

Call number conversion

• Z class number/topical number conflict for bibliographies

Monographic series

• Classed together by local practice (vs. LC treatment)

Volume sets

• Split among locations with dual classification

Shelving problems

• Shifting and projecting space adequately

Student assistants

• Budgeting, hiring, training, tracking

Collection review

• Timely review by CM selectors, proper data format for communicating decisions, limit changes to project scope

Communication

• Collaboration with staff across divisional lines

RESOURCES

Human Resources

• Student Assistants• 412 hours at 26 items/hour (re-shelving process not included)

• Library staff time not included

 Programming assistance

• Spreadsheet and related programs for automated functions provided by John Hein, Head of Technical Services, University of North Florida

• Locally developed software to facilitate label printing

Equipment

• Four laptops with barcode scanners

• High quality spine label printer

 Supplies

• Brodart SuperBond labels

• Miscellaneous supplies, including color-coded book slips

RESULTS

Items reclassed

• Total reclassed: 10,789

Items transferred to other owning locations

• Total transferred: 2,308

Items withdrawn

• Total withdrawn: 1,191

Linear feet

• Main collection: 737.6 L.F.

• Transfers to branches: 164.08 L.F.

Total cost

• Physical processing cost: $ 2,408

• Student labor: $2,248

• Labels: $ 160

Unit cost: $0.23/item

• Indirect cost of staff time not included

CONCLUSIONS

Coordination is key

• Staff from Access Services, Technical Services, Public Services, Systems and Collection Management consult and coordinate workflow activities

Automated process

• Combination of NOTIS database, library computer network, laptop computers and Excel spreadsheets for quick and efficient process

Timely completion date

• Completion in six months (Oct. 2003-March 2004), prior to Aleph LMS implementation, April 2004