Digital BookplatesUsing the OPAC for Stewardship

in the Digital Age

Patricia Putney, Bonnie Buzzell, Jean Rainwater

BROWN UNIVERSITY LIBRARY

Innovative Users Group, April, 2008

Copyright Brown University Library, 2008. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate or to rebublish requires written permission from the authors.

Today's Presentation

WHO WE ARE: Librarians at Brown University Library• Patricia Putney, Head, Financial Services - stewardship

• Bonnie Buzzell, Sr. Knowledge Mgmt Libn - oversight of ILS

• Jean Rainwater, Co-Leader, Integrated Technology Services  - library web & programming

OUR GOAL IN THIS PRESENTATION• Encourage you to adapt some of the ideas and methods

to help your library's stewardship effort.• We believe that our project can be scaled up or down.

PROJECT WEBSITE• More detailed information than we can present here.• http://dl.lib.brown.edu/its/software/bookplates/

Background

• Stewardship & Digital Bookplates

• A Tour of Brown's Digital Bookplates• Bookplates in Millennium• Millennium Bookplating Workflow

• Bookplates on the Web• Database Structure• Staff Administration Module

• A Success?

Today's Presentation

Digital Bookplate Project

STEWARDSHIP• Increase stewardship of endowment donors• Transparency of reporting use of endowed funds

LIBRARY PROCESSES & WORKFLOW• Paper bookplating is expensive, labor intensive and a

workflow bottleneck• Many items are received shelf ready

FUND MANAGEMENT• Unwieldy to manage endowments in Millennium• Most approval plan items can't be assigned to

endowments in Millennium

Why?

FOCUS ON ENDOWMENTS

• Over 300 separately named endowments 

 • printed publication

(expense covered by Advanacement)

Digital Bookplate Proposal

 AUDIENCE• Library Advisory Council• Friends of the Library Board

ALLY• Long-time Friend of the Library

MOCK-UP• Powerpoint• Single OPAC record

Proposal

CONCEPT & ADVANCEMENT BUY-IN• Oct 05 - prototype mockups• Nov 05 - presentation to FOL/LAC Boards

 PROTOTYPE TO PRODUCTION • Jan 06 - bookplates for FY05 funds• Jan 07 - bookplates for FY06 funds• Mar 07 - letters to stewardees

 NEW ANNUAL CYCLE• Oct 07 - bookplates for FY07 funds• Nov 07 - Thanksgiving letter

 GIFTS IN KIND• Jan 08 - bookplating for gifts in kind finalized

Timeline

Making it Real

• Development brochure as model• Buy-in from important constituents• Catalog & web page mock-ups

    now ...

A Tour of Brown's Digital Bookplates

Bookplates in Millennium

OPAC BookplatePage

856 link

numberindexed

field

OPAC numbersearch

Plate ID

Linking the Book and the Bookplate

  The location of these fields varies:• item record - single item works & ejournals• bib record - multivolume sets• checkin record - print journals & databases

OPAC BookplatePage

856 link Plate ID

Linking the Book and the Bookplate

856 syntax:Endowments

|uhttp://dl.lib.brown.edu/bookplates/fund.php?account053247|zPurchased on the United Kingdom Library EndowmentGifts in Kind

|uhttp://dl.lib.brown.edu/bookplates/honoree.php?id=107|zGift of Roger E. Stoddard, Class of 1957

OPAC BookplatePage

856 link Plate ID

Linking the Book and the Bookplate

OPAC search:

EndowmentsSearch: http://josiah.brown.edu/search/m?SEARCH=bookplate+053247 Targeted Field:   bookplate 053247_purchased_2007

Gifts in KindSearch: http://josiah.brown.edu/search/m?SEARCH=bookplateStoddardRogerE Targeted Field:   bookplateStoddardRogerE

numberindexed

field

OPAC numbersearch

OPAC BookplatePage

856 link

numberindexed

field

OPAC numbersearch

Plate ID

Linking the Book and the Bookplate

OPAC BookplatePage

856 link

numberindexed

field

OPAC numbersearch

Plate ID

Linking the Book and the Bookplate

Add, note in order for ongoing print &electronic material

Single Item BookSingle Item Book

Illink from item record• 856• new field: f - fund

Single Item Book

Item  Record• 856• new field: f - fund

Multi-Volume Set

link from the bib record• 856• local field 935

Multi-Volume Set

Bib  Record• 856• local field 935

Print Serial

link from checkin record• 856• new field: e - bookplate

Print SerialOrder  Record• new field: p - bookplate• fund is NOT the

endowment

Print Serial

Checkin  Record• 856• new field: e - bookplate

Database

link from the checkin record

Database

Order  Record (like print serial)

• new field: p - bookplate

Database

Checkin  Record (like print serial)

• 856• new field: e - bookplate

e-JournalIlink from item record • 856• new field: f - fund

e-Journal

Order  Record (like print serial)

• new field: p - bookplate

e-Journal

Item  Record (like a book)

• 856• new field: f - fund

Gift in Kind

Gift in Kind

Gift in Kind

Millennium Bookplating Workflow

• To be done annually, shortly after the close of the FY

• Collect updated information on current endowments, income, purpose and if it will be reported on.

• Using Millennium "create lists", identify items purchased previous FY.

• Import order data into items. (Loads from YBP include this. We use a Macro Express script for others.)

• Export to spreadsheet: item#, fund, price, title, subjects, call number, location, language, place of publication                                                              

Bookplating for Endowed Funds...

(...continued)

• (Skip next step for items funded on endowments in Millennium.)

• Use call number, language, source, words, and discipline to match titles with endowments.

• Create .csv files with record # and bookplate information.

• Use Macro Express script to update the item records.

• Give file to Jean to update the database.

...Bookplating for Endowed Funds

• Jean will cover bookplating for gifts in kind, small gifts of cash, honoraria, in memory of…

Bookplating for Gifts in Kind

Bookplates on the Web

• Create digital bookplates

• Static or dynamic presentation?

• Individual pages or standalone site?

• Design web page / site

• Create links to catalog records

Bookplate Web Pages

Creating Digital Bookplates

• Scan existing paper bookplates

•  Use template for "born digital" bookplates

•  Staff edit text box for each bookplate

•  Save as full size jpg and as thumbnail

Creating Digital Bookplates

 

Creating Digital Bookplates

• Manual Approacho Hard-coded HTML pages & links to OPACo Small number of bookplates - limited growtho Rapid implementation but requires continual

maintenance

• Programmed Approacho Dynamic pages & links to OPAC using relational

database (MySQL) and programming (PHP)o Large number of funds and donors - continual growtho Longer development time but then runs itself

Determine Level of Complexity

• Description of Fund, Donor, Honoree, etc.

• Links to titles acquired (up to 5)

• Link to catalog search if more than 5 titles

• Titles from database (funds) or screen-scraping (honorees)

Individual Page Design

Functionality:

o Browse by name, theme

o Search names and descriptions

o View all bookplates

o RSS feed of randomly selected titles

o Show examples and info about the project

Bookplate Site Design

Relational Database

• Spreadsheet of endowed accounts was the basis for relationship database

• Funds assigned to themes

• Rush request to honor outgoing FOL chair led to addition of honorees table

Database Structure & Functionality

Main Database Tables

Other Tables

• Shared Tableso itemso references

• Endowment Tableso incomeo themeso themes_to_endowmentso refs_to_endowments

• Honoree Tableso items_to_honorees (little used)o refs_to_honorees

Staff Administration Module

Staff Workflow for Gifts & Honorees

• Tech Services staff input bookplate/donor information

• Plate type, name, short name, tribute, description

• Upload full size jpg and thumbnail

• Code generates URL to bookplate page; staff copy and paste into item records

• If more than 5 titles, create item template with appropriate variable length fields

• Else, create item records for individual items acquired

Staff: Administrative Menu

Staff: Add New Endowed Fund

Staff: Edit Funds - Menu

Staff: Add New Honoree

Staff: Edit Honoree - Menu

Staff: Edit Honoree - Detail

A Success?

For us... Yes!We received a BrownExcellence Award for Innovation.

WEB HITS ON INDIVIDUAL BOOKPLATES• In past year, 10,000 hits on 350 endowment plates• Average 28 hits per plate

PROVIDING INFO AND CODE TO OTHER LIBRARIES• Wright State University & University of North Carolina• Numerous inquiries from other libraries• Information on database structure and code available

on the project web page.

Other Measures

Most importantly,our donors arepleased.

 From an Endowment Stewardee                              

Thanks for the letter re the ASKB Military Collection endowment.

I am impressed with the University's good management of it!

YEAR BEFORE 1ST DIGITAL BOOKPLATE LETTER• March 2006 - February 2007• $386,000

FOLLOWING YEAR• March 2007 - February 2008• $629,000 - 63% increase

New Gifts to Library Endowment

I asked him to consider a gift to his library fund and he agreed to an additional $2,500.

In the meantime, he received a [letter] about his digital bookplate. He loved the bookplate and as a consequence increased his library gift to $5,000.

Great stewardship!                             

From an Advancement Fundraiser

Just yesterday we were discussing the possible disposition of antiquarian materials with a potential donor... I brought up an example electronic bookplate page with the associated list of materials – and he was immediately and emotionally sold on the idea of donating all of the collection to us.

From AUL for Collections

More about Brown's Digital Bookplates...

Public website:http://dl.lib.brown.edu/bookplates/

Project website:http://dl.lib.brown.edu/its/software/bookplates/

Contact us:Patricia_Putney@brown.eduBonnie_Buzzell@brown.eduJean_Rainwater@brown.edu