Preparing the Collection for Automation
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Transcript of Preparing the Collection for Automation
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Preparing the Collection for Automation
Dr. Dania BilalIS 582
Spring 2007
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Things to Consider
• Weeding
• Inventory
• Sheflist analysis
• Recon decisions
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Weeding
• Weeding is essential before retrospective conversion (recon)
• Weed the collection based on the library’s weeding criteria
• Withdraw the shelflist cards for weeded items
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Inventory
• Performed to identify– items for which no shelflist cards exist– shelflist cards for which materials are missing
or lost
• Performed to decide on materials to be converted– Save cost of conversion of items
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Shelflist Analysis
• Materials destined for recon must have shelflist cards
• The more complete and accurate the information on the cards is, the higher the probability is for finding matches in MARC databases
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Shelflist Analysis
• Shelflist analysis ensures uniformity and consistency
• Each shelflist card must contain this information:
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Shelflist Analysis
– ISBN and LCCN– no. of copies of an item– no. of volumes for an item– accurate bibliographic information (author,
title, publication information, etc.)– a call number and a standard prefix (R for
reference or Ref for reference, etc.)
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Recon
• Recon is the process of converting shelflist cards into a machine-readable format based on the MARC 21 standard.
• Each shelflist card is matched against a vendor’s MARC database(s). Matches are done by ISBN, LCCN, then author, author/title, or title.
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Recon
• Enhancements may be made to matched MARC records, as specified by the library.
• Matched MARC records are saved onto CD’s or other media, or transferred electronically over the Web.
• Non-matches are either keyed-in by an operator or sent back to the library for in-house conversion.
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Recon Specifications
• Vendor profile specifications– The vendor should send you a library
profile form to complete and return
• Library specifications– Includes specifications not addressed in
the vendor’s profile form
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Recon Vendor Forms
• Forms may include these options:– Fiction: FIC with first 3 letters of Main entry – Easy books: E with first 3 letters of Main entry– Reference: REF with Dewey with first 3 letters of Main
entry– Barcodes: range of barcodes for items and range of
barcodes for patrons
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Who Does the Recon?
• Vendor (outsourcing)– Advantages
• Students to describe, See Bilal’s Text
– Disadvantages• Students to describe: See Bilal’s Text
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Who Does the Recon?
• Library staff (in-house)– Fee-based options:
• CD-ROM– Size of MARC21 databases have fewer records than
those used by a vendor» Lower number of matches, or hit rate
• Web-based – Option to use more than one single MARC21 databases
» Higher number of matches, or hit rate
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Who Does the Recon?
• Library staff– Free Web-based MARC records
• http://www.loc.gov/z3950 Library of Congress Z39.50 Gateway
– Suitable for academic and public library collections
• http://www.sunlink.ucf.edu Sunlink– For small collection– Suitable for school libraries
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Who Does the Recon?
• In-house – Advantages
• Students to describe
– Disadvantages• Students to describe
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Who Does the Recon?
• Combined conversion process– Vendor & library staff– Advantages
• Students to describe
– Disadvantages• Students to describe
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What Recon Method to Use?
• Decision depends on:– the type of library and its collection size– the qualifications of existing library staff– the timeline for completing the automation
project– the cost analysis performed for various recon
methods
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Cost Analysis for Recon
• Why do a cost analysis?
• How to do a cost analysis?– See Text, pp. 100-101.
• Does a large library need to perform a cost analysis?
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Barcoding the Collection
• Types of barcodes:
– Smart barcodes
– Dumb barcodes
• Can dumb barcodes become smart?
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Specifications for Barcodes
• Recon specifications should include smart and dumb barcodes
• Smart barcodes are generated during the conversion process
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Specifications for Barcodes
• Specifications for smart barcodes should include:– compatibility with the application software– compliance with barcode standard
(symbology)– the type indicator (e.g., 1 for materials)– name of the library, item title, and item call
number
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Specifications for Barcodes
– barcodes should be arranged by call number
– one barcode is needed for copy of an item held in the library
– one barcode is needed for each volume in a multi-volume set held in the library
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Barcoding the Collection?
• Pre-requisites– close the library– recall checked-out items– divide shelves into sections – use the smart barcodes first
• Match each call number on the barcode with that on the shelf before affixing the barcode
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Barcoding the Collection?
• Placement of barcodes– Print materials
• Considerations• Placement
– Non-print materials• Considerations• Placement
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Bibliographic Standards
• The format and content of the cataloging database must conform to bibliographic standards. The most important ones are:– MARC 21– AACR2R– ISBD
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MARC 21
• Components:– leader– fixed field (tag 008)– variable fields (tags 001-900)– local field (tag 900)– tags
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MARC 21
• Components (cont’d.)– indicators– subfield codes– delimiters
• MARC manual can be found on the Web at http://lcweb.loc.gov/marc/umb