DLC-CatMet Workflow


Baldwin Workflow


The Baldwin Project has been carried out for two years. The purpose of the project is to catalog books within a two decade span and make some of the Baldwin collection available on the Web. Because this collection contains fine examples of color printing, it has been decided to select colored picture books for scanning/digitization and add onto the digital collections by DLC. The Cataloging and Metadata (CatMet) Department gets involved in the digitization process with the role of providing cataloging services to the materials.


Itís the purpose of this documentation to record basic steps for the Baldwin Project. The concentration is on cataloging.


1.      The Baldwin collection is part of the Special Collection at the Smathers Library. Rita Smith is responsible for selecting materials from the collection. Each week, she selects 100 books from a report, pulls them from the stacks and sends them to the CatMet. These books have only brief records in Aleph.

2.      The Copy Cataloging Unit is the first to handle the books. Fern Carlson checks Aleph for duplicates and created Holding and Item records. She searches OCLC and RLIN for matches and downloads any OCLC copy she finds.

3.      Both books and copies of records are sent to the Humanities and Special Collections Unit where Jane Anne Carey and Jay Allbritton create original records or enhance copy cataloging in Connexion and download to OCLC and Aleph with added Baldwin TKRs.

4.      Once a week (upon completion of the cataloging), non-color books are returned to Baldwin and up to 40 of those with color are delivered to the Preservation Department. These plus any previously cataloged books from the stacks, needed to make a total of 40 colored picture books, are arranged into a batch.

5.      In the Preservation, John Freund checks the physical condition of the items

6.      This 40-items batch is sent to DLC. Nelda Schwartz is responsible for checking the number of the batch. If a batch contains less than 40 items, she asks Rita to add past cataloged items, which are also colored pictures, to make it 40. For these newly arrived items, Nelda adds TKRs.

7.      When a batch has 40 items, Nelda executes the Baldwin Importer, programmed by Mark Sullivan in DLC, to extract Aleph records and convert into MARC file.

8.      The Baldwin Importer also generates electronic fields to the records.

9.1        From here, the records go to three directions. First, Nelda sends them to the tracking database

9.2        Second, the Baldwin Importer creates MARC XML.

9.3        Third, the Baldwin Importer creates electronic file MARC records.

10    METS file is compiled basing on MARC XML generated at Step 9.2 and information from the tracking database. Eventually, the METS file will be loaded onto the Greenstone Server.

11    For the electronic file MARC records, the CatMet is involved again. Gerald Langford applies GenLoadAL, an application programmed by the FCLA for loading records, to load them as batches onto Aleph.

12    In CatMet, Jackie Heiland uses CLARR to load them into LTQF.