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Copy Cataloging – 2000/2001

  • Staff changes:  On December 21st 2000 Sandra Langston turned in a letter of resignation indicating she wanted to explore employment opportunities elsewhere.   Sandra’s responsibilities included cataloging of Baldwin Library material when she began working in the unit but was eventually changed to primarily G-cat cataloging and Adds.  A search was launched to replace Sandra and on February 2, 2001 the new unit SrLTA, Susan Constantineau began working with the Copy Cataloging Unit.  Around September of 2000 Fern Collins replaced Sandra Langston as a member of the Baldwin NEH Grant Project Team splitting her time between Copy Cataloging and the Baldwin Grant Project.  At the end of the fiscal year we were sorry to see a long time member of our team leave.  Terri Smith was promoted to Archivist in the Database Maintenance Unit and began work there on June 22, 2001.
  • New Workflow for Foreign Approvals:  In September 2000 a new workflow was instituted for handling foreign approvals.  Over a period of time a group of almost 4,000 Foreign Approvals had accumulated on the Monographs Unit shelves.  After talks were held between Monographs and Copy Cataloging to come up with effective ways of moving these books through quicker.  It was decided that the workflow could be streamlined by Monographs Unit staff (students)if they only searched LUIS for Adds and sent the rest of the material on to Copy Cataloging for OCLC searching and record transfer into LUIS.  A new shelf area was set up in our area titled “Foreign Approvals” for the items that needed OCLC searching.  Copy Cataloging student searchers search the material in OCLC and download the hits as IPNCs and create provisional records for the 0-OCLC items.  This new processs streamlines the workflow since the amount of provisionals has been decreased drastically and IPNCs are a little quicker to do since they skip the extra step of adding the LUIS number to the OCLC record for each downloaded item.
  • Improvements in RUSH searching:  A problem arose where some items that were cataloged but not yet discharged were being overlooked on the processing shelves.  When this happened the staff responsible for handling RUSH item would send a notice to Access Services staff indicating that the item had been cataloged and that it should be in their area.  This caused Access Services to do futile searching in their area only to discover that the book had not arrived yet.  To fix this problem Copy Cataloging staff agreed that the RUSH handlers would not send such a message unless the LTA Supervisor or Unit Head searched the shelves one last time to verify that the book could not be found there.
  • Continued Refinement of the In Process Tracking of Material:  On and off throughout the year there has been communication with Access Services concerning the efficiency of the Tracking “In Process” Monographs.  Rich Bennett was particularly concerned about the disposition of things that were overdue and not accounted for but that were not checked out to missing.  Eventually Phek Su and Daniel Cromwell were invited to a PSSC meeting where a decision was made to increase the charge out period and to begin a more uniform handling of the overdue notices throughout the Branch and Main libraries.

  • Retrospective Analytics Workflow Proposed:  From time to time Collection Managers request that a Serial be analyzed but there had never been a workflow in place to accommodate these requests.  A combined effort between Copy Cataloging, Contributed Cataloging, and Serials Cataloging was initiated to come up with a workflow for these requests.  It was decided that the requests would be entered on a spreadsheet available on a “Public Folder” through MS Outlook.  The Serials Acquisition Unit Head would forward the information to the Sr. LTA in Copy Cataloging assigned to work with the analytics requests (Susan Constantineau).  Currently a workflow for the Copy Cataloging Unit Sr. LTA is being developed.  It is anticipated that the some physical processing can be done in the stacks allowing the material to stay on the shelf through the process.
  • Cataloging of Non Grant Baldwin Material:  In May 2001 Rita Smith relinquished her cataloging duties to return full time as the Curator of the Baldwin Collection.  It was decided that Susan Constantineau would be the principle cataloger of Baldwin non grant material that has copy.  Rita estimates that she receives around 300 such titles per year.
  • OPS Task Tracking:  It was reaffirmed that we are to continue entering student OPS information in the task tracking software provided by Winston Harris of Systems.  During the year meetings were held with Winston to discuss enhancements to the program, which were subsequently added.  The software was set up on Douglas Smith’s computer but unfortunately for much of the time technical problems kept him from being able to use it.  Winston has come to look at the problems with the program on the computer and currently Doug is using the program successfully to add our student information.
  • Dymo LabelWriter Printer Set Up in Processing:  The Dymo, a low cost label printer, was acquired for the Processing area.  Having such a printer has greatly increased flexibility and efficiency of RUSH label creation as well as printing troublesome labels such as those that are too long to be handled by the regular printer.      
  • OPS Allocation:  Funding was a little short for our student assistants this year.  By the end of the fiscal year it was necessary to do some allocation transfers to be able to maintain a reasonable number of students for searching and physical processing.  
  • CIP Enhance Project:  During the month of May we began a trial for receiving enhanced CIPs from Yankee Book Peddler.  We were quite pleased with the results but will be extended the trial paying close attention to unsupplied records and costs. 
  • New Processing Accountability Procedures:  In late May a procedure was developed by Douglas Smith to add a measure of accountability to the students working in the Processing area.  Each student is required to fill out a log sheet that is attached to each book truck destined for Circulations.  Each book truck is numbered and Circulation staff can relay the pertinent information to Doug who can now tell which student did the work.  Although this process is fairly new we have already seen some promising results.
  • Awards:

Douglas Smith – “Change Agent”, December 2000

  • Service to the Library:

Daniel Cromwell – Monograph Copy Cataloging Committee, Chair
         Daniel Cromwell – Links Monitoring and Maintenance Committee
         Patsy Mongo – Resource Services Security and Personal Safety Committee
         Patsy Mongo – Resource Services Training Committee
         Terri Smith – Resource Services Assessment Implementation Group

  • Unit Statistics
                        Titles Cataloged:
      In contrast with last year we are once again on the increase in numbers of titles cataloged.  The increase in cataloging follows the increase in titles received, this can be seen in the Distribution statistics below.  It should also be noted that a significant portion of last year’s staff time was spent on the RS assessment activities and the planning stage of the RS move to accommodate the Digital Library Center relocation to the 2nd floor.  Here is a comparison of titles cataloged over the past three years

                                    1998/1999            1999/2000            2000/2001             Change over last yr.
         Titles:                  25879                 22124                  28428                      +6304
            Adds:                  2847                   1778                    2625                        +847
            Vols:                   29873                 24801                   32003                      +7202 

Incoming Items Statistics:  As mentioned above the total number of items received were up over last year.
The Non-book figures are really surprising given the large drop off in 1999/2000 and the absolute turn around 
of this past year.  A three years comparison follows:

                                    1998/1999            1999/2000            2000/2001            Change over last yr.
Monographs:        37827                 34532                  43208                     +8676
            Non-book*            8518                   2139                   12538                     +10399 
            Adds:                  3888                    1050                   2468                       +1418 

*Includes: CDs, Video-recordings, Microforms, etc.

Rush Processing Statistics:  The amount of RUSH Requests was once again up following last years decrease.  The percentage of those found to the total requested stayed the same however. 

                                   1998/1999            1999/2000            2000/2001            Change over last yr.
Requests:             526                   289                     483                       +194
            Found:                  516                   271                     455                       +184
            % Found:              98                     94                       94                         +0       

Physical Processing:  After the decrease last FY we now see an incredible increase in 2000/2001.  This is quite an exceptional increase and can partially be explained by the increase overall in materials received, the RS move planning and assessment work of last year, and the fact that Microforms increased over 9,000 items.

                                    1998/1999            1999/2000            2000/2001            Change over last yr.
         Processing:        48281                  42382                   65498                    +23116           

Prepared by: Daniel Cromwell, October 29, 2001


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