annual1011

Cataloging and Metadata Department

FY11 Annual Report

The Cataloging and Metadata Department had a very productive year providing cataloging and related support for the library system. Selected activities are noted below.

For detailed unit and program reports, see the following links:

Copy Cataloging Unit
Contributed Cataloging Unit

Authorities and Metadata Quality Unit

Principal Serials Cataloger (including CONSER)

NACO
BIBCO

SACO

Cataloging Initiatives

Cataloged 18,183 titles, including 3,392 original records (see FY00-11 stats), and withdrew over 2,500 items.

Made significant progress on project to catalog federal documents in storage (Stodocs) with 30,000 titles cataloged during the fiscal year, of which approximately 3,000 were original records. Statistics are updated monthly at http://www.uflib.ufl.edu/catmet/stodocsproject.html. Hired two full-time catalogers in fall 2010 and adjusted staff assignments as needed to complete tasks. 10 employees (4 OPS, 6 staff) give 205 hours/week (5 FTE). All original cataloging is handled by department staff. Additional assistance on the project is provided by department managers as well as staff in the Government Documents Department and the Auxiliary Library Facility (ALF). (2010-2011 Goal: Manage project to catalog federal documents in storage)

Reviewed approximately 35 UFDC collections with non-MARC metadata and collaborated with DLC on needed revisions (test feed sent to Selectors for review in early FY12). Ongoing workflow is still in development. Devoted volunteer and staff time to catalog Historic News Accounts UFDC collection (~700 titles). Discussed various workflow issues with DLC during the year (e.g., ingest of Internet Archive digitized items, adding UFDC links to Aleph print records, updating UFDC metadata for LLMC Haiti collection). (2010-2011 Goal: Implement workflow for revision of Digital Collections non-MARC metadata)

Cataloged close to 2,000 Baldwin Children’s Literature titles donated by Robert Egolf in a 15 week period to provide full access to this rich collection. With contributions from seven staff and four OPS employees, the project was finished ahead of schedule.

Processed the John Thorbjarnarson Collection, Lindell Collection, Institute of Black Culture Collection, Child Collection, Stumpy Harris Collection, and Panama Canal Museum Collection.

Implemented a Creative Commons public domain dedication for UF original cataloging records. Details available at http://www.uflib.ufl.edu/catmet/creativecommons.html.

Worked with FCLA on the development of an improved workflow for adding virtual bookplates for endowments, which will reduce throughput time and address problems. This involved revising and testing custom Aleph Services, and coordinating steps with Acquisitions. Also provided virtual bookplates for selected collections and individual items as needed. (2010-2011 Goal: Support library development activities)

Inventoried, cataloged, and sent to storage 117 preservation boxes and 5 linear feet of bound volumes of Latin American/Caribbean newspapers and government documents.

Contributed to many storage-related projects:
- StoGen - cataloged items in ALF identified through Tray and Dedup Teams as having no OCLC number
- ALFdocs - provided input and reports to support effort to catalog federal documents in ALF Dewey and LC collections
- Hearings - conducted pilot study to determine cataloging throughput for Congressional Hearings, drafted workflow, and created reports needed to identify Hearings located outside Documents Department
- Journal inventory - consulted with ALF staff and developed workflow

Played key role in preparation of CLIR grant proposal to catalog historic Florida maps in collaboration with partners throughout the state.

Prepared for implementation of Resource Description and Access (RDA) by identifying helpful resources, reviewing and subscribing to the RDA Toolkit, and organizing Webinars and other training opportunities.

Assisted the Preservation Department with the implementation of a workflow for creating provider-neutral monograph records for the retrospective dissertations digitized by Internet Archive, and consulted with Documents and ALF staff regarding a macro to index other IA digitized items needing provider-neutral treatment.

WorldCat Improvements

Successfuly uploaded a gap file of local serial holdings in December 2010, and added HSCL and Law holdings for the first time. OCLC error reports have been reviewed, and the next gap file submission should initiate a regular load schedule. (2010-2011 Goal: Establish routine workflow for updating UF Local Serials Holdings (LHR) in WorldCat)

Created detailed spreadsheets of error records from the OCLC reclamation project and categorized to facilitate review. Examined, corrected, suppressed, and deleted thousands of records, checking with other units as necessary. Due to priority to catalog Egolf collection, reclamation clean-up was interrupted spring/summer 2011 and restarted in early FY12. (2010-2011 Goal: Complete review of unresolved files from OCLC reclamation project)

Workflow Management

Conducted training and implemented shift of responsibility from Acquisitions to Cataloging for adding publication pattern data to title and frequency changes. (2010-2011 Goal: Absorb serials title changes and publication patterns work transferred from Acquisitions)

Met with IT staff to discuss issues related to grover tickets for Aleph-related reports. Developed expertise within department to run Aleph Services and, as a result, reduced the department's need to submit requests to IT and the dependence on SQL-based solutions requiring IT support. Also communicated directly with FCLA on selected projects. (2010-2011 Goal: Manage changes due to IT Project Coordinator resignation)

Attended SharePoint training and communicated with IT to create site, but conflicting priorities prevented further progress. (2010-2011 Goal: Transfer AlephPro to SharePoint platform)

Trained and mentored three volunteer interns.

On hold - during the year, no alternate locations were presented. (2010-2011 Goal: Participate in planning discussions related to a department move)

Statewide Efforts

Contributed to the creation of the SUL Guidelines and Procedures for a Shared Bib Catalog and provided input on various uniform practices approved by the Technical Services Planning Committee. (2010-2011 Goal: Lead SUL cataloging standards development)

Conducted NACO training for FSU, USF, and UNF and began process to add New College and FAU to the Funnel. (2010-2011 Goal: Promote Florida NACO Funnel)

Fully engaged in preparations for moving to a single bib environment - participated in conference calls, made decisions about tag treatment options, reviewed test merges, coordinated multiple clean-up projects, and communicated with HSCL, Law, and other units as needed. (2010-2011 Goal: Contribute to the SUL Single Bib Pilot Project)

Prepared by: Betsy Simpson
September 2011