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Special Collections/Humanities Cataloging Unit
Highlights and Accomplishments 2001-2002


Based on SCAFAHs 2001-2002 goals as posted on the SCAFAH homepage

Overall Summary

· Improve the unit's ability to catalog in all formats by further training and using the opportunities offered by the Digital Library Center to involve staff in the creation of structural metadata

· Work to eliminate or reduce the last of SCAFAH's arrearages by working them into the Unit's workflow, especially the Education, Fine Arts, and Slavic arrearage (ca. 200 titles)

· Continue to collaborate with Special Collections Dept. to define priorities and allocate cataloging resources

· Elaborate procedures and goals for the cataloging of East Asian materials

· Explore sources for outsourcing materials in addition to OCLC TechPro, especially for Africana materials and reincorporate the outsourcing of Africana, Judaica and possibly Slavic into the Unit's responsibility

· Update SCAFAH cataloging and training documentation and homepage

· Actively participate in the departmental effort to migrate to the new LMS

· Provide ongoing training for the new staff members, Archivist Beatriz Lugo and Assistant Librarian Yue Li

· Continue to fulfill SCAFAHs responsibilities vis a vis the NEH Baldwin cataloging project and the NEFLIN cataloging project


Detailed Goals

Improve the unit's ability to catalog in all formats

Receive training on how to catalog videos (Patricia to train other members)

- All unit members received training in video cataloging: cataloging procedures, use of equipment, and   processing (trainer: Patricia Dana)

Take advantage of opportunities offered by the DLC to learn how to create structural metadata

- All SCAFAH members accepted assignments to be RSD representatives on Digital Library Project   Teams.

Train interested members of the unit in microform cataloging

- Steve Fuquay prepared guidelines for a microform cataloging training session to be given first quarter of    2002-2003

Incorporate the cataloging of electronic resources into the unit's workflow, such as the cataloging of LTQF records

- SCAFAH members are currently keeping up with incoming LTQF records

Provide ongoing training for the new staff members, Archivist Beatriz Lugo and Assistant Librarian Yue Li

- Yue Li, the new East Asian Cataloger, received orientation and training from Tatiana Barr, Steve    Fuquay, and other members of the unit and RSD as appropriate

- Beatriz Lugo completed basic training as archivist

Work to eliminate or reduce the last of SCAFAH's arrearage by working them into the Unit's workflow, Education, Fine Arts, and Slavic arrearages (Education, ca. 145 titles; Slavic, ca. 60 titles; Fine Arts, ca. 82 titles), by incorporating them into our workflow

- SCAFAH's arrearage was significantly decreased by the completion of the titles belonging to the   MARG Collection of classical and Greek literature; ca. 150 titles (Steve Fuquay); completed cataloging   of the Education materials in the arrearage; and Fine Arts.

- The Unit completed the cataloging of all Education and Fine Arts materials

Continue to collaborate with Special Collections Dept. to define priorities and resource allocations

Continue to contribute to the cataloging of Florida History microfilms (Steve, Tatiana, Priscilla, Jackie H.)

- Completed most of the major Cuban papeles collections

Begin cataloging high priority rare serials for Special Collections (Tatiana, working with Naomi Young)

- Except for one or two titles, no major progress-continuing goal

Begin cataloging the new Baldwin children's literature acquisitions (Susan Constantineau will do copy cataloging; Patricia will do original cataloging)

- Patricia cataloged the incoming original titles for Baldwin

Increase the number of rare books cataloged annually (Steve, Randy, Beatriz).

- Rare Book statistics increased by about 40%--from 228 titles the year before to 264 titles this past year. Part of this increase was due to Emilia Garcia's participation in the Staff Exchange Program. A factor that influenced productivity this past year is that Jeffrey Barr had to stop all cataloging until the stacks were shifted to create more space. Nothing could be cataloged until more space was creating for shelving.

- Several SCAFAH members volunteered a few hours each to help with this shift

Discuss the cataloging of the Belknap Theatre and Drama Collection with James Liversidge and explore the use of collection level records

- Through the year Tatiana checked in with Jim Liversidge as to the status of his work to organize the collection; recently, added we added several collections to Inventory of Uncataloged Materials; and Betsy Simpson recruited Hank Young to begin cataloging some as part of the LSTA Archival Project.

Elaborate and define procedures and goals for the cataloging of East Asian materials (Yue; Stephen; in collaboration with David and Nobuko)

- Yue Li and Stephen Chen installed the OCLC vernacular software and began adding vernacular to both original and copy cataloging records

Organize a special copy cataloging project to analyze the recent gift of the Si bu bei yao (Yue, Stephen). Approximately 1200 titles

- Yue Li completed the copy cataloging project for the Si bu bei yao gift (610 volumes; 248 titles)

Coordinate the OCLC conversion of the University of Florida CJK records with FCLA and the Authorities Unit (Yue)

- Yue Li and Stephen Chen assisted Betsy Simpson in the OCLC Pinyin conversion of University of Florida records; successfully accomplished and review of records for manual conversion begun

Identify and document procedures and issues specifically related to East Asian materials (Yue; Stephen in collaboration with David and Nobuko)

- Yue Li met with Preservation and Serials to establish guidelines for enhancing serial records with Wade Giles title information for purposes of binding and labeling

- Yue Li worked with the East Asian collection mangers and clarified procedures and classification practices related to East Asian materials and is preparing a document to post on CATPRO

- Updated Binding Procedures with instructions for CJK materials to deal with jackets that the selectors want to preserve

Explore sources for outsourcing materials in addition to OCLC TechPro, especially for Africana materials.

- Yue Li was able to hire two UF students to transliterate and provide the subject analysis for Amharic and Yoruba

Update SCAFAHs documentation

Enhance our homepage: Revisit our mission statement, add our goals to the page, add our achievements to the page

- SCAFAH added their 2001-2002 goals and a list of staff responsibilities to the homepage

Continue to identify procedures that need to be documented and contribute them to CATPRO and other relevant sites (All of us).

- Tatiana Barr and Phek Su created a document for cataloging Education Gift Materials and posted it in CATPRO (1/02)

- Tatiana Barr, Peter Bushnell and Gerald Langford completed a document on UF Master's Projects/Options in Lieu of Thesis and Other Terminal Projects: Receipt, Distribution and Cataloging and posted it in CATPRO (4/02)

- Steve Fuquay and Tatiana Barr worked on a training outline for new SCAFAH staff to the Training Committee website

Participate in the departmental effort to migrate to the new LMS

SCAFAH was trained in adding sample database records in preparation for migration to the ALEPH system and contributed

Work on workflow charts of our unit (All of us)

- SCAFAH posted a description of staff responsibilities on its homepage (1/02) to assist in workflow questions

Evaluate the results of the Performance Standards Document as it relates to SCAFAH's work

- This was not addressed because there was a departmental consensus that this was better addressed after the new LMS was up and running

Committee work, grant assignments, other assignments, etc.

- Two members of the Unit participated in search committees: Steve Fuquay was on the search committee for the Rare Book Cataloger for the Library Services & Technology Act Project "Bibliographic Enhancement of Rare Book Collection"; and for the position of original East Asian Cataloger; Randy Jewett was on the search committee for the position of Head of Special and Area Studies Collections Department; all three searches were successful

- Steve Fuquay was assigned .5FTE as cataloging consultant to the LSTA project and trained and revises the Rare Book Cataloger's records

- Tatiana Barr continued to fulfill her responsibilities as .10FTE consultant to the NEH and NEFLIN Baldwin cataloging projects

- Tatiana Barr, as principal investigator for the NEFLIN project, submitted a proposal for a second year, and the grant was awarded, 2001-2002.

- Tatiana Barr was appointed liaison to the Subject Authority Cooperative Program (SACO) and began reviewing and submitting proposals; attended a SACO workshop at the annual ALA (6/02)

- Randy Jewett was assigned to be liaison for ordering and processing microform master sets

- Steve Fuquay accepted committee assignment to the OCLC Connexion Task Group (6/02)

Presentations, publications, and other creative endeavors.

- Tatiana Barr presented a poster session at the ALA annual meeting in June on "Opening Up Special Collections to the Public: A Partnership Between Cataloging and the Special and Area Studies Collections Department at the University of Florida, Gainesville" and posted it in CATPRO (6/02)

- Yue Li presented a poster session at the Diversity Fair at the ALA annual meeting in June on "Health Care Information & Cultural Issues: a Training Program Design" and posted it in CATPRO (6/02)

- Yue Li did a departmental presentation with Diana Hagan on Cataloging Electronic Resouces: DVD Cataloging (12/01)

- Beatriz Lugo began as co-editor of the Resource Services newsletter "Four Floors" (8/01)

Awards, bonuses, etc.

- Patricia Dana received a Superior Accomplishment Award in the 3rd Division (3/02)


Prepared by: Tatiana Barr
Last updated: August 31, 2002


 

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