Knowing the Score Assessing IU’s Score Frontlog Anna Alfeld Music Cataloger Cook Music Library...

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Knowing the ScoreAssessing IU’s Score Frontlog

Anna AlfeldMusic Cataloger

Cook Music Library

Indiana University, Bloomington

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Definitions

• An arrearage exists “whenever the number of books awaiting cataloging becomes so large that special means must be provided for locating titles readily within this backlog for library use,” G. Piternick, 1969.*

• An historic backlog “often consists of thousands of volumes that have been awaiting cataloging for years,” S. Rogers, 1991.**

• A Frontlog allows for limited virtual access to materials but is physically inaccessible to patrons, K. Jung, 1994.***

• “Arrearages is an ugly word,” A. MacLeish.****

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Pros...

• Stabilize workflow during lulls in acquisition• Delay can optimize possibility of LC records• Batching and Triage• Preliminary records allow for some access• Allows for patron use earlier in the processing

workflow

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...and cons

• Logistical problems of space and processing• Staff needed to retrieval requests and returns• Delays for patrons• Complacency• Inaccessible -- No browsing• Invisible to larger academic community• Bibliographic chicken• Confounds principles of cooperative cataloging• Universal shadow library

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The Cook Music Library Frontlog

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1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

2011

2012

2013

0

5000

10000

15000

20000

25000

30000

35000

40000

Growth of Score Frontlog

Titles created per year Total titles as of 12/31 of year

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The Score Frontlog

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The ProjectObjectives:• Estimate the amount of materials that already had full

cataloging in OCLC.• Identify Frontlog items that can be immediately and

quickly cataloged.• Eliminate or greatly reduce redundant searching in OCLC.• Estimate the resources required to bind the items.• Allow for focused cataloging.• Determine resources which were unique to us.• Monitor rate of cataloging.• Inventory

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The Set-UpReport from Indiana University Information Environment

April 22, 2014

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Initial Automated Report

• Set the contents of the Frontlog at that time at 35,376 titles• Exported information into an Excel Spreadsheet:• the title control number; • the OCLC number that records are currently attached to; • the date the title was created;• the last charged date;• and the total number of charges.

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Access Database

• All information from automated report.

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Data Gathering• OCLC number of a useable

record, i.e., DLC/PCC or I-level (if applicable)

• The type of record (yes/no)• DLC/PCC• I level• Below I level• No record

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Data Gathering

• OCLC number of a useable record,

i.e., DLC/PCC or I-level (if applicable)

• The type of record (yes/no)• DLC/PCC• I level• Below I level• No record

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Data Gathering

• Whether the item would require binding (yes/no)• The total number of pieces

(scores + parts, volumes, etc.)

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Data Gathering

How many pieces are there?• Score + 1 part?

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Data Gathering

How many pieces are there?• Score + 1 part?

2 pieces

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Data Gathering

How many pieces are there?• Score + parts for string

quartet:

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Data Gathering

How many pieces are there?• Score + parts for string

quartet:5 pieces

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Data Gathering

How many pieces are there?• 3 v. Score + 2 parts:

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Data Gathering

How many pieces are there?• 3 v. Score + 2 parts: 3 x (1+2) = 9

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Data Gathering

• The score was not on the shelf (yes/no)• Comments• Automatic date modified

time stamp

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Concurrent Cataloging

• DLC/PCC and I-level records entered in previous weeks, pulled and cataloged with little or no further searching in OCLC.• After cataloging, used same form to check the

“cataloged” box and enter the LC class number.

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Project 0: Summer 2014

• Total hours worked by the three students over 10 weeks: 216.2• Total entries in database

5,953• Total cataloged entries:

945

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Continuing…

• Continue to search for catalog copy of Frontlog scores and use reports generated from the database to pull items for cataloging.

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FindingsAs of September 15, 2014

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Available Catalog CopyAs of September 15, 2014

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Encoding Level

DLC/PCC; 416; 6%

I level; 5293; 75%

Below I level; 960;

14%

No record; 238; 3%

Not on shelf; 193; 3%

DLC/PCC I level Below I levelNo record Not on shelf

Over 80% of Frontlog Scores has DLC/PCC or I-level catalog copy available! 28,445 titles

*As of 9/15/2014

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DLC/PCC I-Level Below I-Level No Record0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

Encoding Level by Title Creation Date

7/2/1990-3/4/1992 4/9/1999- 5/12/20004/10/2006-5/28/2007 7/30/2012- 8/20/2012

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Good65.00%

70.00%

75.00%

80.00%

85.00%

90.00%

95.00%

"Good" Records

7/2/1990-3/4/1992 4/9/1999- 5/12/20004/10/2006-5/28/2007 7/30/2012- 8/20/2012

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No Record Available220 titles

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No Record Found

Categories:• Self-published or small press• Manuscripts or photocopies of manuscripts• Non-Roman scripts• Printouts of microfilms

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Binding September 15, 2014

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Titles Requiring Binding

Yes; 6784; 96%

No; 319; 4%

Yes No

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Pieces/Title

• Titles needing binding 6784• Total pieces 15,763• Average number of pieces per title: 2.3• Maximum number of pieces per title: 81• Minimum number of pieces per title: 1

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Pieces/Title: Extrapolating

• 96% of 35,376-title Frontlog needs binding:33,787 titles

Multiplied by 2.3, the average number of pieces per title:78,506 pieces require binding

Commercial bindery cost per piece = $10.75

Cost to bind entire score Frontlog using commercial bindery:

approximately $843,945

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Pamphlet Binding!

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Definitions:

• Definition:1. Single piece (no parts)2. Single signature folded in half; it may be sewn, stapled or

detached in the center.

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How much can be pamphlet bound?• July 24-September 15. Total entries: 1,568

DLC/PCC or I-level +

Needs binding +

Pamphlet bindable

601 titles (691 pieces)

38% of examined titles have the necessary level of catalog copy, require binding, and are pamphlet bindable.

DLC/PCC or I-Level

Needs binding

Pamphlet

bindable

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How much can be pamphlet bound?

These 601 titles include 691 individual pieces that can be pamphlet bound.

So: 35,376 Titles in the Frontlogx .38 38% of titles are pamphlet-

bindable13,559 Titles with necessary level of cataloging that are

pamphlet bindable.

x 1.15

15,590 Total pamphlet binders needed

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Pamphlet binding: How much will it cost?

$71,245.41

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How much will it cost?

• July 24-September 15. Total entries: 1,568DLC/PCC or I-level

+ Needs binding

+ NOT Pamphlet bindable

755 titles (2,205 pieces)

48% of examined titles have the necessary level of catalog copy, require binding, and are NOT pamphlet bindable.

DLC/PCC or I-Level

Needs binding

Pamphlet

bindable

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How much will it cost: Sample Group

Pamphlet-bindable 691 at (x)

$4.57/piece

$3,157.87

Not pamphlet-bindable 2205 at (x)

$10.75/piece

$23,703.75

Cost for binding sample group of 1,356 titles

$26,861.62

Divided by number of titles / 1356 $19.81

Revised average cost per title: $19.81

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How much will it cost: FrontlogTotal titles in Frontlog 35,376

“Good” titles in Frontlog 80% 28,445

“Good” titles requiring binding

96% 27,168

Average cost per title X $19.81 $538,179.26

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To bind all the Frontlog scores with DLC/PCC or

I-level catalog copy would cost approximately

$538,179.

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Meanwhile…

We’ve been cataloging!• 1,491 scores cataloged between April 24 and

September 15, 2014 from the Frontlog.• DLC 69• I-level 1,326• Less than I-level 37• No record 10

• 1,441 (97%) of them were sent to the commercial bindery or for in-house pamphlet binding. 3,322 total pieces.

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Meanwhile…

More stuff has come in:Number of titles

added to Frontlog based on when the

barcode was entered

Number of titles cataloged from the Frontlog Difference

2014-01 1042014-02 3342014-03 2122014-04 1872014-05 239 436 -1972014-06 262 306 -442014-07 145 162 -172014-08 316 289 272014-09 433 238 195

2232 1431

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Anna AlfeldMusic Cataloger

Cook Music LibraryIndiana University

aalfeld@indiana.edu

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Backlog studies• Agnew, Grace, Christina Landram, and Jane Richards. “Monograph Arrearages in

Research Libraries.” Library Resources & Technical Services 29 (Oct. 1985): 343-59.

• Behrens, Beth, and Philip M. Smith. “Cataloging Backlogs in Academic Libraries.” Tennessee Librarian 39 (1987): 14-17.

• Camden, B. P., & Cooper, J. L. (1994). Controlling a cataloging backlog; or taming the bibliographical zoo. Library Resources and Technical Services, 38(1), 64-71.

• Howarth, Lynne C., Leslie Moor, and Elisa Sze. “Mountains to Molehills: The Past, Present, and Future of Cataloging Backlogs.” Cataloging & Classification Quarterly 48, no. 5 (2010): 423-44.

• Jung, K. (1994). Online systems and the music backlog: Highway to efficiency, or roadway to ruin? Music Reference Services Quarterly, 3(1), 63-75.

• MacLeod, Judy, and Kim Lloyd. “A Study of Music Cataloging Backlogs.” Library Resources & Technical Services 38, no. 1 (January 1994): 7-15.

• Rogers, Sally. A. (1991). Backlog management: Estimating resources needed to eliminate arrearages. Library Resources & Technical Services, 35(1), 25-32.

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Other Sources

• Bolin, Mary K. “Make a Quick Decision in (Almost) All Cases: Our Perennial Crisis in Cataloging.” Journal of Academic Librarianship 16, no. 6 (1991): 357-61.• Thomas, Sarah E. “The Core Bibliographic Record and

the Program for Cooperating Cataloging.” Cataloging & Classification Quarterly 21, no. 3-4 (1996): 91-108.• Manguel, Alberto. “The Library as Shadow.” In The

Library at Night. New Haven: Yale University Press, 2006.