Moulen digital bookplates

Digital Bookplates MIT's approach

Christine Moulen

Ex Libris Northeast User Group

October 27, 2011

Paper to Digital

Paper bookplates were only good for

physical materials, and best for books,

though we also used them on certain

other formats.

Many new purchases moving toward

electronic content, and we needed a

new way to acknowledge our donors.

Digital Bookplates | ENUG 2011

To scan or not to scan?

We considered scanning the paper

bookplates and linking to those

images from the catalog.

◦ Users would have to click away from the

catalog record to see the bookplate.

◦ Continued expense of designing new

bookplates for new funds.

◦ Where would they be stored? Could we

assure permanent access?


Notes in MARC

We decided to place a textual note in the MARC record, which would display in the public catalog (Barton). ◦ Protect this field in loader merge routines.

◦ Export, or not, to external discovery systems.

As with the paper bookplates, the donor note is only added for selected funds - endowments and gifts over a certain value.

No more paper bookplates, even for physical materials.


Technical details

Needed to be easy for staff to add with

a macro, and/or for a scripted loader

process to add programmatically.

◦ Keyed off of the Aleph fund code.

◦ YBP orders all go through the same

loader, which already included custom

scripting around our fund codes. Add the

note there automatically.

◦ Non-YBP orders, staff use a macro.


The 599 10

Created a local 599 10 MARC tag.

Label: Donor Note.

Indexed.

Always begins with generic text: "Acquisition made possible by ". ◦ Be sure the fund/donor name reads

properly with this phrase.

◦ I.e. sometimes add "the" in front of a fund name.

Repeatable, as needed.


Beyond OPAC display

The donor note is indexed, and can be

searched for all items purchased on a

particular donor fund, if you know the

fund code.

A URL for all of a donor's purchases in

the catalog can be constructed and

distributed as desired.

◦ Used in Donor Relations and Stewardship

communications.


Issues

Donor notes list is maintained in 2

places - a spreadsheet for the macro,

and a Perl script for the loader.

◦ Both must be kept up to date.

Not all orders use donor funds, so

staff need to remember to run the

macro.

◦ Periodic reports are run to check for

omissions.


Future development

Considering a new process which will

identify donor orders on a nightly basis

and automatically add the note field to

the MARC records.

◦ One scripted list to maintain

◦ Not subject to forgetful staff

Likely a combination of SQL,

p_print_03, and p_manage_18 jobs.


Questions?

Contact me

◦ [email protected]

Note: Our policy document is included

as an attachment to the PDF slides.


mailto:[email protected]

Steven D. Horsch, Head of Donor Relations and Stewardship Building 14S - 308 Phone 617.452-2123 Email [email protected]

77 Massachusetts Avenue Cambridge, MA 02139-4307 http://libraries.mit.edu/ [email protected]

Massachusetts Institute of Technology

MEMORANDUM June 14, 2010 From: Steven Horsch, Head, Donor Relations and Stewardship Charlene Follett, Monograph Acquisitions and Gifts Librarian R.e.: Updated MIT Libraries Stewardship Policy for Information Resources Acquisitions Fund Gifts • The Libraries accept and deeply appreciate gifts to support the acquisition of information resources. Gifts to create an endowed, named fund must be $50K or more (cash gift or multi-year pledge). Gifts to an existing endowed account, or for expendable acquisitions use, can be in any amount. • A separate, named “G Fund” account will be created for any expendable gift for information resources acquisitions of $5K or more not made to an already existing account. • Any gift of less than $5K for information resources acquisitions (but not to an endowed or already named account) will be added to the general “G Fund” account related to the donor’s specified collections area (e.g. EAPS, Science, Humanities). In the case the donor specifies the desire to support acquisitions but does not specify an academic area, the gift will be credited to a general acquisitions fund. • To recognize the generosity of Libraries’ supporters, our goal is to steward their gifts by acknowledging these gifts in a publicly visible and gracious way. This will be done in a way that minimizes processing and data entry time commitment, while retaining stewardship value, so the dual goals of better stewardship and increased processing efficiency are met. Bookplating Policy (Updated) Endowed funds: • Effective at the beginning of fiscal year 2011 funds, all bookplating of resources purchased with endowed acquisition funds will be electronic. Use of paper bookplates will be discontinued.

Updated Bookplating Policy and Procedures Page 2

Massachusetts Institute of Technology

G funds: • Information resources purchased with “Named G Funds” will be acknowledged with electronic bookplate notes effective at the beginning of fiscal year 2011. • Information resources purchased through “G-GENE Funds” will not be bookplated in any way. Electronic Bookplating Procedure (NEW) • The publicly visible Barton record for a resource purchased with money from an endowed fund or named “G Fund” will include the notation “Acquisition made possible by the Fund Name” under the section heading “Donor Note.” • Resources where multiple funds were used to acquire them will include a separate electronic bookplate note recognizing each fund. • Barton records for resources only partially paid for by an endowed fund or named “G Fund” will carry the same notation, as the electronic bookplate note language does not specify or imply that the resource was paid for entirely by the named fund. • As appropriate and as possible, search functions to pull a listing of resources acquired with a specific endowed fund or named G Fund can be created and shared with a donor so he/she can look at Barton records for all resources purchased with his/her fund. This will be done on a case-by-case basis and only where appropriate for the donor’s stewardship strategy.

Business

Moulen digital bookplates