Automating Collection Development, Streamlining Acquisitions and Outsourcing Copy Cataloging:

New Partnerships with YBP, Innovative Interfaces and PromptCat

Prepared by: Allison Reeves, Carroll Collegeareeves@cc.edu, 262-524-7180

June 2, 2005

Todd Wehr Memorial Library Carroll College

• 2400 FTE undergraduate and graduate students

• Library staff– ½ time director– 5 professional librarians– 3 paraprofessionals– 6 part time supervisors– 36 work study students

How can a small library excel when everyone is working 2 to 3 jobs within the library?

• Automate collection management– YBP’s Gobi Export

• YBP annual subscription

• Streamline acquisitions– YBP’s Gobi Export and Innovative Interfaces

• Innovative’s [409] Extended Approval Plan Interface

• Outsource copy cataloging– YBP’s Gobi Export & Shelf Ready Service,

Innovative Interfaces and OCLC’s PromptCat• PromptCat subscription

Automating Collection Management:YBP’s Gobi Export and Gobi Express

• Old Workflow– Librarians would collect information and find titles

through a vendor– Copy and paste all vital information into an electronic

form– Send to form to acquisitions

• New Workflow– Librarians collect information and order books through

GOBI 2– If unavailable in GOBI 2, order the old way

Streamlining Acquisitions:YBP’s Gobi Export and

Innovative Interfaces• Old Workflow

– Acquisitions would copy and paste information from the electronic form into the Innovative system to create an order record

– Average of 2300 order records each year• New Workflow

– GOBI Export is used to move selections into the Innovative system

– Brief bibs with attached order records are automatically created

– Funds are automatically encumbered

Streamlining Acquisitions continued:

• In the morning, acquisitions picks up the file of selections from YBP’s server and brings it into the Innovative system via ftp

• The selections are filtered through the GOBI load table in our Innovative system

• A brief bib is created with an attached order record

Streamlining Acquisitions continued:

• Orders are sent to YBP

• Order record shows the time and date sent

• The OPAC reflects the current status of the order record

• Funds are encumbered

• YBP sends confirmation

Outsourcing Copy Cataloging:YBP’s Gobi Export, Innovative Interfaces

and OCLC’s PromptCat

• Old Workflow– Acquisitions would receive the invoices and manually

enter the information into each order record– Cataloging would catalog all received items– Books would be individually processed

• New Workflow– PromptCat provides complete OCLC MARC records and

delivers YBP invoices – Funds are automatically expended – Item records are automatically created – YBP physically processes the books so they are shelf

ready

YBP’s Shelf Ready Service

YBP: Automate collection management, streamline acquisitions and outsource copy

cataloging

• Implementation – Updated slip profile for collection development– Annual subscription for GOBI Export & Shelf

Ready Processing– Technical Services Document

• GOBI Export • PromptCat • Shelf Ready Processing

Innovative Interfaces: Automate collection management, streamline acquisitions and

outsource copy cataloging

• Implementation

• Innovative’s [408B] Electronic Ordering (BISAC) via email – we already owned

• Innovative’s [409] Extended Approval Plan Interface – had to purchase

– bibliographic, order, and invoice data maybe accepted from a vendor

OCLC’s PromptCat: Automate collection management, streamline acquisitions and

outsource copy cataloging

Implementation• PromptCat subscription• EDX Assessment Form

– Electronic MARC Subscription account • PromptCat Order Form

Implementation Time Line

• April 2-5, 2004– IUG 2004

• May 6, 2004– Decided to go with

YBP and PromptCat

• June 20, 2004– Started working on

technical services setup with YBP and PromptCat

• August 3, 2004– Started working on Extended

Approval Plan with Innovative

• August 27, 2004– Started using new workflow

• September 7, 2004– Received first PromptCat file

• November 20, 2004– Turned over workflow

• February 18, 2005– All loading problems corrected

Reflection

• Library support

• Working with three different vendors at the same time

• Time frame– Schedule– Fiscal Year

• Making sure all codes in Innovative, GOBI Export and PromptCat match

Pure Joy!