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CODING the HOLDINGS 008’s
Or…
I’ll have time to do that next year-
REALLY!
Mary Bailey, Serials ManagerConnie Kissee, Government PublicationsKansas State University LibrariesVUGM April 25-27, 2002
What Is the USMARC Holdings 008
• Is part of the holdings fixed field• Defines data elements positionally• Contains 32 character positions (00-31)• Is non-repeatable; no indicators or subfields• Allows coded information (e.G., Receipt
status, method of acquisitions, retention policies, lending policies) to be shared, extracted and manipulated
What Is the USMARC Holdings 007
• Is part of the holdings fixed field
• Describes physical characteristics of the copy of the bibliographic item for which holdings are recorded
See KSUL documentation at:
http://www.lib.ksu.edu/depts/techserv/manual/cataloging/holdings/holdings/007.html
KSU’s Initial Strategy:Code only Active Serials
• Have reporting capabilities for cancellations project• A first step toward future union listing• To block KSU titles for Uncover service• Easily incorporated into workflow• Required training for serials cataloging and
acquisitions (3 staff members)
Why?
Not enough data to provide statistics for all serials
• Still needed non-print information
• Incorrect information on inactive titles (from conversion)
• More complete information needed for accreditation statistics
Phase 2Expand to ALL Serial Titles
• Review and correct the automatic defaults set in the 008 conversion of 1995
• Coding all the 008’s and 007’s would provide an accurate picture of KSU libraries holdings – including the non-print
• Allow accurate statistics • Create streamlined workflows
The Saga Continues
• WHO will do the work?• WHAT training would be required for other
staff?• HOW would this be incorporated into
regular duties?• WHERE do we start?
Questions:
Technical Services Staff
Serials
Acquisitions
Binding
Who will do the Work?
Catalogers DatabaseMaintenance
Workflows
• Priorities identified – 008 is high priority
• Re-evaluated projects currently underway– Engineering gift project put on hold
– Microform retro-con ceased
• Database maintenance team allotted specific no. of hours weekly
• Serials and binding staff review or add 008/007 as part of routine workflow
Training
• Documentation created
• Serials staff already trained
• Documentation revised
• Database maintenance team (mostly monograph catalogers) brought into project
• Documentation revised
• All staff trained to do 007’s and 008’s
The Report
2000+ pages of KSU Serial Holdings
Add Connie’s report here
Before The Project
The Project Timeline
• Began full project March 2000
• April 2000 – all trained staff added• June/October 2000- more staff added
• Re-ran report summer of 2001• Completed September 2001
Benefits from the Project
• Free text data is now recorded in coded standardized form
• Data exchangeable through consortia, union lists, interlibrary loan systems
• Map data into the future
Exchange Data
Benefits from the Project
• Time savings: new procedures and workflows for receipt, physical processing, and database maintenance of records cut work time by half
Streamline Workflows
Benefits – Streamline Transfer Procedure
Latest 1 year retained in ref ready
Vol. In vetm ref transfer to main
Benefits – Discard Print when microform is received
Print issues replaced by microfilm
Templates for holdings can be set up for specific types of materials with standardized 008’s and 007, reducing cataloger’s editing time
Benefits - Templates
Currently received
FreeDo not lend, do not reproduce
Remote resource
Location and holdings notes
Benefits from the Project
• Data can be used to generate various statistics and reports such as:– List of currently received titles (008 receipt status)– Titles to discard in 6 months (008 specific retention)– New gifts/purchases for given time (008 method of acq)– Invoice reports of titles by FY (008 receipt status + line
item invoice)– On order titles never received (008 receipt status +
vendor)– Cancelled titles (cancelled date)
Generate Reports
Benefits –Reports
007
Benefits – Reports
Bib IDAccess report for number of microfiches holdings
Benefits - Reports
Access report by location, for purchased, currently received serials
Benefits - Reports
The following slide is an access report used to generate a list of
periodicals coded “latest 6 months” retention and tied to a specific ledger
–
–
Benefits - Reports
Serial titles on order
Bib ID Title On Order______________________________________________________________________
1074201 Material handling handbook & directory. p
1166770 Member news. p
1179552 Mendelssohn complete works. p
1261696 Mergent corporate archives. p
1148495 Modern materials handling casebook directory p
Saving Time
• Streamlined Procedures for Automatic Transfers and Microforms
• Quicker ways to get Yearly Statistics
• Reports for new workflows– Specific Retention for discards– On order Serials– Monthly Reconciliation Reports
Saving Time – Standard Reports
Reports we still want
• Cancellation report for specific years
• Route to’s and discard lists
• Exchanges
• Gifts by type over specific time
What do you want?
It’s next year and we have time!
So when do we start the next project ?
Mary Bailey
Serials Manager
KSU Libraries
Connie Kissee
Government Publications
KSU Libraries