Collection Preparation Collection Preparation for Automationfor Automation

Dr. Dania BilalDr. Dania BilalIS 582IS 582

Spring 2009Spring 2009

Collection Preparation: Library Collection Preparation: Library EnvironmentEnvironment

Performed when automating for the Performed when automating for the first timefirst time

Runs in parallel with SDLC Phase 3: Runs in parallel with SDLC Phase 3: Selection, earlier SDLC Phase, or Selection, earlier SDLC Phase, or during implementation (SDLC Phase during implementation (SDLC Phase 5)5)

Collection Preparation: Library Collection Preparation: Library EnvironmentEnvironment

Card catalog records must be Card catalog records must be converted into computer-based converted into computer-based format using bibliographic standard format using bibliographic standard MARC21MARC21

Process called Retrospective Process called Retrospective Conversion or ReconConversion or Recon

Process also known as Data Process also known as Data Conversion Conversion

Things to Consider Things to Consider

Develop a plan for weeding the collection Develop a plan for weeding the collection before Recon is performedbefore Recon is performed Employ weeding criteria based on collection Employ weeding criteria based on collection

development policydevelopment policy Take inventory of the collectionTake inventory of the collection

Ensure catalog cards in shelflist match books Ensure catalog cards in shelflist match books on library shelveson library shelves

Analyze collection shelflistAnalyze collection shelflist Make Recon decisionsMake Recon decisions

WeedingWeeding

Weeding is essential before Weeding is essential before retrospective conversion (recon) retrospective conversion (recon)

Weed the collection based on the Weed the collection based on the library’s weeding criterialibrary’s weeding criteria

Withdraw the shelflist cards for Withdraw the shelflist cards for weeded itemsweeded items

Take InventoryTake Inventory

Performed to identifyPerformed to identify items for which no shelflist cards existitems for which no shelflist cards exist shelflist cards for which materials are shelflist cards for which materials are

missing or lostmissing or lost Performed to decide on materials to Performed to decide on materials to

be convertedbe converted Save cost of conversion of itemsSave cost of conversion of items

Analyze ShelflistAnalyze Shelflist

Materials destined for Recon must have Materials destined for Recon must have shelflist cards or other form that shelflist cards or other form that identifies bibliographic informationidentifies bibliographic information

The more complete and accurate the The more complete and accurate the information on the cards is, the higher information on the cards is, the higher the probability is for finding matches in the probability is for finding matches in MARC databases for your library itemsMARC databases for your library items

Shelflist AnalysisShelflist Analysis

Shelflist analysis ensures uniformity Shelflist analysis ensures uniformity and consistencyand consistency

Ensure each shelflist card contains Ensure each shelflist card contains the following information, as much as the following information, as much as possible:possible:

Shelflist AnalysisShelflist Analysis

ISBN and LCCNISBN and LCCN no. of no. of copiescopies of an item of an item no. of no. of volumesvolumes for an item for an item accurate bibliographic information accurate bibliographic information

(author, title, publication information, (author, title, publication information, etc.)etc.)

a call number and a standard prefix (R a call number and a standard prefix (R for reference or Ref for reference, etc.)for reference or Ref for reference, etc.)

ReconRecon Recon is the process ofRecon is the process of

converting shelflist cards into a converting shelflist cards into a machine-readable format based machine-readable format based on MARC 21 standard.on MARC 21 standard.

Each shelflist card is matched Each shelflist card is matched against a vendor’s MARC against a vendor’s MARC database(s). Matches are done database(s). Matches are done by ISBN, LCCN, then author, by ISBN, LCCN, then author, author/title, or title.author/title, or title.

ReconRecon

Enhancements may be made to Enhancements may be made to matched MARC records, as specified by matched MARC records, as specified by the library. the library.

Matched MARC records are saved onto Matched MARC records are saved onto CD’s or other media, or transferred CD’s or other media, or transferred electronically over the Web.electronically over the Web.

Non-matches are either keyed-in by an Non-matches are either keyed-in by an operator or sent back to the library for operator or sent back to the library for in-house conversion.in-house conversion.

Recon SpecificationsRecon Specifications

Vendor profile specificationsVendor profile specifications The vendor should send you a library The vendor should send you a library

profile form to complete and return profile form to complete and return Library specificationsLibrary specifications

Includes specifications not addressed Includes specifications not addressed in the vendor’s profile formin the vendor’s profile form

Recon Vendor FormsRecon Vendor Forms

Based on Profile established before, Based on Profile established before, during, or after weeding and taking during, or after weeding and taking inventory, fill out form(s) sent to you by inventory, fill out form(s) sent to you by automation vendor you selected (if Recon automation vendor you selected (if Recon is outsourced)is outsourced)

If Recon is to be done in-house, establish a If Recon is to be done in-house, establish a Profile to use in-house during ReconProfile to use in-house during Recon

Example of Recon ProfileExample of Recon Profile

PrefixesPrefixes FictionFiction: FIC with first 3 letters of Main entry : FIC with first 3 letters of Main entry Easy booksEasy books: E with first 3 letters of Main entry: E with first 3 letters of Main entry ReferenceReference: REF with Dewey with first 3 letters : REF with Dewey with first 3 letters

of Main entry or with LC (large library)of Main entry or with LC (large library)

Barcodes: range of barcodes for items Barcodes: range of barcodes for items and range of barcodes for patronsand range of barcodes for patrons

Who Does the Recon?Who Does the Recon?

Vendor (outsourcing)Vendor (outsourcing) AdvantagesAdvantages

DisadvantagesDisadvantages

Who Does the Recon?Who Does the Recon?

Library staff (in-house)Library staff (in-house) Fee-based options:Fee-based options:

CD-ROMCD-ROM Size of MARC21 databases have fewer records Size of MARC21 databases have fewer records

than those used by a vendorthan those used by a vendor Lower number of matches, or hit rateLower number of matches, or hit rate

Web-based Web-based Option to use more than one single MARC21 Option to use more than one single MARC21

databasesdatabases Higher number of matches, or hit rate Higher number of matches, or hit rate

Who Does the Recon?Who Does the Recon?

Library staffLibrary staff Free Web-based MARC recordsFree Web-based MARC records

http://www.loc.gov/z3950http://www.loc.gov/z3950 Library of Library of Congress Z39.50 GatewayCongress Z39.50 Gateway

Suitable for academic and public library Suitable for academic and public library collectionscollections

http://www.sunlink.ucf.eduhttp://www.sunlink.ucf.edu Sunlink Sunlink For small collectionFor small collection Suitable for school librariesSuitable for school libraries

Who Does the Recon?Who Does the Recon?

In-house In-house AdvantagesAdvantages

DisadvantagesDisadvantages

Who Does the Recon?Who Does the Recon?

Combined conversion processCombined conversion process Vendor & library staffVendor & library staff

AdvantagesAdvantages

DisadvantagesDisadvantages

What Recon Method to Use?What Recon Method to Use?

Decision depends on:Decision depends on: the type of library and its collection sizethe type of library and its collection size the qualifications of existing library staffthe qualifications of existing library staff the timeline for completing the the timeline for completing the

automation projectautomation project the the cost analysiscost analysis performed for various performed for various

recon methodsrecon methods

Cost Analysis for ReconCost Analysis for Recon

Why do a cost analysis?Why do a cost analysis? How to do a cost analysis?How to do a cost analysis?

See Bilal Text, pp. 100-101.See Bilal Text, pp. 100-101. Does a large library need to perform Does a large library need to perform

a cost analysis?a cost analysis?

Barcoding the CollectionBarcoding the Collection

Types of barcodes:Types of barcodes: Smart barcodesSmart barcodes Dumb barcodes Dumb barcodes

Can dumb barcodes become Can dumb barcodes become smart?smart?

Specifications for BarcodesSpecifications for Barcodes

Recon specifications should include Recon specifications should include smart and dumb barcodes smart and dumb barcodes

Smart barcodes are generated during Smart barcodes are generated during the conversion process the conversion process

Specifications for Specifications for BarcodesBarcodes

Specifications for smart barcodes Specifications for smart barcodes should include:should include: compatibility with the application compatibility with the application

softwaresoftware compliance with barcode standard compliance with barcode standard

(symbology)(symbology) the type indicator (e.g., 1 for materials)the type indicator (e.g., 1 for materials) name of the library, item title, and item name of the library, item title, and item

call numbercall number

Specifications for BarcodesSpecifications for Barcodes

barcodes should be arranged by call barcodes should be arranged by call numbernumber

one barcode is needed one barcode is needed for copy of an for copy of an item held in the libraryitem held in the library

one barcode is needed one barcode is needed for each volume for each volume in a multi-volume setin a multi-volume set held in the library held in the library

Barcoding the Collection?Barcoding the Collection?

Pre-requisitesPre-requisites close the libraryclose the library recall checked-out itemsrecall checked-out items divide shelves into sections divide shelves into sections use the smart barcodes firstuse the smart barcodes first

Match each call number on the barcode Match each call number on the barcode with that on the shelf before affixing the with that on the shelf before affixing the barcodebarcode

Barcoding the Collection?Barcoding the Collection?

Placement of barcodesPlacement of barcodes Print materialsPrint materials

ConsiderationsConsiderations PlacementPlacement

Non-print materialsNon-print materials ConsiderationsConsiderations PlacementPlacement

Bibliographic StandardsBibliographic Standards

The format and content of the The format and content of the cataloging database must conform to cataloging database must conform to bibliographic standards. The most bibliographic standards. The most important ones are:important ones are: MARC 21MARC 21 AACR2RAACR2R ISBDISBD

MARC 21MARC 21

Components:Components: leaderleader fixed field (tag 008)fixed field (tag 008) variable fields (tags 001-900)variable fields (tags 001-900) local field (tag 900)local field (tag 900) tagstags

MARC 21MARC 21

Components (cont’d.)Components (cont’d.) indicatorsindicators subfield codessubfield codes delimitersdelimiters

MARC manual can be found on the MARC manual can be found on the Web at Web at http://http://

lcweb.loc.gov/marc/umblcweb.loc.gov/marc/umb