how to use innopac web opac to facilitate selection, ordering and collection assessment functions :...
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How to use Innopac Web OPAC to facilitate selection, ordering and
collection assessment functions :the HKBU Library experience
LI Yiu On
Assistant Librarian (Systems)
Hong Kong Baptist University Library [email protected]
Second Annual Hong Kong INNOPAC User Group Meeting 10 December, 2001
Chinese University of Hong Kong
Revised: 15 Dec., 2001
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Outlines
I. Introduction
II. Traditional Acquisitions Work Flow
III. A New Automatic and Systematic Approach for New Book Selection and Ordering
IV. Automatic Collection Assessing Function
I. Introduction
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Our Project Aim
Routine Acquisitions Works -- reviewing/selecting new items, checking duplicates against OPAC, keying in new records to library system
Existing Traditional Approach – manual, unorganized, repetitive data inputting
Our Aim -- to advocate a new automatic and systematic approach to replace the existing traditional manual approach
II. Traditional Acquisitions Work Flow
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3 main acquisitions process
Reviewing / Selecting
Checking duplicates
Keying in new records
Selectors
Acquisitions staff
Acquisitions staff
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Reviewing & selecting (1)
1. Selectors in HKBU, selectors comprised a team of 40 faculty members from
various departments/programs they are responsible to review and select items from the new title lists
supplied by book vendors
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Reviewing & selecting (2)
2. New titles lists in printed fromat two major book vendors:
English books --> YBP: approval slips Chinese books --> Man Sing ( 文星 ): Excel file
YBP approval slips are arranged by department/program fund codes Man Sing title lists are arranged by broad subject areas supplied monthly
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Reviewing & selecting (3)
Problems of routing approval slips and title lists a long routing time before returning Acquisition for
ordering
some lists are missing in the process of routing
department/program based routing process is problematic and unsatisfactory when interdisciplinary titles are involved
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Reviewing & selecting (4)
Some common questions asked in the selection process How many books are written by the author under review?
How many books in this series have already been acquired by the library ?
How many books of the same subject area are acquired?
Where can find an answer to the above questions Check OPAC
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Checking Duplicates
Selected lists return to Acquisitions section Before placing order, Acquisitions staff are
responsible for removing duplicate items from selected list by checking against OPAC
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Keying in New Order Records
After all duplicate items are removed, Acquisitions staff are responsible for keying in new bibliographic and order records to Innopac system (OPAC)
Input data include: bibliographic data in vendor supplied new list and;
Selector’s name, and dept fund code
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Center of 3 main acquisitions process
If we study the 3 main acquisitions process carefully: Selecting and review
Check duplicates
Keying in new bib and order records
we will discover that OPAC is the center of these activities
However, these 3 activities in the traditional approach are isolated and cannot establish an organic relationship among them and OPAC
OPAC
Reviewing & Selecting
Checkingduplicates
Keying new bib & order records
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Basic characteristics of traditional acquisitions workflow (1)
Manual routing new title list
data inputting
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Basic characteristics of traditional acquisitions workflow (2)
Inorganic and redundant data each process is individual and discontinued
data entered in one process cannot be used by the following process selectors have to key in OPAC author/title searching for
collection assessment
acquisition staff have to key in bibliographic data for duplicate checking
acquisition staff have to key in selector’s name and fund in the order record
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Disadvantages of traditional acquisitions workflow
Slow new title list routing
manual data inputting
Repetitive data input data inconsistencies --> inaccurate
waste manpower and time
III. A New Automatic and Systematic Approach to
New Book Selection and Ordering
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New acquisitions process in new approach
Reviewing / Selecting
Checking duplicates
Keying in new records
Online Selection From
Automatic duplicate checking program
Automatic MARC conversion program
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System Requirements
Software Microsoft Active Server Pages (ASP)
Microsoft Visual FoxPro
Hardware Windows NT Server
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Online Selection Form (1)
Book lists at this stage include YBP approval slips and Man Sing title list
Contains two rounds first round by dept/program fund codes posted for two
weeks
unselected items go to second round for multi-disciplinary or inter-disciplinary selection
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Online Selection Form (2)
Dynamic relationship with OPAC (see Selection Questions) A selector has the capability of checking a particular title,
through HTML links, against the OPAC in the following fields: author, title, series, DDC, ISBN, and subject headings
The interface thus assists the selectors in developing a heuristic awareness of the Library’s collection
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Automatic Duplicate Checking Program (1)
Preliminary selected list is saved on a file This file is automatically checked against OPAC by
the ASP program on two fields ISBN
author-title keyword searching
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Automatic Duplicate Checking Program (2)
For example: a book entitled Art Across Time by Laurie Schneider Adams with ISBN 0072449977
Through the ASP program, the following two links are generated: http://hkbulib.hkbu.edu.hk/search/i?
SEARCH=0072449977
http://hkbulib.hkbu.edu.hk/search/X?SEARCH=au%3A+Laurie+Schneider+and+ti%3AArt+Across+Time+&searchscope=5&SORT=D&l=&m=&p=&b=&Da=&Db=
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Automatic Duplicate Checking Program (3)
The ASP program will check the returned Web OPAC HTML page
Identify as non-duplicate item if the returned HTML page contains “NO ENTRY FOUND” for author-title keyword searching
“NO MATCHES FOUND” for ISBN searching
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Automatic MARC Conversion Program
Duplicate records are deleted from the preliminary list Selected titles are automatically converted to create
MARC format bibliographic and order records and uploaded to Innopac system directly
Note: all the bib and order record data are either supplied by book vendors or keying in by the selectors. Acquisition staff are exempted from heavy burden of creating new bib and order records
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Basic characteristics of new acquisitions workflow
Multi-processing printed book list can be read by one person while online
selection form can be used by many people simultaneously
Organic process each process activity is inter-related and has a built-in and
dynamic relationship with OPAC Value-added data entered in one process can be used by the
following process
Automatic save manpower and time from keying in redundant data
OPAC
Reviewing & Selecting
Checkingduplicates
Keying new bib & order records
IV. Automatic Collection Assessing Function
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Reasons for Collection Assessment (1)
Sun Tzu, the most famous ancient Chinese military philosopher:
“So it said that if you know both the enemy and yourself, you will fight a hundred battles without danger of defeat;
if you are ignorant of the enemy but only know yourselves, your chances of winning and losing are equal;
if you know neither the enemy nor yourself, you will certainly be defeated in every battle.”
-- Art of War: Offensive Strategy, 21
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Reasons for Collection Assessment (2)
[Sun Tzu’s words in Chinese]
孫子 << 謀 攻 篇 >>:
“ 知 彼 知 己者﹐ 百 戰 不 殆 ﹔不 知 彼 而 知 己﹐ 一 胜 一 負﹔ 不 知 彼﹐ 不 知 己﹐ 每 戰 必 殆﹒“
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Reasons for Collection Assessment (3)
Sun Tzu’s principle can be used as one of the basic rules for collection development. The question is how to put forward his principle in operation
An effective and balanced collection development policy must be build on a strategy that we can compare our library collection with other libraries on a comprehensive and periodically basis
The operation of this principle in computer age is that we can design a computer program to evaluate the strength and weakness of library collection automatically and efficiently
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Check against HKBU Library Web OPAC
1. Compare the books on logic in CUHK Library with the HKBU Library
2. Searching and downloading of titles in specific subject areas from another Innopac library Web OPAC LC call number = bc and published between 1989 and 1999 and language = “English”
199 records found stored in end note format
3. Use the Automatic Assessing Function to check against the titles in the HKBU Web OPAC to determine which are included or missing from the HKBU holdings
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Checking Another Library Web OPAC
By the same token, it allows the HKBU Library to assess its own collection strength in a particular area by outputting a file for checking against the collection of another library using Innopac Web OPAC
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Conclusion
Our working principles for new book selection, ordering, and collection assessing functions: automatic --> reduce manual input error
systematic --> data input in one process can be used by the followed process
organic --> OPAC always serves as the center of all activities
Advantages efficient, reduce cost, accurate