preparing the collection for automation dania bilal is 592 spring 2005
TRANSCRIPT
Preparing the Collection Preparing the Collection for Automationfor Automation
Dania BilalIS 592
Spring 2005
Things to Consider
Weeding Inventory Sheflist analysis Recon decisions
Weeding
Weeding is essential before retrospective conversion (recon)
Weed the collection based on the library’s weeding criteria
Withdraw the shelflist cards for weeded items
Inventory
Inventory is performed to identify items for which no shelflist cards exist, and to identify shelflist cards for which materials are missing or lost.
Decide on the materials to be converted
Shelflist Analysis
Materials destined for recon must have shelflist cards
The more complete and accurate the information on the cards is, the higher the probability is for finding matches in MARC databases
Shelflist Analysis
Shelflist analysis ensures uniformity and consistency
Each shelflist card must contain this information:
Shelflist Analysis
– ISBN and LCCN– no. of copies of an item– no. of volumes for an item– accurate bibliographic information (author,
title, publication information, etc.)– a call number and a standard prefix (R for
reference or Ref for reference, etc.)
Recon
Recon is the process of converting shelflist cards into a machine-readable format based on the MARC 21 standard.
Each shelflist card is matched against a vendor’s MARC database(s). Matches are done by ISBN, LCCN, then author, author/title, or title.
Recon
Enhancements may be made to matched MARC records, as specified by the library.
Matched MARC records are saved onto CD’s or other media, or transferred electronically over the Web.
Non-matches are either keyed-in by an operator or sent back to the library for in-house conversion.
Recon Specifications
Vendor profile specifications– The vendor should send you a library
profile form to complete and return
Library specifications– Includes specifications not addressed in the
vendor’s profile form
Recon Vendor Forms
Forms may include these options:– Fiction: FIC with first 3 letters of Main entry – Easy books: E with first 3 letters of Main entry– Reference: REF with Dewey with first 3 letters of
Main entry– Barcodes: range of barcodes for items and range of
barcodes for patrons
Who Does the Recon?
Vendor (outsourcing)– Advantages
• Students to describe
– Disadvantages• Students to describe
Who Does the Recon?
Library staff (in-house)– Fee-based options:
• CD-ROM
• Web services
– http://www.itsmarc.com (TLC ITS.MARC)
– http://www.booksys.com (EZCat/Pro)
– http://www.oclc.org (OCLC)
Who Does the Recon?
Library staff– Free Web-based MARC records
• http://www.loc.gov/z3950 Library of Congress Z39.50 Gateway
• http://www.sunlink.ucf.edu Sunlink
Who Does the Recon?
Library staff– Advantages
• Students to describe
– Disadvantages• Students to describe
Who Does the Recon?
Combined conversion process– Vendor & library staff– Advantages
• Students to describe
– Disadvantages• Students to describe
What Recon Method to Use?
Decision depends on:– the type of library and its collection size– the qualifications of existing library staff– the timeline for completing the automation
project– the cost analysis performed for various recon
methods
Cost Analysis for Recon
Why do a cost analysis? How to do a cost analysis?
– See Text, pp. 100-101.
Does a large library need to perform a cost analysis?
Barcoding the Collection
Types of barcodes:– Smart barcodes
– Dumb barcodes
Can dumb barcodes become smart?
Specifications for Barcodes
Recon specifications should include smart and dumb barcodes
Smart barcodes are generated during the conversion process
Specifications for Barcodes
Specifications for smart barcodes should include:– compatibility with the application software– compliance with barcode standard
(symbology)– the type indicator (e.g., 1 for materials)– name of the library, item title, and item
call number
Specifications for Barcodes
– barcodes should be arranged by call number
– one barcode is needed for copy of an item held in the library
– one barcode is needed for each volume in a multi-volume set held in the library
Barcoding the Collection?
Pre-requisites– close the library– recall checked-out items– divide shelves into sections – use the smart barcodes first
• Match each call number on the barcode with that on the shelf before affixing the barcode
Barcoding the Collection?
Placement of barcodes– Print materials
• Considerations
• Placement
– Non-print materials• Considerations
• Placement
Bibliographic Standards
The format and content of the cataloging database must conform to bibliographic standards. The most important ones are:– MARC 21– AACR2R– ISBD
MARC 21
Components:– leader– fixed field (tag 008)– variable fields (tags 001-900)– local field (tag 900)– tags
MARC 21
Components (cont’d.)– indicators– subfield codes– delimiters
MARC manual can be found on the Web at http://lcweb.loc.gov/marc/umb
Class Activity
Situation: You have been appointed on a library automation team and was asked to decide whether to perform recon in-house or outsource it. The library has 8000 books and 2000 multimedia items.
What would be your decision? What would you base your decision on? Rembmer that you need to provide convincing
arguments about either decision.