The Storage Documents Project

Jimmie Lundgren

ASERL 2010 Summertime Summit, Ga. Tech.

August 4, 2010

Hidden Treasures

• Federal Documents in off-campus Auxiliary Storage Facility (ALF)

• Not inventoried or indexed in the library catalog (some exceptions)

• Indexed only through Monthly Catalog

• Shelved by SuDoc Numbers

• Retrieved for use on request

Opportunity Beckons

• High density facility (HDF) and SUS shared collection approved Oct. 2007– Initial “planning” money first year– Construction money expected next year

• Catalog (inventory) stored documents – HDF requires cataloging and bar-coding – Also benefits Selectives in FL, PR and VI (and

ASERL colleagues) and UF patrons

Scope of Challenge

• Catalog about 300,000 federal documents

• Ready collection for relocation spring 2012– On campus documents bar-coding will

prepare Serials Set, etc. to also go to HDF

• Why not just scan it all?– Must be retained, still requires metadata– Scan priority items

• Example: Panama Canal Commission project

Roles of Technical Services

• Cataloging collaborating with Documents – Ran pilot project (11/08-05/09)– Planning, training & oversight – Provide staff & computers at ALF

• Preservation/Storage participation– Physical handling of materials & more

• IT support for PC’s, reports, macros

CatMet and Documents staff are working on the top secret Operation Stodocs. Their mission is to increase access to a vast hidden repository of government information.

Photo credit: Betsy Simpson

Roles of Documents Department

• Collaborating with Cataloging – Advise on project scope, answer questions – Encouragement & support

• Provide 1 staff person more than half-time

• Supply SuDocs number when needed– Monthly Catalog database acquisition helps

• Providing list of priority series for analytics

Coordination

• Share problems and schedules by email

• Meet monthly for updates– 5 from Documents (1 onsite)– 7 from Cataloging (5 onsite)– Storage/Preservation coordinator– Temporary staff members

• Great spirit of teamwork

Strategy

• Work onsite at ALF

• 5 flexible, fast cataloging staff 1 or 2 days per week

• 1 Documents Dept. staff (currently 3 days)

• Hire temporary staff– Student– Available skilled cataloger

Characteristics of Records

• Completed items June 30, 2010: 59,788

• 1,432 Serials titles

• 14,032 Book titles

• Records available in OCLC for 82% so far – Quality varies, some lack subjects, etc.– 18% of titles needed original records

• Costs to date around $70,000 labor alone

Record Quality Standards

• K (minimal) level or better OCLC record

• Subjects automatically match to authority records; names match when available

• Series/serials issues – Input from Documents on when analytics

matter (initial list plus) – Focus on true serials & monographs now– Defer option to serialize now but analyze later

Reports and Statistics

• Statistics from catalog – Monthly reports derived by IT as requested

and reported by C&M Chair

• Detailed report by chair on Pilot Project

• Frequent direct communication among chairs, coordinators and Dean

Website and Blog

• Statistics posted monthly

• Monthly meetings notes posted

• Website at http://www.uflib.ufl.edu/catmet/stodocsproject.html

• Blog at http://blogs.uflib.ufl.edu/stodocs/

Next Phase

• Could begin to move collection as soon as spring 2012

• Increase funding for project-specific staff– 2 Full time temporary catalogers (with

benefits) – 2 Part time student assistants

• Estimated entire project, bar-codes, etc. included: $400,000-$425,000.

Questions?

Jimmie Lundgren, Associate Chair

Cataloging & Metadata Dept.

jimlund@ufl.edu