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.