Providing Access to Hidden Collections in Your Online Catalog Through Batchloading Rebecca L. Mugridge Jeff Edmunds Pennsylvania Library Association Annual Conference November 12, 2008

Outline Introduction Literature review Batchloading at Penn State Policy issues Workflow Future developments Conclusions

Introduction User expectations Availability of records Need for collaboration Users expect to find everything online and more granularity Records are available in ever-increasing numbers, at least partly due to the increased ease of metadata creation and repurposing. Involvement of acquisitions, collection development, cataloging, IT, and public services staff

Literature review OCLC Major Microforms project, 1980s- Myers (University of Southern Mississippi) Toombs (St. Louis University) Jones (Florida State University) Dodd (Virginia Tech University) Banerjee (Oregon State University) Martin (University of North Carolina, Chapel Hill)

Batchloading at Penn State 2001 Working Group formed Representation from all stakeholder groups Documented member and chair responsibilities Re-defined one position in Cataloging Over half a million records batchloaded 14 % of the online catalog records

Policy issues Record quality vs. access Format duplication: multiple vs. single records Record-keeping and documentation of practices Staffing levels Purchasing record sets vs. downloading from OCLC Decision making and getting input from the right people

Workflow Identification of available files Acquisition of files Record review and evaluation Record modification Modifying records using MarcEdit

Workflow, cont’d Developing load specifications Test loads and evaluation Production load Off-campus access Promotion

Workflow, cont’d Vendor-supplied authority control Managing catalog extracts Post-load clean-up Exposure to risk and URL management Managing ongoing loads

What the future holds Technological developments Resource Description and Access Development of staff skill sets Cross-training Communication Documentation of policies and procedures

Bibload Working Group Charge Chair job description Member job description Minutes Procedures for reviewing bibliographic records Technical details about active projects

For more information, please contact: Rebecca L. Mugridge Head, Cataloging and Metadata Services Penn State University Libraries 126 Paterno Library University Park PA 16802 phone: 814-865-1850 fax: 814-863-7293 email: rlm31@psu.edu