Knowing the Score Assessing IU’s Score Frontlog Anna Alfeld Music Cataloger Cook Music Library Indiana University, Bloomington 1

Definitions An arrearage exists “whenever the number of books awaiting cataloging becomes so large that special means must be provided for locating titles readily within this backlog for library use,” G. Piternick, 1969.* An historic backlog “often consists of thousands of volumes that have been awaiting cataloging for years,” S. Rogers, 1991.** A Frontlog allows for limited virtual access to materials but is physically inaccessible to patrons, K. Jung, 1994.*** “Arrearages is an ugly word,” A. MacLeish.**** 2

Pros... Stabilize workflow during lulls in acquisition Delay can optimize possibility of LC records Batching and Triage Preliminary records allow for some access Allows for patron use earlier in the processing workflow 3

...and cons Logistical problems of space and processing Staff needed to retrieval requests and returns Delays for patrons Complacency Inaccessible -- No browsing Invisible to larger academic community Bibliographic chicken Confounds principles of cooperative cataloging Universal shadow library 4

The Cook Music Library Frontlog 5

6

The Score Frontlog 7

The Project Objectives: Estimate the amount of materials that already had full cataloging in OCLC. Identify Frontlog items that can be immediately and quickly cataloged. Eliminate or greatly reduce redundant searching in OCLC. Estimate the resources required to bind the items. Allow for focused cataloging. Determine resources which were unique to us. Monitor rate of cataloging. Inventory 8

The Set-Up Report from Indiana University Information Environment April 22,

Initial Automated Report Set the contents of the Frontlog at that time at 35,376 titles Exported information into an Excel Spreadsheet: the title control number; the OCLC number that records are currently attached to; the date the title was created; the last charged date; and the total number of charges. 10

Access Database All information from automated report. 11

Data Gathering OCLC number of a useable record, i.e., DLC/PCC or I-level (if applicable) The type of record (yes/no) DLC/PCC I level Below I level No record 12

Data Gathering OCLC number of a useable record, i.e., DLC/PCC or I-level (if applicable) The type of record (yes/no) DLC/PCC I level Below I level No record 13

Data Gathering Whether the item would require binding (yes/no) The total number of pieces (scores + parts, volumes, etc.) 14

Data Gathering How many pieces are there? Score + 1 part? 15

Data Gathering How many pieces are there? Score + 1 part? 2 pieces 16

Data Gathering How many pieces are there? Score + parts for string quartet: 17

Data Gathering How many pieces are there? Score + parts for string quartet: 5 pieces 18

Data Gathering How many pieces are there? 3 v. Score + 2 parts: 19

Data Gathering How many pieces are there? 3 v. Score + 2 parts: 3 x (1+2) = 9 20

Data Gathering The score was not on the shelf (yes/no) Comments Automatic date modified time stamp 21

Concurrent Cataloging DLC/PCC and I-level records entered in previous weeks, pulled and cataloged with little or no further searching in OCLC. After cataloging, used same form to check the “cataloged” box and enter the LC class number. 22

Project 0: Summer 2014 Total hours worked by the three students over 10 weeks: Total entries in database 5,953 Total cataloged entries:

Continuing… Continue to search for catalog copy of Frontlog scores and use reports generated from the database to pull items for cataloging. 24

Findings As of September 15,

Available Catalog Copy As of September 15,

Encoding Level 27 Over 80% of Frontlog Scores has DLC/PCC or I-level catalog copy available! 28,445 titles *As of 9/15/2014

28

29

No Record Available 220 titles 30

No Record Found Categories: Self-published or small press Manuscripts or photocopies of manuscripts Non-Roman scripts Printouts of microfilms 31

Binding September 15,

Titles Requiring Binding 33

Pieces/Title Titles needing binding6784 Total pieces15,763 Average number of pieces per title:2.3 Maximum number of pieces per title:81 Minimum number of pieces per title:1 34

Pieces/Title: Extrapolating 96% of 35,376-title Frontlog needs binding: 33,787 titles Multiplied by 2.3, the average number of pieces per title: 78,506 pieces require binding Commercial bindery cost per piece = $10.75 Cost to bind entire score Frontlog using commercial bindery: approximately $843,945 35

Pamphlet Binding! 36

Definitions: Definition: 1.Single piece (no parts) 2.Single signature folded in half; it may be sewn, stapled or detached in the center. 37

How much can be pamphlet bound? July 24-September 15. Total entries: 1,568 DLC/PCC or I-level + Needs binding + Pamphlet bindable 601 titles (691 pieces) 38% of examined titles have the necessary level of catalog copy, require binding, and are pamphlet bindable. 38 DLC/PCC or I-Level Needs binding Pamphlet bindable

How much can be pamphlet bound? These 601 titles include 691 individual pieces that can be pamphlet bound. So: 35,376 Titles in the Frontlog x.3838% of titles are pamphlet-bindable 13,559 Titles with necessary level of cataloging that are pamphlet bindable. x ,590Total pamphlet binders needed 39

Pamphlet binding: How much will it cost? 40 $71,245.41

How much will it cost? July 24-September 15. Total entries: 1,568 DLC/PCC or I-level + Needs binding + NOT Pamphlet bindable 755 titles (2,205 pieces) 48% of examined titles have the necessary level of catalog copy, require binding, and are NOT pamphlet bindable. 41 DLC/PCC or I-Level Needs binding Pamphlet bindable

How much will it cost: Sample Group 42 Pamphlet-bindable691at (x)$4.57/piece$3, Not pamphlet-bindable2205at (x)$10.75/piece$23, Cost for binding sample group of 1,356 titles $26, Divided by number of titles/1356$19.81 Revised average cost per title: $19.81

How much will it cost: Frontlog 43 Total titles in Frontlog35,376 “Good” titles in Frontlog80%28,445 “Good” titles requiring binding96%27,168 Average cost per titleX$19.81$538,179.26

44 To bind all the Frontlog scores with DLC/PCC or I-level catalog copy would cost approximately $538,179.

Meanwhile… We’ve been cataloging! 1,491 scores cataloged between April 24 and September 15, 2014 from the Frontlog. DLC69 I-level1,326 Less than I-level37 No record10 1,441 (97%) of them were sent to the commercial bindery or for in- house pamphlet binding. 3,322 total pieces. 45

Meanwhile… More stuff has come in: 46 Number of titles added to Frontlog based on when the barcode was entered Number of titles cataloged from the FrontlogDifference

47

48 A nna A lfeld Music Cataloger Cook Music Library Indiana University

Backlog studies Agnew, Grace, Christina Landram, and Jane Richards. “Monograph Arrearages in Research Libraries.” Library Resources & Technical Services 29 (Oct. 1985): Behrens, Beth, and Philip M. Smith. “Cataloging Backlogs in Academic Libraries.” Tennessee Librarian 39 (1987): Camden, B. P., & Cooper, J. L. (1994). Controlling a cataloging backlog; or taming the bibliographical zoo. Library Resources and Technical Services, 38(1), Howarth, Lynne C., Leslie Moor, and Elisa Sze. “Mountains to Molehills: The Past, Present, and Future of Cataloging Backlogs.” Cataloging & Classification Quarterly 48, no. 5 (2010): Jung, K. (1994). Online systems and the music backlog: Highway to efficiency, or roadway to ruin? Music Reference Services Quarterly, 3(1), MacLeod, Judy, and Kim Lloyd. “A Study of Music Cataloging Backlogs.” Library Resources & Technical Services 38, no. 1 (January 1994): Rogers, Sally. A. (1991). Backlog management: Estimating resources needed to eliminate arrearages. Library Resources & Technical Services, 35(1),

Other Sources Bolin, Mary K. “Make a Quick Decision in (Almost) All Cases: Our Perennial Crisis in Cataloging.” Journal of Academic Librarianship 16, no. 6 (1991): Thomas, Sarah E. “The Core Bibliographic Record and the Program for Cooperating Cataloging.” Cataloging & Classification Quarterly 21, no (1996): Manguel, Alberto. “The Library as Shadow.” In The Library at Night. New Haven: Yale University Press,