4th Annual HKIUG Meeting 9th December 2003 Developing an Online System for Book Selection and Hong Kong Baptist University Library & Lingnan University Library Wing Woo (HKBU) and Owen Tam (Lingnan)

Developing an Online System for Book Selection and Hong Kong Baptist University Library Wing Woo Acquisitions Librarian

Hong Kong Baptist University Library Background  “How to use Innopac Webpac to facilitate selection, ordering, and collection assessment functions”  by Mr. Y.O. Li, 2nd HKIUG (December 2001)  Award “First Be Innovative! Awards – Most Innovative Use of Staff Module”  April 2002

Hong Kong Baptist University Library  Library Coordinators HKBU Library  No. of Library Coordinators (Faculty/School): 41  No. of Subject Liaison Librarians: 13  Major Approval Plans  YBP, DataBank, Chung Hwa ( 中華 ), Man’s ( 文星 ) Background

Hong Kong Baptist University Library Development of Online Book Selection Program: A Chronology  November 1999  launch the program with YBP approval books  November 2001  Man’s catalogues and YBP approval slips (a.k.a. Yellow slips)

Hong Kong Baptist University Library  April 2003  6-month cumulation of Man’s catalogues and yellow slips  estimate cost of selections  June 2003  streamline the processing procedure of on-site selections Development of Online Book Selection Program: A Chronology

Hong Kong Baptist University Library Selection Flow for Library Coordinators  1st round  sort by subject or discipline  2nd round  all non-selected items from 1st round  allow coordinators to select items of other disciplines  3rd round (Man’s catalogues and yellow slips only)  non-selected items from 2nd round  stay for 6 months

Hong Kong Baptist University Library Selection Flow for Library Coordinators  Other feature  view selected items  Time interval of each round  2-week  notification to library coordinators

Hong Kong Baptist University Library First Page of Online Selection Program

Hong Kong Baptist University Library Selection Rounds View selected items

Hong Kong Baptist University Library 1st Round: Discipline Specific

Hong Kong Baptist University Library Sample Page of Online Yellow Slips (First Round) Html link to check holdings via Webpac

Hong Kong Baptist University Library 2nd Round Selection of Yellow Slips: Sort by DDC

Hong Kong Baptist University Library DDC Sorting: up to the Tenth Level

Hong Kong Baptist University Library View Selected Items: An example Estimated total cost

Hong Kong Baptist University Library Sample Page of Online Man’s Catalogue

Hong Kong Baptist University Library Sample Page of Title List (Language, 語言 )

Hong Kong Baptist University Library On-site Book Selection (1) Enter ISBN instead of marking from title list(s)

Hong Kong Baptist University Library On-site Book Selection (2) Selected Title is displayed

Hong Kong Baptist University Library After Selection... Automatic duplicate checking program (ISBN & Author – Title keyword searching) Non-duplicate selections are converted into MARC record Upload to INNOPAC with bibliographic data (supplied by vendor) & order records (suggestor name, fund code, est. price) Download selections from NT server

Hong Kong Baptist University Library Statistics of Online Book Selection: 2001/02 and 2002/03 Hong Kong Baptist University Library

Developing an Online System for Book Selection and Lingnan University Library Owen Tam Technical Services Librarian

Hong Kong Baptist University Library  Replacing paper whenever possible  Major Book Vendors  English: YBP, Blackwell’s  Chinese: Chung Hwa, Mans, Peace Book, Joint Publishing  Greater academic staff involvement  Not just the 14 Departmental / Programme representatives & Library staff  Sharing the successful experience of HKBU Library Background Lingnan University Library

Hong Kong Baptist University Library Additional Features Lingnan University Library 1. Accepting more vendors’ book lists 2. Authenticate users individually – for fund matching and discipline specific selection lists 3. Endorsement by Programme Directors (eg. BA, BBA, BSS, etc) 4. Monthly Financial Reports online for ALL academics

Hong Kong Baptist University Library Selection & Ordering Procedures Lingnan University Library Remove duplicate records before upload to system Notification Check existing collection & merge different vender book files User Authentication Selection Endorsement Cumulative Results Financial Reports Ordering

Hong Kong Baptist University Library Accepting more vendors’ book lists  In addition to:  English books --> YBP  Chinese books --> Man’s book ( 文星 )  We add:  English books --> Blackwell’s  Chinese books --> Joint Publishing ( 三聯 ), Peace ( 和平 ) & ChungHwa ( 中華 ) Lingnan University Library

Hong Kong Baptist University Library Problems of having multiple vendor book lists  Different vendor book lists have different formats & contents  Some vendors do not want to follow our standard  Need to convert “non-standard” book lists to the format support by our system Lingnan University Library

Hong Kong Baptist University Library Example – Blackwell’s book lists  No fund codes & Dewey numbers  Only have “LC descriptions”  We use Excel macros to generate Dewey numbers & fund codes from “LC descriptions” Lingnan University Library

Hong Kong Baptist University Library Accepting more vendors’ book lists Blackwell’s file has no Dewey numbers & Fund codes Lingnan University Library

Hong Kong Baptist University Library Accepting more vendors’ book lists Excel macros used to generate fund codes Lingnan University Library

Hong Kong Baptist University Library Accepting more vendors’ book lists Excel macros used to generate Dewey numbers Lingnan University Library

Hong Kong Baptist University Library Accepting more vendors’ book lists Dewey numbers inserted into Blackwell’s book file Lingnan University Library

Hong Kong Baptist University Library Merge Book Lists & Remove Duplicates 3 steps:  New book lists checked against library collection  Merge vendor book lists and remove duplicate records  Merged list checked against the cumulative book list Lingnan University Library

Hong Kong Baptist University Library New Book Lists Checked Against INNOPAC Books which the library already has will be removed from the list Lingnan University Library

Hong Kong Baptist University Library Merge vendor book lists and remove duplicate records Duplicate records with less information will be removed Dup. Lingnan University Library

Hong Kong Baptist University Library Notifications  Biweekly  New book data uploaded  Weekly  Selection endorsed by Programme Directors Lingnan University Library

Hong Kong Baptist University Library Notification – New Books for Selection Subject: Library News: New Book Data loaded to Book Selection System Date: 24 Nov 2003 From: Lingnan University Library To: Dear Colleagues, New book data have just been loaded to the book selection system at Please take some time to select titles that you would like the Library to order for your program. As print runs for academic books are comparatively short, it would be appreciated if you could select books in two weeks after receiving this . The Library will proceed to order your recommendations after obtaining endorsement from your program director. If you have questions about book selection or the book selection system, please call the Acquisitions Librarian, Eugenie, at ext.8553 or send to Thank you for your attention. Acquisitions Section University Library Lingnan University Library

Hong Kong Baptist University Library Notification – Selections for Endorsement Subject: Book Recommendation endorsement Date: 23 Nov 2003 From: Libacq To: Dear Colleagues, The library has received book recommendations for your program, please review the recommendations at: (Please look for the link: "Endorsement Sub-system”) The Library will proceed to order the recommendations on receiving your endorsement. If you have questions, please call me at ext.8553 or send to Thank you for your attention. Regards, Eugenie Acquisitions Librarian Lingnan University Library

Hong Kong Baptist University Library User Authentication  Access restricted to Lingnan staff  Address & Programme Code are logged from Innopac  Map book fund and provide discipline specific book lists according to Programme Codes in patron record Lingnan University Library

Hong Kong Baptist University Library Lingnan University Library Log in -- key in Barcode & PIN

Hong Kong Baptist University Library Lingnan University Library User Authentication  Innopac Patron API is used  Barcode and PIN will be sent as URL: BARCODE/PIN/pintest BARCODE/PIN/pintest  If valid, Innopac will return “RETCOD=0”

Hong Kong Baptist University Library Lingnan University Library User Authentication  Then, the barcode will be sent as URL: BARCODE/dump BARCODE/dump  System return the whole patron record: P TYPE[p47]=1 PCODE3: 151 (History Programme) Programme Fund 1 = Staff

Hong Kong Baptist University Library Lingnan University Library is logged Programme Fund is assigned

Hong Kong Baptist University Library Lingnan University Library User Authentication  Discipline specific book lists provided according to Programme Codes

Hong Kong Baptist University Library Lingnan University Library Book selection page for Arts Programme

Hong Kong Baptist University Library Lingnan University Library Book selection page for Business Programme

Hong Kong Baptist University Library Endorsement of Books Selected  All selections need Programme Directors’ endorsement  Only Programme Directors or their authorized representatives can make endorsement Lingnan University Library

Hong Kong Baptist University Library Lingnan University Library Endorsement Log on to the system

Hong Kong Baptist University Library Lingnan University Library Endorsement

Hong Kong Baptist University Library Lingnan University Library Endorsement Patron API & ASP can check

Hong Kong Baptist University Library Lingnan University Library Choose the Programme

Hong Kong Baptist University Library Lingnan University Library

Hong Kong Baptist University Library Cumulative Results (6-month)  To check selections endorsed/rejected  Kept for 6 months Lingnan University Library

Hong Kong Baptist University Library Lingnan University Library Choose the Programme

Hong Kong Baptist University Library Lingnan University Library

Hong Kong Baptist University Library Lingnan University Library Choose the Programme

Hong Kong Baptist University Library Lingnan University Library

Hong Kong Baptist University Library Lingnan University Library

Hong Kong Baptist University Library Lingnan University Library

Hong Kong Baptist University Library Online Financial Reports  Financial Reports are updated monthly and available online  How many orders have been placed?  How much free balance is left? Lingnan University Library

Hong Kong Baptist University Library Financial Reports Click here Lingnan University Library

Hong Kong Baptist University Library Financial Reports Select Programme Lingnan University Library

Hong Kong Baptist University Library Financial Reports Lingnan University Library

Hong Kong Baptist University Library User Guide Lingnan University Library

Hong Kong Baptist University Library User Guide Lingnan University Library

Hong Kong Baptist University Library Further Enhancements  Develop programme for merging vendor book lists & removing duplicates  Keyword searching of book lists  Orders tracking -- Pull  Book arrival alert by -- Push  Generating bib. & order records for upload to Innopac Lingnan University Library

Thank you!