May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services1 Kelly ShookMargaret Maurer KentLINK CoordinatorAssistant Professor, Head of Catalog & Metadata Kent State University Libraries and Media Services IUG 2005 – San Francisco, California May 2, 2005 Telnet to Millennium: Collaborating with PromptCat and Vendors to Maximize Technical Services Efficiencies at Record Load

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services2 YBP / PromptCat at KSU  The PromptCat process at KSU  PromptCat / III / YBP and data loading  What the process can’t handle  Cost/benefit analysis  Moving the process to Millennium  Other maintenance issues  Final words of advice

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services5 YBP / PromptCat at KSU Libraries and Media Services Fall 1999 Started planning process August 2000 First firm order sent to YBP October 2000 Approval slip plan began at YBP. PromptCat service started March 2001 Approval plan up and running April 2002 Successfully added our 7 regional libraries September 2002 Began accepting much more member cataloging copy Summer 2003GOBI2 March 2005Moved batch load process to Millennium ????????Edifact? (ISBN-13)

YBP / PromptCat Overview YBP KSU

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services7 De-Duplication at Load of GOBISelect records  Normal order record status = “ o ” [on order]  Loader de-duplicates using a Title Key match  If suspected duplicate order status = “ 1 ” [on hold]

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services8 OCLC PromptCat  OCLC product to streamline cataloging and/or pre-order searching  Cooperatively implemented by OCLC and library materials vendors  A completely automated process requiring up-front planning and, once running, little human intervention

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services9 MARC Record Selection  How Bibliographic Matches are made at PromptCat: Match is made in advance in a separate process Based on ISBN or Publisher Number (from 028) The vendor control number and OCLC number are recorded in a matching database

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services10 You can limit the records you receive based on Encoding Levels Cataloging Source Record Type WorldCat Holdings Set  Any record you don ’ t receive you can elect to receive a PromptCat Data Record (PDR) in place of

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services11 Bibliographic Record Evaluation at Record Receipt  Is it a match?  Cataloging source (DLC)  Member copy guidelines

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services12 PromptCat Data Records (PDRs)  Used to deliver vendor data when you do not receive a full record  Delivered when there is no match OR multiple matches in WorldCat, or there is a match but our holdings are up on it, or there is a match but it doesn ’ t fit our profile

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services13 PromptCat Site IDs  Used to determine processing options  You may use: Location Sub account number Account number, or Fund code

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services14 PromptCat / III & Data Loading  III defines how we load records in batch  III requires item record and order record information to be in certain 9xx fields and subfields in order to “ map ” them to their proper places in item, order and invoice

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services15 PromptCat / III & Data Loading  Some of the information used to build the item, order and invoice records is default data provided by the loader  Some of the information is imported at load  Some of the information is imported at load if available. In the absence of data the loader will provide default data  Some of the information is system generated at load

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services16 KSUAP Profile Data mapping through PromptCat 980 $ a – Invoice Date 981 $ o – Sub account # 980 $ b – List Price 981 $ c – Order Location 980 $ e – Net Price 945 $ L – Item Location 980 $ f – Invoice # 945 $ s – Item Status 980 $ g – Quantity > $ t – Item IType 981 $ b – Fund Code

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services19 KSU’s Extended Approval Plan Interface  Unique in that we use one loader to:  Create a brief bibliographic and order record for direct orders made on GOBISmart  Overlay brief bibs with PromptCat records that load with associated item records and electronic invoice lines  Load PromptCat approval records with associated item records, order records and invoice lines - all loading in a single load

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services20 Extended Approval Plan Interface – Key Points  Interface de-duplicates on Title Key. A Title Key is a 7 character code that is created from the Title or Series field of the record you create The Title Key uses the first letter of each of the first seven words of the field

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services21 Extended Approval Plan Interface (Continued) Interface de-duplicates on Title Key (Continued)  When creating the Title Key, subtitles and series numbering are eliminated from the title key by stopping at colons ( : ), semicolons ( ; ) and space-slash ( / )  Only the first 49 alphabetic characters of the field are used in the creation of the Title Key  Ampersands ( & ) are treated as the word "and"

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services22 Extended Approval Plan Interface (Continued)  KSU ’ s Extended Approval Plan interface overlays on order record number (.o#)  We have also established settings for comparing the encoding level of the incoming record and the target record as another check  The creation of an item record is based on the presence of a 945 field

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services23 Millennium Implementation  March 2005 KSU decided to move loads into Millennium. Loading Approval Records from YBP and OCLC PromptCat. Loading Firm Orders from YBP, and then overlaying them with PromptCat bibliographic records.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services24 Millennium Implementation  Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled. Used documentation we created for load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services25 Millennium Implementation  Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled. A lot of trial and error went into this process. Documented and produced screen shots as we went through the process.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services26 Millennium Implementation  Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. Process for loading records has been decreased in time and number of steps. A review file can be created at the time of record load.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services27 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services28 Millennium Implementation  Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. All steps can be done via the Millennium Acquisitions module.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services29 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services30 Millennium Implementation  Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. No longer have to change directories to retrieve files from OCLC.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services31 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services32 Millennium Implementation  Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. Prompted to delete files as part of the process rather than an option. Ability to view record specifics, edit certain fields, change currency, accept/reject records and process order records from one screen.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services33 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services34 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services35 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services36 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services37 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services38 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services39 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services40 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services41 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services42 Millennium Implementation  Cons for Loading Approval Records from YBP and OCLC PromptCat via Millennium. Currently we do not see any cons with this process being done in Millennium

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services43 Millennium Implementation  Loading Firm Records from YBP was the next load we tackled. Used documentation we created for load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client. A lot of trial and error went into this process.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services44 Millennium Implementation  Pros for Loading Firm Records from YBP via Millennium. Documented and produced screen shots as we went through the process. Process for loading records has been decreased in time and number of steps. All steps can be done via the Millennium Cataloging module.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services45 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services46 Millennium Implementation  Pros for Loading Firm Records from YBP via Millennium. Via the login manager you can designate the load profile to be used for the load.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services47 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services48 Millennium Implementation  Pros for Loading Firm Records from YBP via Millennium. A virtual review file can be created at the time of record load.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services49 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services50 Millennium Implementation

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services51 Millennium Implementation  Pros for Loading Firm Records from YBP via Millennium. Load statistics now include every transaction that happened during the load.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services52 Millennium Implementation Encumbrance will be posted to fund histm = $ JEWS AND GENDER IN LIBERATION F INSERT b MAT = 0 INSERT o257679x P.O. printed No disencumbering RECORD LOADING STATISTICS Input file mrc.vmarc Start date - March 16 06:29PM Error file mrc.errlog End date - March 16 06:29PM m2btab file - m2btab.pcat Number of input records - 25 Number of linked order records –25 Number of errors - 0 NEW EXISTING INPUT TOTAL RECORDS REC #S ASSIGNED RECORDS RECORDS RECORDS CREATED START STOP OVERLAYED REJECTED READ BIBLIOGRAPHIC 25 b x b ORDER 25 o o257679x 0

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services53 Millennium Implementation  Cons for Loading Firm Records from YBP via Millennium. Currently we do not see any cons with this process being done in Millennium

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services54 Millennium Implementation  Observations made during the transition between Telnet and Millennium Moving the load processes from telnet to Millennium was relatively painless. Providing step by step documentation with screen shots eased staff fear and anxiety. The added functionality and ease sold the idea of moving to Millennium.

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services55 Millennium Implementation  Documentation for both the telnet and Millennium load processes can be located at the following url:

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services56 This process can not handle everything  Oversize books  Multiple copies  Non-circulating items in the Main Tower (Only one status and itype is transmitted for each title)  Cat dates for brief records

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services57 Problems  Very dependable automated process  When problems happen to the process they happen to lots and lots and lots of records  Dependable customer service at YBP and at PromptCat

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services58 On-going Maintenance  It’s a complex process that requires maintenance and periodic examination – and a sense of humor Missing item records De-duplication at load Connexion changes

Annual Costs for Outsourced Cataloging Cost per Total Cost# of Records Record FY $76, ,857 $ 8.67 FY $66, ,050 $ 8.25 FY $51, ,316 $ 8.18 FY $50, ,117 $ 5.01 FY $43, ,650 $ 3.71 FY $36, ,650 $ 2.69 FY $32, ,289 $ 2.63 FY $14, ,661 $ 2.58 (Through Dec 2004) Difference from FY 1997 to FY $44, ,432 -$ 6.04

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services61 URLs of Interest Yankee Book Peddler: YBP Technical Services: x.html?tech_services.html&1 x.html?tech_services.html&1 OCLC: PromptCat:

Library Collections, Acquisitions, and Technical ServicesLibrary Collections, Acquisitions, and Technical Services. v. 27 no2 (Summer 2003) p

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services63 Any Questions? Kelly Shook (III & Loaders) Margaret Maurer (PromptCat, overall process) Michele Hurst (Acquisitions)