Automating Collection Development, Streamlining Acquisitions and Outsourcing Copy Cataloging: New Partnerships with YBP, Innovative Interfaces and PromptCat Prepared by: Allison Reeves, Carroll College June 2, 2005

Todd Wehr Memorial Library Carroll College 2400 FTE undergraduate and graduate students Library staff –½ time director –5 professional librarians –3 paraprofessionals –6 part time supervisors –36 work study students

How can a small library excel when everyone is working 2 to 3 jobs within the library? Automate collection management –YBP’s Gobi Export YBP annual subscription Streamline acquisitions –YBP’s Gobi Export and Innovative Interfaces Innovative’s [409] Extended Approval Plan Interface Outsource copy cataloging –YBP’s Gobi Export & Shelf Ready Service, Innovative Interfaces and OCLC’s PromptCat PromptCat subscription

Automating Collection Management: YBP’s Gobi Export and Gobi Express Old Workflow –Librarians would collect information and find titles through a vendor –Copy and paste all vital information into an electronic form –Send to form to acquisitions New Workflow –Librarians collect information and order books through GOBI 2 –If unavailable in GOBI 2, order the old way

Streamlining Acquisitions: YBP’s Gobi Export and Innovative Interfaces Old Workflow –Acquisitions would copy and paste information from the electronic form into the Innovative system to create an order record –Average of 2300 order records each year New Workflow –GOBI Export is used to move selections into the Innovative system –Brief bibs with attached order records are automatically created –Funds are automatically encumbered

Streamlining Acquisitions continued: In the morning, acquisitions picks up the file of selections from YBP’s server and brings it into the Innovative system via ftp The selections are filtered through the GOBI load table in our Innovative system A brief bib is created with an attached order record

Streamlining Acquisitions continued: Orders are sent to YBP Order record shows the time and date sent The OPAC reflects the current status of the order record Funds are encumbered YBP sends confirmation

Outsourcing Copy Cataloging: YBP’s Gobi Export, Innovative Interfaces and OCLC’s PromptCat Old Workflow –Acquisitions would receive the invoices and manually enter the information into each order record –Cataloging would catalog all received items –Books would be individually processed New Workflow –PromptCat provides complete OCLC MARC records and delivers YBP invoices –Funds are automatically expended –Item records are automatically created –YBP physically processes the books so they are shelf ready

YBP’s Shelf Ready Service

YBP: Automate collection management, streamline acquisitions and outsource copy cataloging Implementation –Updated slip profile for collection development –Annual subscription for GOBI Export & Shelf Ready Processing –Technical Services Document GOBI Export PromptCat Shelf Ready Processing

Innovative Interfaces: Automate collection management, streamline acquisitions and outsource copy cataloging Implementation Innovative’s [408B] Electronic Ordering (BISAC) via – we already owned Innovative’s [409] Extended Approval Plan Interface – had to purchase –bibliographic, order, and invoice data may be accepted from a vendor

OCLC’s PromptCat: Automate collection management, streamline acquisitions and outsource copy cataloging Implementation PromptCat subscription EDX Assessment Form –Electronic MARC Subscription account PromptCat Order Form

Implementation Time Line April 2-5, 2004 –IUG 2004 May 6, 2004 –Decided to go with YBP and PromptCat June 20, 2004 –Started working on technical services setup with YBP and PromptCat August 3, 2004 –Started working on Extended Approval Plan with Innovative August 27, 2004 –Started using new workflow September 7, 2004 –Received first PromptCat file November 20, 2004 –Turned over workflow February 18, 2005 –All loading problems corrected

Reflection Library support Working with three different vendors at the same time Time frame –Schedule –Fiscal Year Making sure all codes in Innovative, GOBI Export and PromptCat match

Pure Joy!