Preparing the Collection for Automation Dr. Dania Bilal IS 582 Spring 2008

Things to Consider Weeding Inventory Shelflist analysis Recon decisions

Weeding Weeding is essential before retrospective conversion (recon) Weed the collection based on the library’s weeding criteria Withdraw the shelflist cards for weeded items

Inventory Performed to identify –items for which no shelflist cards exist –shelflist cards for which materials are missing or lost Performed to decide on materials to be converted –Save cost of conversion of items

Shelflist Analysis Materials destined for recon must have shelflist cards The more complete and accurate the information on the cards is, the higher the probability is for finding matches in MARC databases

Shelflist Analysis Shelflist analysis ensures uniformity and consistency Each shelflist card must contain this information:

Shelflist Analysis –ISBN and LCCN –no. of copies of an item –no. of volumes for an item –accurate bibliographic information (author, title, publication information, etc.) –a call number and a standard prefix (R for reference or Ref for reference, etc.)

Recon Recon is the process of converting shelflist cards into a machine- readable format based on the MARC 21 standard. Each shelflist card is matched against a vendor’s MARC database(s). Matches are done by ISBN, LCCN, then author, author/title, or title.

Recon Enhancements may be made to matched MARC records, as specified by the library. Matched MARC records are saved onto CD’s or other media, or transferred electronically over the Web. Non-matches are either keyed-in by an operator or sent back to the library for in- house conversion.

Recon Specifications Vendor profile specifications –The vendor should send you a library profile form to complete and return Library specifications –Includes specifications not addressed in the vendor’s profile form

Recon Vendor Forms Forms may include these options: –Fiction: FIC with first 3 letters of Main entry –Easy books: E with first 3 letters of Main entry –Reference: REF with Dewey with first 3 letters of Main entry –Barcodes: range of barcodes for items and range of barcodes for patrons

Who Does the Recon? Vendor (outsourcing) –Advantages Students to describe, See Bilal’s Text –Disadvantages Students to describe: See Bilal’s Text

Who Does the Recon? Library staff (in-house) –Fee-based options: CD-ROM –Size of MARC21 databases have fewer records than those used by a vendor »Lower number of matches, or hit rate Web-based –Option to use more than one single MARC21 databases »Higher number of matches, or hit rate

Who Does the Recon? Library staff –Free Web-based MARC records Library of Congress Z39.50 Gatewayhttp:// –Suitable for academic and public library collections Sunlinkhttp:// –For small collection –Suitable for school libraries

Who Does the Recon? In-house –Advantages Students to describe –Disadvantages Students to describe

Who Does the Recon? Combined conversion process –Vendor & library staff –Advantages Students to describe –Disadvantages Students to describe

What Recon Method to Use? Decision depends on: –the type of library and its collection size –the qualifications of existing library staff –the timeline for completing the automation project –the cost analysis performed for various recon methods

Cost Analysis for Recon Why do a cost analysis? How to do a cost analysis? –See Text, pp Does a large library need to perform a cost analysis?

Barcoding the Collection Types of barcodes: –Smart barcodes –Dumb barcodes Can dumb barcodes become smart?

Specifications for Barcodes Recon specifications should include smart and dumb barcodes Smart barcodes are generated during the conversion process

Specifications for Barcodes Specifications for smart barcodes should include: –compatibility with the application software –compliance with barcode standard (symbology) –the type indicator (e.g., 1 for materials) –name of the library, item title, and item call number

Specifications for Barcodes –barcodes should be arranged by call number –one barcode is needed for copy of an item held in the library –one barcode is needed for each volume in a multi-volume set held in the library

Barcoding the Collection? Pre-requisites –close the library –recall checked-out items –divide shelves into sections –use the smart barcodes first Match each call number on the barcode with that on the shelf before affixing the barcode

Barcoding the Collection? Placement of barcodes –Print materials Considerations Placement –Non-print materials Considerations Placement

Bibliographic Standards The format and content of the cataloging database must conform to bibliographic standards. The most important ones are: –MARC 21 –AACR2R –ISBD

MARC 21 Components: –leader –fixed field (tag 008) –variable fields (tags ) –local field (tag 900) –tags

MARC 21 Components (cont’d.) –indicators –subfield codes –delimiters MARC manual can be found on the Web at