The Storage Documents Project Jimmie Lundgren ASERL 2010 Summertime Summit, Ga. Tech. August 4, 2010

Hidden Treasures Federal Documents in off-campus Auxiliary Storage Facility (ALF) Not inventoried or indexed in the library catalog (some exceptions) Indexed only through Monthly Catalog Shelved by SuDoc Numbers Retrieved for use on request

Opportunity Beckons High density facility (HDF) and SUS shared collection approved Oct –Initial “planning” money first year –Construction money expected next year Catalog (inventory) stored documents –HDF requires cataloging and bar-coding –Also benefits Selectives in FL, PR and VI (and ASERL colleagues) and UF patrons

Scope of Challenge Catalog about 300,000 federal documents Ready collection for relocation spring 2012 –On campus documents bar-coding will prepare Serials Set, etc. to also go to HDF Why not just scan it all? –Must be retained, still requires metadata –Scan priority items Example: Panama Canal Commission project

Roles of Technical Services Cataloging collaborating with Documents –Ran pilot project (11/08-05/09) –Planning, training & oversight –Provide staff & computers at ALF Preservation/Storage participation –Physical handling of materials & more IT support for PC’s, reports, macros

CatMet and Documents staff are working on the top secret Operation Stodocs. Their mission is to increase access to a vast hidden repository of government information. Photo credit: Betsy Simpson

Roles of Documents Department Collaborating with Cataloging –Advise on project scope, answer questions –Encouragement & support Provide 1 staff person more than half-time Supply SuDocs number when needed –Monthly Catalog database acquisition helps Providing list of priority series for analytics

Coordination Share problems and schedules by Meet monthly for updates –5 from Documents (1 onsite) –7 from Cataloging (5 onsite) –Storage/Preservation coordinator –Temporary staff members Great spirit of teamwork

Strategy Work onsite at ALF 5 flexible, fast cataloging staff 1 or 2 days per week 1 Documents Dept. staff (currently 3 days) Hire temporary staff –Student –Available skilled cataloger

Characteristics of Records Completed items June 30, 2010: 59,788 1,432 Serials titles 14,032 Book titles Records available in OCLC for 82% so far –Quality varies, some lack subjects, etc. –18% of titles needed original records Costs to date around $70,000 labor alone

Record Quality Standards K (minimal) level or better OCLC record Subjects automatically match to authority records; names match when available Series/serials issues –Input from Documents on when analytics matter (initial list plus) –Focus on true serials & monographs now –Defer option to serialize now but analyze later

Reports and Statistics Statistics from catalog –Monthly reports derived by IT as requested and reported by C&M Chair Detailed report by chair on Pilot Project Frequent direct communication among chairs, coordinators and Dean

Website and Blog Statistics posted monthly Monthly meetings notes posted Website at ct.html ct.html Blog at

Next Phase Could begin to move collection as soon as spring 2012 Increase funding for project-specific staff –2 Full time temporary catalogers (with benefits) –2 Part time student assistants Estimated entire project, bar-codes, etc. included: $400,000-$425,000.

Questions? Jimmie Lundgren, Associate Chair Cataloging & Metadata Dept.