1. Susan Wynne GUGM 16 May 2013

2. checkmarc quick facts Developer: Chad Nelson Inspired by University of Florida’s CatQC program Programming language: Python Runs on a MARC file Current version has predefined “checks” of fixed and variable field data that may signal errors/problems

3. Audience poll Who’s using shelf-ready services? – What’s your approach to quality control? Who’s considering shelf-ready services? – What are your concerns about setting up shelf- ready services or workflows?

4. About Georgia State Photo credits: Georgia State University Media Relations

7. Current cataloging staff

8. Some cataloging stats FY13 through March 31 *Newly cataloged print monographs only **Some shelf-ready materials need attention in-house

9. Outsourcing helps us to… Avoid a backlog of purchased materials Maintain a cleaner database (especially access points) Catalog more unique or complex resources, especially… – Special Collections materials – Scores, DVDs, other special formats Upgrade minimal master records in WorldCat Have more time to learn RDA

10. Shelf-ready workflow (before) Began in January 2010 YBP Approval plan and slip orders only – Books – No special formats – Any encoding level or cataloging source “Exceptions” identified by vendor or during unpacking cataloging staff Non-exceptions stacks – Cataloging staff hold vendor slips for manual checking

11. “Shelf-ready exceptions” No spine label Volume numbers readily apparent Accompanying material Call numbers beginning with Z

12. Quality control (before) Exceptions workflow Vendor slips Manual

14. Common errors found manually empty/incomplete 300 partial call numbers 2 050 fields mismatch between bib & MFHD call number serials cataloged as monographs

15. Common errors found manually 490 1 st indicator 0 discrepancies between dates in 26X, call no., fixed field CIP records volume sets not identified

16. What to do? Abandon quality control? – Still finding errors that affect access Maintain status quo? – Too much time spent for the number of errors found – Defeats the purpose of outsourcing

17. What to do? Use WorldCat Cataloging Partners reports for quality control? – Identify encoding levels, record source, missing labels

19. What to do?

20. checkmarc criteria Type of record not “a” – Scores, cartographic material, etc. BLvl not “m” – Serial records Encoding levels 2, 3, 5, 7, 8, E, J, K, or M – Alerts us to minimal, prepub, and less-than-full 040 ‡b other than “eng” – Non-English language of cataloging

21. checkmarc criteria Presence of ‡n or ‡p in 245 – Clue to a part of a multi-volume work Numerals in 245 ‡a or ‡b – Clue to possible serial, but leads to some false positives Keywords in 245: “annual” or “biennial” – Clue to possible serial

22. checkmarc criteria 300 ‡a begins with p. or v. – Clue to incomplete 300 and some multi-volume records, but leads to some false positives Presence of 300 ‡e – Accompanying material 490 with 1 st indicator 0 – Untraced series Records lacking at least one 6XX with 2 nd indicator 0 – No LC subject headings present

23. Testing # Records % of File % of checkmarc Results Flagged by checkmarc5239.4%100% Already fixed (probably SREs) 2418.2%46.2% Required manual attention1410.6%26.9% False positives86.1%15.4% Flagged as Elvl 8 but OK64.5%11.5%

24. Errors missed by checkmarc Error#Notes 050 with two ‡a1Not in current programming Often a signal of call no. mismatch Multiple 050 fields 1Flagged by checkmarc for another criteria Often a signal of call no. mismatch 490 01Found by checkmarc, but title didn’t display in report (bug reported) Typo in publisher name 1 Diacritic errors in contents note 1 Record with multiple issues 1Misplaced ‡c in 245 Inadequate subject headings

25. Demo Run a MARC file Display and discuss report – False positives – Other items to consider skipping Correct errors manually

28. Shelf-ready workflow (after) Began in January 2010 YBP Approval plan and slip orders only “Exceptions” identified by vendor or during unpacking cataloging staff Non-exceptions stacks – Cataloging staff hold vendor slips for manual checking only to identify the MARC file

29. Quality control (after) Exceptions workflow Cataloging staff run checkmarc on the MARC file – Scan reports – Check selected records in Voyager – Fix errors in Voyager as needed – ~1 hour on a typical file (not including time to retrieve any items from stacks)

30. What checkmarc can’t find/do Mismatches between the call no. in MFHD and the spine label Information not matching the item in hand Typos, misspellings, etc. Incorrectly formed subject headings Errors in application of cataloging rules Missing fields or information other than the criteria described earlier Fix the problems directly in the Voyager database

31. Desired enhancements Change 300 ‡a begins with p or v to 300 ‡a begins with p or contains v or volume? – E.g, 300 ‡a 2 v. Presence of multiple ‡a in one 050 field Presence of multiple 050 fields – And both 050 + 090 in the same record

33. Current explorations/future directions Start running checkmarc 1.0 on e-book approval files – E-book approvals began January 2013 Part of “mainstreaming” e-workflows Consider possible changes to criteria for RDA data Customizable version under development – Select your own criteria to look for – No timetable for availability

34. How can I use checkmarc? GSU has no plans to host on our servers for public use Options… – http://serene-scrubland-6954.herokuapp.com/ http://serene-scrubland-6954.herokuapp.com/ Disclaimer – Set up on your machine – Have your system administrator deploy it on a local server – Find another hosting option for public use? – Let’s talk!

35. Selected reading Jay, M., Simpson, B., & Smith, D. (2009). CatQC and Shelf-Ready Material: Speeding Collections to Users While Preserving Data Quality. Information Technology & Libraries, 28(1), 41-48.CatQC and Shelf-Ready Material: Speeding Collections to Users While Preserving Data Quality Vinh-The, L. (2005). Quality Control Issues in Outsourcing Cataloging in United States and Canadian Academic Libraries.Cataloging & Classification Quarterly, 40(1), 101-122. Walker, M., & Kulczak, D. (2007). Shelf-ready books using PromptCat and YBP: Issues to consider (An analysis of errors at the University of Arkansas). Library Collections, Acquisitions, & Technical Services, 31(2), 61-84.

36. Acknowledgements Chad Nelson, former GSU programmer – creator of checkmarc Hannah Grant & Christine Cooney, cataloging staff – collaborators on checkmarc criteria – Christine is the primary current user of checkmarc Cliff Landis, Web Services Librarian Eric Willoughby, Web Programmer Bill Walsh, Dept. Head, Technical Services Michael Jay, Betsy Simpson, & Doug Smith, Creators of University of Florida’s CatQC program Lai-Ying Hsiung told me about CatQC and shared some info on shelf-ready workflows

38. Contact me Susan Wynne Cataloging & Metadata Librarian swynne@gsu.edu 404-413-2729 http://gsu.academia.edu/SusanWynne