1. Cataloguing Lean Project 2008 Anne Wilcox (Deputy, Acquisitions and Cataloguing)

2. The project What it involved Why we did it What we did What happened What happened next …

3. Why did we do it? Eliminate backlog of books Reduce catalogued-to-shelved process times Ensure consistency of processes Free up cataloguing time

4. What we did #1 Preparation Technical aspects of cataloguing Process analysis Problems applying Lean Confirmation of times/processes

5. What we did #2 Workflow Process analysis (NB unedited bib records already downloaded/created by Acquisitions) Change of procedure Categorise Prioritise Monitor (times and numbers)

6. What we did #3 The backlog Analysis of processes and times showed extra staff needed to eliminate backlog Finance was agreed for staffing to eliminate backlog (of new books, DVDs and items waiting for processing)

7. What happened 3 out of 4 aims achieved Backlog was eliminated within 4 months Average non-urgent book-to-shelf time was reduced from 10 weeks to approximately 2 days New workflow procedures with consistent processes were in place Existing consistent technical processes were continuing Time freed-up? To be established going forward

8. What happened next Reappearance of backlog (c. 2500 items by November 2012) Why? Move out of library during Redevelopment Research Enhancement funding Variety of inputs Gifts needed catalogued too Supporting other sections Project work Staffing

9. However today … Backlog has now been eliminated again Urgent books continue to be catalogued and processed the same day Other books are now quickly available to readers (either the same day or within about a week) Gifts are included in the daily cataloguing schedule Cataloguing standards are maintained

10. How we did it Combination of … Continuous improvement (of existing Lean process of daily planning, plus prioritising inputs) Collaboration with Collections team Recall system Collections stock moves New Quick Cat process

11. How Quick Cat works Non-urgent books and gifts into store with pressmark to identify shelf location Catalogued to initial Quick Cat standards: check title, edition, ISBN, authors and editors, remove any misleading data. Overlay with a better record if possible. Add classmark and item identifiers to enable recall. Readers can recall them and get them within 24 hours Working with ebbs and flows of inputs, upgrade to recognised international standards Available to move into main stock as part of planned programme

12. Looking forward Still many other calls on the section's time apart from cataloguing new books These likely to increase Freeing-up extra staff time unlikely to happen any time soon!