1. Collection Preparation for Automation Dr. Dania Bilal IS 582 Spring 2009

2. Collection Preparation: Library Environment Performed when automating for the first time Performed when automating for the first time Runs in parallel with SDLC Phase 3: Selection, earlier SDLC Phase, or during implementation (SDLC Phase 5) Runs in parallel with SDLC Phase 3: Selection, earlier SDLC Phase, or during implementation (SDLC Phase 5)

3. Collection Preparation: Library Environment Card catalog records must be converted into computer-based format using bibliographic standard MARC21 Card catalog records must be converted into computer-based format using bibliographic standard MARC21 Process called Retrospective Conversion or Recon Process called Retrospective Conversion or Recon Process also known as Data Conversion Process also known as Data Conversion

4. Things to Consider Develop a plan for weeding the collection before Recon is performed Develop a plan for weeding the collection before Recon is performed Employ weeding criteria based on collection development policy Employ weeding criteria based on collection development policy Take inventory of the collection Take inventory of the collection Ensure catalog cards in shelflist match books on library shelves Ensure catalog cards in shelflist match books on library shelves Analyze collection shelflist Analyze collection shelflist Make Recon decisions Make Recon decisions

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

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

7. Analyze Shelflist Materials destined for Recon must have shelflist cards or other form that identifies bibliographic information Materials destined for Recon must have shelflist cards or other form that identifies bibliographic information The more complete and accurate the information on the cards is, the higher the probability is for finding matches in MARC databases for your library items The more complete and accurate the information on the cards is, the higher the probability is for finding matches in MARC databases for your library items

8. Shelflist Analysis Shelflist analysis ensures uniformity and consistency Shelflist analysis ensures uniformity and consistency Ensure each shelflist card contains the following information, as much as possible: Ensure each shelflist card contains the following information, as much as possible:

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

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

11. Recon Enhancements may be made to matched MARC records, as specified by the library. 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. 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. Non-matches are either keyed-in by an operator or sent back to the library for in-house conversion.

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

13. Recon Vendor Forms Based on Profile established before, during, or after weeding and taking inventory, fill out form(s) sent to you by automation vendor you selected (if Recon is outsourced) Based on Profile established before, during, or after weeding and taking inventory, fill out form(s) sent to you by automation vendor you selected (if Recon is outsourced) If Recon is to be done in-house, establish a Profile to use in-house during Recon If Recon is to be done in-house, establish a Profile to use in-house during Recon

14. Example of Recon Profile Prefixes Prefixes Fiction: FIC with first 3 letters of Main entry Fiction: FIC with first 3 letters of Main entry Easy books: E 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 or with LC (large library) Reference: REF with Dewey with first 3 letters of Main entry or with LC (large library) Barcodes: range of barcodes for items and range of barcodes for patrons Barcodes: range of barcodes for items and range of barcodes for patrons

15. Who Does the Recon? Vendor (outsourcing) Vendor (outsourcing) Advantages Advantages Disadvantages Disadvantages

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

17. Who Does the Recon? Library staff Library staff Free Web-based MARC records Free Web-based MARC records http://www.loc.gov/z3950 Library of Congress Z39.50 Gateway http://www.loc.gov/z3950 Library of Congress Z39.50 Gateway http://www.loc.gov/z3950 Suitable for academic and public library collections Suitable for academic and public library collections http://www.sunlink.ucf.edu Sunlink http://www.sunlink.ucf.edu Sunlink http://www.sunlink.ucf.edu For small collection For small collection Suitable for school libraries Suitable for school libraries

18. Who Does the Recon? In-house In-house Advantages Advantages Disadvantages Disadvantages

19. Who Does the Recon? Combined conversion process Combined conversion process Vendor & library staff Vendor & library staff Advantages Advantages Disadvantages Disadvantages

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

21. Cost Analysis for Recon Why do a cost analysis? Why do a cost analysis? How to do a cost analysis? How to do a cost analysis? See Bilal Text, pp. 100-101. See Bilal Text, pp. 100-101. Does a large library need to perform a cost analysis? Does a large library need to perform a cost analysis?

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

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

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

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

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

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

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

29. MARC 21 Components: Components: leader leader fixed field (tag 008) fixed field (tag 008) variable fields (tags 001-900) variable fields (tags 001-900) local field (tag 900) local field (tag 900) tags tags

30. MARC 21 Components (cont’d.) Components (cont’d.) indicators indicators subfield codes subfield codes delimiters delimiters MARC manual can be found on the Web at http://lcweb.loc.gov/marc/umb MARC manual can be found on the Web at http://lcweb.loc.gov/marc/umb http://lcweb.loc.gov/marc/umb