Eg2010 calvin-serials

Managing Serials with Evergreen A Case Study of Hekman Library at Calvin College

Why Serials Management?
High volume of throughput
Large number of repetitive tasks
Fine-grained details of great importance

Challenges of Serials Management
Take advantage of general predictability and repeatability
Allow for very frequent exceptions
Accommodate wide variety of management practices
Manage metadata level holdings, physical level copies, and business level information

Evergreen Serials Model Metadata Physical Business

Metadata – Basics of MFHD
M ARC F ormat for H oldings D ata
Often pronounced as “muff-head”
Standard, often computable way to share volume, part, and copy information
Incorporates publication patterns as part of the standard

MFHD Example
Field 853
Caption and Pattern statement
Often one per record
Field 863
Enumeration and Chronology statement
Often many per record
Other paired fields – 854/864, 855/865
Field 866 – Textual (i.e. non-standardized) Holdings

Metadata Management
Goal – Internalize and automate the MFHD record editing so that the serials worker can concentrate on the physical item workflow
Benefits
Greater accuracy
Easier integration

Evergreen Serials Model Metadata Physical Business

Physical – The Issuance Table
Primary workspace and data source for serials
Every serial ‘piece’ will have it’s own entry
Critical fields include
Date Expected
Date Received
Series Label Information
Claimed?
Shelving Unit

Physical – The Shelving Unit
Shelving Units are generic containers of one or more issuances
May be used to represent a single issue, a volume of issues, an entire shelf of volumes, etc.
The entire unit is represented by a single call number
Therefore, each copy represents an entire unit

Shelving Unit – Use Cases
Library does not circulate serials
Free to have any number of Units
Simplest case – single unit for entire run, single call number
Library circulates current issues only
One Unit per current issue (may have multiple copies) – use ‘Auto per Issue’ feature
At least one unit for any bound volumes
Library circulates bound volumes
One Unit per bound volume – use ‘Auto per Volume’ feature
May also have Unit per unbound issue

Business – Not Included
While some of the structures are in place, links to the acquisition structure will be a future development task

Standard Workflow
Create MFHD record, including prediction pattern statement
Generate one or more issuances based on pattern in MFHD
Receive issuances
automatically generates/edits enumeration and chronology statements in MFHD
creates call number and copy records as needed
Return to step 2

Primary Serials Interface - Preview

Workflow Exceptions
Types of problems
Claims
Prediction pattern exceptions (issue cancelled, extra issue, date changed, etc.)
Manual Shelving Unit, call number, and copy management
Will be handled as needed by separate interfaces

More Information
Credits
Dan Wells, Library Programmer Analyst
Steven Putt, Electronic Services Librarian
For the latest version of this presentation, please visit www.calvin.edu/library/downloads/eg-serials-presentation-2010.zip

Eg2010 calvin-serials

by Bill Ott

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