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Batch Cataloging : a Case Study of Loading Records for Lecture Notes in Computer Science


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With consideration for issues in batch copy cataloging, such as record quality and labor, batch vs. one-at-a-time and in-house vs. vendor record sets, we'll share our experience with searching for, …

With consideration for issues in batch copy cataloging, such as record quality and labor, batch vs. one-at-a-time and in-house vs. vendor record sets, we'll share our experience with searching for, selecting, and loading a batch of records for the titles in the Lecture Notes in Computer Science e-book series, covering: search strategies in WorldCat; deduping and selecting; editing in MARCEdit and, finally; loading into Sirsi Dynix WorkFlows.

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  • In 2005, Lehigh University cancelled their print subscription to the series Lecture Notes in Computer Science, deciding to rely solely on our online subscription. Our engineering librarian, the liaison to those academic departments who are the primary users of this series, requested that we continue to catalog the titles in this series individually, as had been done with the print subscription. This provided the opportunity to determine if there was a faster way to catalog these titles, considering batch cataloging of these titles, as opposed to cataloging one at a time.
  • [electronic resource] display is result list, although, is the call number more valuable? Refer to Univ of Colo use of 007 What it came down to was that we were not happy with this option, especially knowing that there are online records in WorldCat and that others are as interested in them as we are
  • So, we decided to give this method a try.
  • What about the records we already have in our catalog? This touches on one current issue in technical services, of how staff roles are evolving: our staff, whose primary role is serial check in, are the ones who took this step. This involved retrieving the correct record, enhancing the record (adding 246s when appropriate, 5XX notes, 710, 856), and adding a call number/item record.
  • In September 2006, Erin Stalberg, then at the University of Virginia, initiated a discussion on OCLC-CAT about how to search for a batch of records, specifically for the LNCS online version. What came of that discussion was the decision for us to use the following search strategy in Connexion: Se: lecture notes in computer science AND nt: electronic reproduction AND Kw: springerlink PY: 2005 [we did each year separately, from 2005 to 2007]
  • These records were saved to the local save file (important because the large amount of records can only be sorted by title in the local save file) and reviewed for duplicates and desired information (DOI URL can’t be used; GMD). Records were then separated into small batches for easier handling (editing, importing).
  • These records were handled during the third quarter of 2007. This means that not all titles for 2007 had yet been published. So we are currently revisiting a batch record search and load.
  • Between then and now, many, MANY records have been added. Though I can’t remember exactly how many records were pulled during that first phase, it wasn’t THIS many. It’s great that more records are available but, mmmmm, not really…
  • This is just one explanation for the growth in records (an example from the 2005 search).
  • Records began to be added, in batch?, in Dec. 2007 Free records (but no OCLC #)
  • Once our current batch is added, we will have added 1,193 new records
  • GMD, Electronic reproduction note (which isn’t necessary) and other notes (mode of access, system requirements), 007, 008/Form=s, 710 for SpringerLink It looks like UCSD JUST cancelled their print version (2008) will be interesting to see what they do Springer makes their own records, freely available on their website…but no OCLC #
  • Transcript

    • 1. BATCH CATALOGING A Case Study of Loading Records for Lecture Notes in Computer Science SNRG08 Doreen Herold & Gayle Nemeth Lehigh University June 16, 2008
    • 2. Introduction Pre-2005 – Print subscription for titles in the Lecture Notes in Computer Science series, with online access from 1997-present Titles are analyzed Lecture Notes in Computer Science series is very prolific, as compared with other Lecture Notes in… series
    • 3. What are our Options to Batch Catalog?
      • There is no GMD: 245 $h [electronic resource]
      • There is no 007
      • Note field stating “Also available online” could be misleading to patrons/staff
      • Interlibrary loan could potentially receive requests for a print copy we do not own
      OCLC offers a Collection Set of the titles in this series. However, their offering is records for the print version which have been enhanced to additionally reflect the online version. This means:
    • 4. Our “Ideal” Records
      • There are records in OCLC for the online version,
      • made by institutions such as the University of Colorado,
      • the Hong Kong University of Science and Technology,
      • and the University of Wisconsin, among others
      It seems to me that OCLC should create, or find, bibs for the electronic versions for [Lecture Notes in Computer Science]. Rich Aldred ~ Catalog Librarian ~ Haverford College [from an April 2006 OCLC-CAT discussion]
    • 5. Why choose to collect records directly through WorldCat as opposed to purchasing their collection set?
      • The records are specifically for the online version, not an enhanced print record
      • Can pull a significant number of these records through a thought-out search strategy
      • The records are of good quality (many seem to be derived from the print record)
    • 6. Records pre-2005 But before searching for the records from 2005 to present, we had staff ensure that the pre-2005 print records already in our catalog also reflected the online version from 1997 (which is the earliest year to which we have access).
    • 7. Records 2005-present
    • 8. Next, We Forged Ahead with Finding Records in WorldCat This happened in the summer of 2007. We pulled the following amount of records for each year: 2005 – 166 2006 – 137 2007 – 114 In comparison, the numbers we have in our catalog for the previous three years: 2004-223 2003-338 2002-289
    • 9. Search Strategy for Finding Records in OCLC
    • 10. Have Records, Will Travel
      • Saved to local save file for dedup and review
      • Separated into smaller sets for ease
    • 11. MARCEdit
      • They were exported and then brought into MARCEdit for cleanup/enhancement:
      • Added 710 2_ SpringerLink (Online service)
        • First deleted occurrences of this field, to avoid duplication
      • Added 856 $z Available to Lehigh users
        • First deleted undesired data in 856
      • Added 949 to create call number/item record
        • 949 _ _ $a Electronic conference $w ALPHANUM
            • $h LYU6 $x ECONF
        • LYU6 = Library-Lehigh, Location-WWW, Item Type-Online
    • 12. Final Step… Add the records into WorkFlows using MARC Import and Load Bibliographic Records report
    • 13. … or is it? Not all records were retrieved. Used the List Bibliography Report to generate a list of those records that had been imported in this manner. Search String tab- Lecture notes in computer science {SER} and SpringerLink {AU} and {pbyr} > 2004
    • 14. Filling in the Gaps This list was used to spot missing volumes which were then handled individually.
    • 15. Filling in the Gaps
      • 2005 – 166 + 184 = 350
      • 2006 – 137 + 213 = 350
      • 2007 – 114 … the story continues
    • 16. Phase Two
      • 2005 – 1031 records
      • 2007 – 798 records
    • 17. Why So Many Records? Explains around 100 records
    • 18. Springer Catalogs!
      • GW5XE = 460 of the 798 2007 records
      • A significant number are duplicates
      • Huh, wha da ya know? Their cataloging is actually quite good.
      • Records for free from their website
    • 19. What Has Come From All of This?
      • Sept. 2007 to present—1,193 records added
      • Records are specifically for the online
      • Staff development is enhanced
    • 20. Final Observations Questions
      • Differences between C$Q records and online records
      • Differences between GW5XE records and academic institution records
      • Future plans