Transforming collections sanchez oclc may 6 2011 complete

Transforming Collections, Transforming Technical Services: Finding Efficiencies in E-Content
Good Practices for Great Outcomes : Cataloging Efficiencies that Make a Difference
OCLC Forum at Texas State University, LBJ Student Center
May 6, 2011
Elaine Sanchez, Head Cataloging Librarian
Paivi Rentz, Head Acquisitions Librarian
Texas State University-San Marcos

Collections at Texas State

E- and Other Collections at Texas State: Cataloging Statistics FY10 – compared to FY09 FY10 – compared to FY08 E-resources budget 60% of budget spent on e-resources Not available Acquisitions Print down 2.72%; Non-print down .99%; E-resources up 3.72% Not available Total physical titles received FY10 (19,747) down 6% compared to FY09 (21,912) FY10 (19,747) down 11% compared to FY08 (22,374) Total physical titles cataloged FY10 (21,780) up 1% compared to FY09 (21,674) FY10 (21,780) up 1.03% compared to FY08 (21,122) Total e-titles cataloged FY10 (260,193) up 2015% compared to FY09 (12,907) FY10 (260,193) up 68% compared to FY08 (46,013) Total subscribed/purchased e-resource titles (cataloged/uncataloged) FY10 (614,644) up 187% from FY09 (327,926) Not available Total digital documents and metadata added by cataloging for institutional repository (BePress) titles FY10 (217) down 25% from FY09 (287) FY10 (217) was up 7% from FY08 (202) Total digital images and metadata added by cataloging in CONTENTdm titles FY10 was 40 (no prior year activity) Not available

Weeding at Texas State
General trends :
Library is moving to a commons concept with an eventual loss of collection space
Redesign of the special collection on the 7 th floor to eventually assume more collection space
Continuing addition of physical materials in a static shelf situation
Collection trends:
Media collection weeding/format upgrading, and move to e-video
Serial collection weeding (JSTOR)-serial drops-move from print to e-serials, while depending on archives like LOCKSS and Portico
Microform collection weeding with the move to e-databases
Music move to e- and streaming audio in addition to CD, and weeding of LP collection
Virtual reference and weeding of physical reference collection
Government documents shift to e- in general, a new e-government document collection via Documents without Shelves of Marcive, and weeding of government document collection
Book collection weeding and move to e-books
Collection Repository :
Library is planning for a Collection Repository to hold portions of the collection, freeing up space for the commons concept building redesign
FY10 – compared to FY09 FY10 – compared to FY08 Cataloging has increased its role in collection weeding activities, reflected in statistics Physical Collection Weeding FY10 (38,417) up 319% from FY09 (12,061) Fy10 (38,417) up 1420% from FY08 (2,706) E-Deletes for E-Drops FY10 (7,918) up 1047% compared to FY09 (756) FY10 (7,918) up 4551% compared to FY08 (174)

Transforming Texas State Technical Services

Texas State Transition: E-Cataloging, Digital Work 1997-2004 2005-2006 2007 2008 2009 2010 2010-2011 E-serial cataloging begins A-Z list migrated to Ebsco A-Z 628 NetLibrary records cataloged by Monographs using MarcEdit Temporary book backlog cataloger hired as Ebook/Metadata Cataloger Ebook/Metadata cataloger creates first application profile for CONTENTdm digital collection Media Cataloging begins cataloging streaming video Serials Cataloging/IR Manager creates organizational structure for DSpace 22,000+ NetLibrary records (uncataloged) loaded MarcEdit used to clean up the 22,000 NetLibrary records Acquisitions hires 1 st Electronic Resources Librarian Ebook/Metadata Cataloger, Spec. Coll. Cataloger, & Elect. Res. Librarian join IR Team Spec. Coll. Cataloger issues research paper on preservation and digital formats Music Cataloging begins cataloging streaming audio Ebook/Metadata Cataloger becomes Metadata & Institutional Repository Librarian Serials Cataloger creates 1 st A-Z list Serials Cataloger becomes IR Manager, IR Team begins Ebook team assembled to catalog increasing e-books E-resource cataloging statistics tracked in all e-formats IR Vireo, Metadata, and ETD Teams formed with catalogers and Elect. Res. Librarian Largest e-book sets, ECCO and MOMW, 242,204 titles, cataloged, and vendor authority Patron on demand and Documents without Shelves e-book acquisitions and cataloging services begin 27,473 NetLibrary records cataloged by Monographs with MarcEdit Temporary book backlog cataloger hired and added to Ebook team 202 IR docs. & 43,013 e-resources cataloged Ebook/Metadata Librarian maps Dspace and BePress metadata and record values ETD workflows created for Vireo, the IR, and catalog Research begins for new Dspace platform lead by Metadata & IR Librarian Cataloging 1 st to go live in III ETDs accepted in IR 287 IR docs. & 12,907 e-resources cataloged 217 IR docs. & 260,193 e-resources cataloged 68 IR docs., 40 CONTENTdm images, 39,933 e-resources cataloged

E-Cataloging and Cumulative Cataloged E-Resource Totals

Library Resources Awaiting Cataloging: Physical and E-Resource Counterparts
Ballpark counts as of April 28, 2011
Individual e-resource titles are frequently acquired as part of a collection, often with hundreds or thousands of titles. These are typically batch cataloged in record files, rather than individually.
Physical titles are generally acquired as single titles, and are cataloged individually, record by record.
These large and increasing e-resource collections have larger numbers of titles to catalog in a single acquisition; the URL makes them instantly available, which sets up a priority tension to make them available sooner.

IR Documents & Metadata Added, and Cumulative IR Totals

Cataloging & Metadata Unit E-Services Unit Name E-Services DMS (Database Management Services)
Vendor-supplied authority and bibliographic record loads for e-cataloging records
Creation and maintenance of virtual collection tracings for various e-collections, including e-Reference
Media Cataloging Unit
All streaming video cataloging services
Coordination with e-book cataloger and music cataloger on standards
Streaming video record deletes and cataloging management
Streaming video authority control, locally
Metadata/Institutional Repository Unit
Documents without Shelves e-government document cataloging service
Patron driven e-books cataloging service
New Directions for … standing orders changed from print to e-book
All other e-book cataloging services
DSpace platform building
Metadata services
eCommons management
CONTENTdm metadata
E-book record deletes and cataloging management
E-book authority control, with vendor, and locally
ETD and Vireo coordination
Music Cataloging Unit
All streaming audio cataloging services
Coordination with e-book cataloger and media cataloger on standards
Streaming audio record deletes and cataloging management
Streaming audio authority control, locally
Serials Cataloging Unit
Documents without Shelves e-government document cataloging service
All e-serial cataloging services
Gale standing order e-book set series
E-serial record deletes and cataloging management
E-serial authority control, locally
E-serial/merged print holdings notes and item record creation and management
Special Collections Cataloging Unit
ETD cataloging

From One to Many: E- Collection Cataloging Management
What Does It All Mean?
Our Collections are shifting to E-formats.
We have been determinedly and positively working together to create staff and workflow infrastructures to collect and make these resources available.
From individual records to thousands of records, we are finding creative and effective ways to manage the increasing flow of e-resources and e-cataloging needs, using new mass data management and editing tools for efficient and effective processes.
E-resources are proliferating in various formats, and one unit or one person cannot effectively handle them all.
Cataloging is going beyond e-cataloging to metadata and digital resource collections in the Institutional Repository, and creation and management of digital collections.

Finding Efficiencies in E-Content : Experience at Texas State

Systematic E-Cataloging Process
The Six Steps to a Systematic, Controlled, Quality Description and Access E-Resource Cataloging Process
Having quality records is one of the most important issues.
Identify what the quality criteria are for your online catalog to help in the determination of quality records, and thus potential use of vendor records.
E-resource permanence or stability of the e-resources is critical, as database maintenance for disappearing and reappearing e-resources is a nightmare.
Having a method in place to provide batch descriptive cataloging and authority control is vital.
Establishing a policy on when vendor records will be used, when individual cataloging will be done, whether brief records are a possibility, and when no cataloging will be provided, is another necessary step.
6. Having Acquisitions and Public Services staff aware of all these e-resource cataloging management practices is necessary so that they can understand why some e-resources are cataloged, and some are not.

Systematic E-Cataloging Process at Texas State
What e-resources will receive title-level bibliographic cataloging records
Permanent access titles
Subscription-based resources with title-level access
What e-resources will not receive title-level bibliographic cataloging records
Aggregate database e-resources with non-permanent titles
Large sets where no title-level bibliographic records are available. Discuss these situations with appropriate Unit and Dept. Head to provide the optimal solution for access
How to determine whether to use vendor-supplied (including OCLC) records or to catalog locally
The Electronic Resources Librarian will let us know about the availability of title-level bibliographic records from the vendor.
When to use vendor-supplied records: Cataloging & Metadata Services will evaluate, and determine use, according to the following criteria:
Quality of vendor-supplied records
Required/Deal-Breaker:
Accurate title
Accurate edition
Author
Title-level url
MARC formatting is correct for use in our ILS

How to determine whether to use vendor-supplied (including OCLC) records or to catalog locally
Highly Recommended :
Call number
Library of Congress Subject Headings
Cataloging records that meet current standards, including MARC standards
Number of staff available to catalog the resources
Rush access needs
Other needs, to be explained by Acquisitions or Collection Development
When to catalog locally: Cataloging & Metadata Services will evaluate, and determine use, according to the following criteria:
Absolutely no records available for purchase
Quantity of titles to catalog (300 or less)
Number of staff available to catalog the resources
Rush access needs
Other needs presented by Acquisitions or Collection Development
Will cataloging always be full and complete, or will brief records ever be utilized
Cataloging will be full and complete to the extent possible
Exceptions may be made in rare cases, such as the Patron-on-Demand, “coverage load” records, or uncataloged titles in online databases
CMS will evaluate when to apply this criteria

Why authority records and authority control are necessary
Authority work provides a controlled vocabulary that standardizes access points in bibliographic records. This enables patrons to search for materials in the library catalog with the desired subject content, authorship and/or title. Authority records are necessary so that in the OPAC there are not multiple variant forms of names, subjects, series, and so on. One search retrieves all associated records! Adding to that, other headings that are related to the initial search (earlier or later forms, broader or narrower subject terms, for example) are also easily viewed and subsequently searched, if desired. Authority records facilitate keeping our database current, as we are continually updating the records with changes and additions to the headings and cross-references when new knowledge becomes available.
Parameters for purchasing, or acquiring authority records from our authority control vendor
All efforts should be made to provide authority control records for all bibliographic records purchased or acquired from vendors. There is already a line item in the budget that is established for vendor authority control.
When to purchase authority control from authority vendor
Large batch files of vendor-supplied bibliographic records, over 100
When to leave authority control to cataloging units
When we catalog individual titles
When a batch file of vendor-supplied bibliographic records is 100 or less

What are the options if authority control cannot be purchased or reasonably performed for a large set?
Millennium First Use Headings Report to assemble headings needing authority control
These headings will be worked on as staff and time permit
These parameters cover most situations. Exceptions can be made for unusual circumstances.
Additional considerations
Source of records should be known
The treatment of reproductions, sets, and serials should be known
Will smaller bibliographic units, i.e., volumes, abstracts, chapter, poems, etc., be included?
Have access points been subjected to authority control?
Can the vendor edit to the library’s specifications, including local additions, and is there a charge?
Is there a unique 001 and where does it come from, and, how is it formatted?
Has the e-book cataloging set been deduped?
Do records match the content purchased– is there an e-resource for each record and vice versa?
Is your system’s record-loading functionality capable of handling the records, and what tweaks may be needed?
Will records be delivered in a timely manner, as soon as the e-resources are available?

User Efficiencies Created: Cataloging and Acquisitions User Efficiencies Created : Cataloging, Acquisitions Automating the rush process by adding ILS holds for materials requested as rush or on demand by patrons (2008) Globally updated notes in serials holdings records, improving them with more appropriate text, based on shared input from Serials Acquisitions, Reference, and Serials Cataloging (2009) Established standards and modified records with standard genre-headings for all e-resources, with input of Reference (2009) Implemented Vireo system, an electronic thesis and dissertation submission and management system (2010) Patron-driven e-book acquisition and cataloging (2010) Worked with Reference to create a Language Learning Media Collection and Digital Media Collection, re-locating appropriate materials to the Collections (2010) Documents without Shelves, an e-government document cataloging record service initiated with Government Information staff (2011)

ILS Efficiencies Created: Cataloging and Acquisitions ILS Efficiencies Created : Cataloging, Acquisitions Automated updating of OCLC holdings for all books, using Millennium create files/review files (2009) Implemented use of review files for online revision of item records, bibliographic record tracings and physical location of pieces (2010) Automated the weeding process by use of Millennium create files/review files and a weeding location code, also used to delete holdings on OCLC en masse (2010) Automated the distribution of unauthorized headings to appropriate units using Millennium first use headings reports and exporting of data (2011)

Technical/Workflow Efficiencies Created: Cataloging and Acquisitions Technical/Workflow Efficiencies Created : Cataloging, Acquisitions Began using MarcEdit and regular expressions to edit bibliographic records in a file, rather than individual editing (2005) Paperless request workflow in Acquisitions and transition in Cataloging & Metadata Services – processing data entered into order records, transferred to item records, and materials flagged/treated accordingly prior to distribution to cataloging unit (2008) Transferred cataloging of books with LC cataloging to a fast-cat process and a larger unit with other functions (2008) Outsourced authority control for books with LC cataloging (2008) Networked cataloging thermal Millennium spine label printers for all areas that produced various manual classification labels for library materials: Cataloging, Special Collections, Media, Reserve, Government Information (2008- ) Requested and ordered via YBP Gobi, with receipt of Gobi ExportPlus full MARC and later PromptCat records, for books (2009) Utilize a shared spreadsheet for serials adds and drops, used and maintained by both areas, rather than a paper form system (2009) Cataloging bounceback guidelines which standardized and streamlined problem-reporting with newly received materials that had been distributed to Cataloging (2009) Acquisitions and Cataloging & Metadata Services Procedures for Handling Replacements, and related Replacement & Withdrawal Procedures: set clear standards and procedures in place for both departments (2009) Determined a method to differentiate permanent access e-book records from Ebrary vs. subscription, by use of a “p” after the 001, so that we would not delete these purchased e-books (2010)

Balancing Efficiency with Institutional and User Needs, Technical Limitations
Duplicate print and e- titles: We don’t add parallel URLs (we started to, but mass record loads, limited staff, and disappearing access as titles were removed proved to be too costly and ineffective)
Mechanism of what we own: Perpetual access and keeping MARC records vs. deleting them for titles we no longer own, or have access to, continues to be difficult to manage but we rely on the Electronic Resources Librarian, and some sets (such as Ebrary) that have regular notices
Updating e- holdings on OCLC is not performed for vendor-supplied, non-OCLC e-resources because we defer e-book ILL, and e-resources that are not perpetually owned come and go
As we generally don’t load individual e-resource cataloging records that don’t meet standards, many titles are accessed only via our Database web page search; however, we do provide a full cataloging record for the database
For some sets which do not provide quality MARC records but are high request or usage, we do provide brief local cataloging or related-doctored-uncataloged OCLC records in our ILS prior to cataloging, with the URL for access, if it will take some time for us to completely catalog the resources

Future and The Collective Mind : Technical Services

Future Issues for Technical Services at Texas State
ERM coverage load for serials and e-book sets, and future ERM that better manages electronic resource workflows and continuing and permanent licensing needs
Continuing acquisitions/cataloging of and access to growing and changing e-resources and all library resources
Digital collections, digitization of collections and University outreach, metadata application, preservation digitization and archives
Development and growth of comprehensive digital collection platform
Merging of Archivist’s Toolkit records into the ILS
Evolution of ILS and our library e-resources, databases, bibliographic, authority, and holdings data: what is the next information platform after Discovery and Federated Search, and the roles that Technical Services must perform
RDA implementation, FRBR, Cataloging on the Semantic Web, Open Access and Scholarly Communication
RFID in our future
Future of MARC, and what is next?
Impact of the Commons concept and the future Collections Repository
Investigation of shelf-ready vendor processing for books with LC cataloging and other possible record enhancements
Succession planning and management

Shift to E- and the Collective Mind: Future of Technical Services
Selectors and Acquisitions/Collection Development are Drivers of the move to e-collections and database page access to sets; Cataloging & Metadata Services will be the Driver of collection digitization and metadata creation
Acquisitions/Collection Development and Cataloging & Metadata Services form a partnership with faculty in the building of the e- and physical collections for university and research needs
Cataloging & Metadata Services is the Driver of high quality, consistent access to all physical and e-format library resources, including archives and special collections, in present and future online catalog and other digital platforms
Without Technical Services, e-collections would not be available to our patrons; in fact, library resources in all formats would cease being available, secure, findable, and easily accessible for patrons
Without Technical Services, e-collections (in fact, all collections) would not have subject, title, classification, author access, and adequate resource description; there would be no method to connect patrons to their desired titles in a one-stop location
Without Technical Services, new and future digital platforms and discovery systems would not practice efficient recall and retrieval for patron searches
Cataloging & Metadata Services and Acquisitions together form the efficient, effective, integrated, creative Collective Mind of the Library

Cataloging, Metadata, Acquisitions: Collective Mind of the Organization
On May 26, 2010, LYRASIS convened a Summit Meeting in Atlanta with some of its leading academic library directors to discuss issues of strategic importance regarding the future of the library catalog and of the cataloging process. This paper summarizes the comments of the group and some potential actions LYRASIS might take to move these ideas forward.
http://www.lyrasis.org/Resources/Reports-and-White-Papers.aspx where the report is listed under : Library Director Summit on the Future of Cataloging
This should be reviewed, data gathered to support Cataloging & Metadata Services, and all of these discussed with Library Administration to demonstrate full support of and critical need for a complete, fully functional, librarian-run cataloging and metadata services operation.

Value of Cataloging, Item & Location Status, Authority Control, and More
To estimate the following return on investment (ROI) for cataloging records and bibliographic search and material availability enhancements of various types, see Joe Matthews’ PowerPoint presentation: Value of Library Services, a presentation to the Joint Chapter Professional Development Day, http://units.sla.org/chapter/cpnw/PastMeetings/0401Matthews.ppt (accessed April 28, 2011) or in Matthews, Joe. "The Value of Information in Library Catalogs." Information Outlook (July, 2000) 18-24.
With his formulas, which he used for special library collections, you can estimate:
Value of a Library’s Collection
Value of a Library’s Catalog
Collection ROI
ROI for enhanced MARC records
ROI for authority records
ROI of additional indexes
ROI for location and status of materials
Mr. Matthews suggests that the online catalog will be improved in its effectiveness in precision recall and retrieval if you keep it clean and assess this via a clean data base test, you use authority records, you frequently review subject headings, and you enhance your MARC records.
Critical skillsets of acquisitions staff and catalogers, not available elsewhere, and their importance in the digital future: for your administrator

Value of Cataloging, Item & Location Status, Authority Control, and More
Or, another method of valuing technical services worth can be found:
Hider, Philip. “How Much are Technical Services Worth? : Using the Contingent Valuation Method to Estimate the Added Value of Collection Management and Access.” LRTS (v. 52, no. 4) 254-262.

Cataloger Skill Sets and Expectations: Why we Critical to the Success of our University
Cataloger skill sets and expectations: Why we are so important to the mission, and future, of our organization. These are a few of the things Catalogers and Metadata Librarians do, skills we have, that no one else in the organization has:
Constructs original and copy cataloging in all formats and languages, using appropriate cataloging rules (AACR2, RDA, DACS, etc.)
Classifies and assigns subjects for subject analysis using Library of Congress Classification and Library of Congress Classification, among other classification schemes
Creates complex metadata in various schemas and non-MARC formats, for various digital platforms, including Dublin Core, METS, MODS, DACS, EAD, XML, Oxygen, for Dspace and CONTENTdm
Programming languages (PHP, JavaScript, XHTML, CSS)
Reading French, German, and/or Spanish, among other languages
Archival management
Digital librarianship
Works with automated library systems (Millennium, etc.) and bibliographic utilities (OCLC)
Builds authority records for accurate search precision and information retrieval
Oversees materials processing, approval plans, and workflows
Researches license and contractual agreements

Cataloger Skill Sets and Expectations: Why we Critical to the Success of our University
Cataloger skill sets and expectations: Why we are so important to the mission, and future, of our organization. These are a few of the things Catalogers and Metadata Librarians do, skills we have, that no one else in the organization has (continued):
Ensures catalog bibliographic integrity
Supervises staff
Evaluates training needs and assists staff to acquire them
Leads special projects, Project Manager
New and emerging standards and technologies relevant to bibliographic control, preservation, and digitization
Communication, interpersonal, organizational, and written skills
Participates in various collegial faculty programs
Collection development
Faculty liaison program
Reference desk rotation
Represent the library in cooperative programs
Other duties

Contact Information
Thank you!
Contact information
Elaine Sanchez
Head, Cataloging & Metadata Services
Alkek Library
Texas State University
601 University Dr.
San Marcos, TX 78666
email: [email_address]
telephone: 512-245-3005

Transforming collections sanchez oclc may 6 2011 complete

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