Moulen digital bookplates


Published on

Published in: Business, Economy & Finance
  • Be the first to comment

  • Be the first to like this

Moulen digital bookplates

  1. 1. Digital BookplatesMITs approachChristine MoulenEx Libris Northeast User GroupOctober 27, 2011
  2. 2. Paper to Digital Paper bookplates were only good for physical materials, and best for books, though we also used them on certain other formats. Many new purchases moving toward electronic content, and we needed a new way to acknowledge our donors. Digital Bookplates | ENUG 2011
  3. 3. To scan or not to scan? We considered scanning the paper bookplates and linking to those images from the catalog. ◦ Users would have to click away from the catalog record to see the bookplate. ◦ Continued expense of designing new bookplates for new funds. ◦ Where would they be stored? Could we assure permanent access? Digital Bookplates | ENUG 2011
  4. 4. Notes in MARC We decided to place a textual note in the MARC record, which would display in the public catalog (Barton). ◦ Protect this field in loader merge routines. ◦ Export, or not, to external discovery systems. As with the paper bookplates, the donor note is only added for selected funds - endowments and gifts over a certain value. No more paper bookplates, even for physical materials. Digital Bookplates | ENUG 2011
  5. 5. Technical details Needed to be easy for staff to add with a macro, and/or for a scripted loader process to add programmatically. ◦ Keyed off of the Aleph fund code. ◦ YBP orders all go through the same loader, which already included custom scripting around our fund codes. Add the note there automatically. ◦ Non-YBP orders, staff use a macro. Digital Bookplates | ENUG 2011
  6. 6. The 599 10 Created a local 599 10 MARC tag. Label: Donor Note. Indexed. Always begins with generic text: "Acquisition made possible by ". ◦ Be sure the fund/donor name reads properly with this phrase. ◦ I.e. sometimes add "the" in front of a fund name. Repeatable, as needed. Digital Bookplates | ENUG 2011
  7. 7. Beyond OPAC display The donor note is indexed, and can be searched for all items purchased on a particular donor fund, if you know the fund code. A URL for all of a donors purchases in the catalog can be constructed and distributed as desired. ◦ Used in Donor Relations and Stewardship communications. Digital Bookplates | ENUG 2011
  8. 8. Issues Donor notes list is maintained in 2 places - a spreadsheet for the macro, and a Perl script for the loader. ◦ Both must be kept up to date. Not all orders use donor funds, so staff need to remember to run the macro. ◦ Periodic reports are run to check for omissions. Digital Bookplates | ENUG 2011
  9. 9. Future development Considering a new process which will identify donor orders on a nightly basis and automatically add the note field to the MARC records. ◦ One scripted list to maintain ◦ Not subject to forgetful staff Likely a combination of SQL, p_print_03, and p_manage_18 jobs. Digital Bookplates | ENUG 2011
  10. 10. Questions? Contact me ◦ Note: Our policy document is included as an attachment to the PDF slides. Digital Bookplates | ENUG 2011
  11. 11. Steven D. Horsch, 77 Massachusetts Avenue Head of Donor Relations and Stewardship Cambridge, MA 02139-4307 Building 14S - 308 Phone 617.452-2123 Email horsch@mit.eduMEMORANDUMJune 14, 2010From: Steven Horsch, Head, Donor Relations and Stewardship Charlene Follett, Monograph Acquisitions and Gifts LibrarianR.e.: Updated MIT Libraries Stewardship Policy for Information Resources Acquisitions Fund Gifts• The Libraries accept and deeply appreciate gifts to support the acquisition of information resources.Gifts to create an endowed, named fund must be $50K or more (cash gift or multi-year pledge). Gifts toan existing endowed account, or for expendable acquisitions use, can be in any amount.• A separate, named “G Fund” account will be created for any expendable gift for informationresources acquisitions of $5K or more not made to an already existing account.• Any gift of less than $5K for information resources acquisitions (but not to an endowed or alreadynamed account) will be added to the general “G Fund” account related to the donor’s specifiedcollections area (e.g. EAPS, Science, Humanities). In the case the donor specifies the desire to supportacquisitions but does not specify an academic area, the gift will be credited to a general acquisitionsfund.• To recognize the generosity of Libraries’ supporters, our goal is to steward their gifts byacknowledging these gifts in a publicly visible and gracious way. This will be done in a way thatminimizes processing and data entry time commitment, while retaining stewardship value, so the dualgoals of better stewardship and increased processing efficiency are met.Bookplating Policy (Updated)Endowed funds:• Effective at the beginning of fiscal year 2011 funds, all bookplating of resources purchased withendowed acquisition funds will be electronic. Use of paper bookplates will be discontinued. Massachusetts Institute of Technology
  12. 12. Updated Bookplating Policy and Procedures Page 2G funds:• Information resources purchased with “Named G Funds” will be acknowledged with electronicbookplate notes effective at the beginning of fiscal year 2011.• Information resources purchased through “G-GENE Funds” will not be bookplated in any way.Electronic Bookplating Procedure (NEW)• The publicly visible Barton record for a resource purchased with money from an endowed fund ornamed “G Fund” will include the notation “Acquisition made possible by the Fund Name” under thesection heading “Donor Note.”• Resources where multiple funds were used to acquire them will include a separate electronicbookplate note recognizing each fund.• Barton records for resources only partially paid for by an endowed fund or named “G Fund” willcarry the same notation, as the electronic bookplate note language does not specify or imply that theresource was paid for entirely by the named fund.• As appropriate and as possible, search functions to pull a listing of resources acquired with a specificendowed fund or named G Fund can be created and shared with a donor so he/she can look at Bartonrecords for all resources purchased with his/her fund. This will be done on a case-by-case basis andonly where appropriate for the donor’s stewardship strategy. Massachusetts Institute of Technology