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Government Documents
Disposition Project Made Easy
       with Aleph V.18
          2009 ELUNA Conference
                ...
Florida International University
Florida International University
• First public, urban, research institution in Miami-Dade
• Opened for classes in 1972 wi...
Florida Center for Library Automation

• Provides automation services that assist the libraries of Florida’s publicly-
  f...
Two federal depository collections
                               serving two distinctive congressional
                  ...
Biscayne Bay Library Documents Section

1976 – established with 1 Documents Librarian, 1 SLTA
       and student assistant...
Federal Documents Disposition Project


    Administrative Aspects

    Technical Aspects

    Lessons Learned
Administrative Aspects:

      Why dispose of the collection?
              1. Low usage, high cost, little publicity
    ...
Administrative Aspects (cont’d)

      Volume – 19,689 unique bibliographic records, 112, 482 holdings records,
          ...
Administrative Aspects (cont’d)

      Planning process
        1. Use inventory method – work with laptop computers, exte...
Technical Aspects:

   Five types of activities in Aleph:

       1. Retrieval and withdrawal of item records
       2. Re...
Retrieval of item records for withdrawal:

        1. Use the General Retrieval Form (ret-adm-01) under
           Service...
FIBDC




WKRM
FIU50 Services-Items-ret-adm-01
FIBDC WKRM                       156 items
                       7/10/2008


            ...
wkrm




 WD
BB Library US Documents Disposition Project
Item Withdrawal Report
      8/21/2008
Collection Name No. of Items Global Cha...
Retrieval of holdings records for suppression:

         1. Connect to the FIU60 HOL Library

         2. Use the Retrieve...
wkrmhldg




 852##
 b
 FIBDC
 FIBDC

 852##
 c
 WKRM
 WKRM
FIU60 Services-Retrieve Catalog Records (ret-01)
FIBDC WKRM                         76 holdings records
                  ...
852
 #
 #




      $$xWdn 8/25/08 nh



      STA


      $$aSUPPRESSED
BBC Library US Documents Disposition Project
Holdings Suppression Report
           8/27/2008
Collection Name      No. of ...
Retrieval of bib records for suppression:

       1. Connect to the FIU01 (BIB) Library

       2. Use the CCL query box t...
Retrieval of bib records for suppression (Cont’d)

       3. Carefully examine records in saved file

       4. Run Global...
FIBDC WKRM - Unique Records
                                                   wsc=fibdc wkrm not wsc=fibbl
CCL Search Key...
bibwkrm
bibwkrm1




 STA

 $$aSUPPRESSED
BBC Library US Documents Disposition Project
Bib Suppression Report
      9/18/2008

Collection Name Unique Record Cout   ...
Retrieval and extraction of appropriate files containing
OCLC record numbers for OCLC holding symbol removal:

       1. C...
Retrieval and extraction of appropriate files containing OCLC record
numbers for OCLC holding symbol removal: (cont’d)

  ...
Adjust the rep_tab_short table to add a
special “Report Format” to print the 035
(OCoLC) field only
OCLCwkrm
OCLCwkrm1
Compilation of disposition lists:

       1. Create a tickler Macro, e.g.
          DISPPOSITION LIST 10/03/08 TD10

     ...
1. Set up a TKR browse index.

2. Use Macro Express to create
   a macro containing the tickler
   tag with desired field ...
Lessons Learned:
      1. Initial assumptions and hypotheses need to be tested and
         then modified or abandoned.

 ...
Mission Accomplished!

                        Thank you!
Government Documents Disposition Project Made Easy with Aleph V.18
Government Documents Disposition Project Made Easy with Aleph V.18
Government Documents Disposition Project Made Easy with Aleph V.18
Government Documents Disposition Project Made Easy with Aleph V.18
Government Documents Disposition Project Made Easy with Aleph V.18
Government Documents Disposition Project Made Easy with Aleph V.18
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Government Documents Disposition Project Made Easy with Aleph V.18

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Joint presentation by Nancy Hershoff and Daniel Cromwell at the 2009 ELUNA Conference

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Government Documents Disposition Project Made Easy with Aleph V.18

  1. 1. Government Documents Disposition Project Made Easy with Aleph V.18 2009 ELUNA Conference May 8, 2009 Presenters: Nancy Hershoff, Biscayne Bay Library Florida International University Daniel Cromwell Florida Center For Library Automation
  2. 2. Florida International University
  3. 3. Florida International University • First public, urban, research institution in Miami-Dade • Opened for classes in 1972 with 5,667 students – the largest opening day enrollment in U.S. collegiate history • Has more than 38,000 students, 1000+ full-time faculty, and more than 134,000 alumni • One of the 25 largest universities in the nation • Ranked first in the nation among four-year colleges for awarding bachelor’s and master’s degrees to Hispanic students • Law School and Medical School • Green Library, Biscayne Bay Library, Engineering Library, Law Library, Medical Library, Pine Center Library,Wolfsonian Museum Library, and digital Libraries
  4. 4. Florida Center for Library Automation • Provides automation services that assist the libraries of Florida’s publicly- funded universities in meeting their teaching and research objectives for students and faculty. • To achieve this mission, FCLA provides computer services that assist the libraries in their daily operations and record keeping as well as providing students and faculty with electronic access to scholarly materials. • These services include the operation of a shared Integrated Library Management System, licensing of electronic resources, and providing the repository and support for digital versions of library-owned collections. • FCLA is located in Gainesville, Florida, and is attached administratively to the University of Florida.
  5. 5. Two federal depository collections serving two distinctive congressional districts Green Library Government Documents Department Department Head + 1-2 librarians + 2 SLTAs Biscayne Bay Library Government Documents Section Documents Librarian + 1 SLTA
  6. 6. Biscayne Bay Library Documents Section 1976 – established with 1 Documents Librarian, 1 SLTA and student assistants 1977-1989 - high turn-over for the librarian position 1990 - Documents Librarian hired again 1997 – Documents Reference Librarian appointed 2003 – Both librarians departed 2004 – Weeding of federal depository materials started 2005 – Decision made to drop depository status and dispose of the collection April, 2008 – Disposition project automated October, 2008 – All records properly withdrawn/suppressed in Aleph, OCLC holdings deleted April, 2009 – Compilation of disposition lists completed
  7. 7. Federal Documents Disposition Project Administrative Aspects Technical Aspects Lessons Learned
  8. 8. Administrative Aspects: Why dispose of the collection? 1. Low usage, high cost, little publicity Direct cost - $75-175 K annually 2. Budget reduction 3. Increasing availability of online resources 4. Duplication of efforts between campuses 5. Administrative realignment, centralization of services and merger of collections Types of materials involved 1. Print depository materials – monographs, serials, maps, pamphlets 2. Electronic materials – floppy disks, CD-ROMs, DVDs, data sets, online resources 3. Microform – microfiche and microfilm 4. Miscellaneous – local procedures, in-house created manuals, VHS
  9. 9. Administrative Aspects (cont’d) Volume – 19,689 unique bibliographic records, 112, 482 holdings records, and 88,731 item records to withdraw/suppress in Aleph 96,487 OCLC bibliographic records to have holding symbol removed from Issues involved 1. Sheer volume 2. As little manual work as possible 3. Project leader with no prior experience in government documents 4. Database maintenance librarians’ concerns and worries 5. Shared bibliographic records between campuses and among various collections 6. Compilation and distribution of disposition lists 7. Speed and efficiency 8. Equipment and shared drive – slowness and downtime 9. All steps are reversible
  10. 10. Administrative Aspects (cont’d) Planning process 1. Use inventory method – work with laptop computers, extension cords, hand-held optical scanners – time consuming, labor intensive, idea abandoned 2. Effective Aleph searching and global change is the way to go 3. Batch delete FXN holding symbol from OCLC bib records 4. Disposition lists compilation and distribution, disposing of items 5. Equipment upgrade and staffing support 6. Resources dedicated to the project – 20% of 1 librarian, 1 SLTA, 1 OPS student assistant and 2 FWS student assistants
  11. 11. Technical Aspects: Five types of activities in Aleph: 1. Retrieval and withdrawal of item records 2. Retrieval and suppression of holdings records 3. Retrieval and suppression of appropriate bibliographic records 4. Retrieval and extraction of appropriate files containing OCLC record numbers for OCLC holding symbol removal 5. Compilation of disposition lists
  12. 12. Retrieval of item records for withdrawal: 1. Use the General Retrieval Form (ret-adm-01) under Services/Items/General Retrieval Form 2. Name an output file 3. Retrieve by (1) sublibrary and (2) item collection Sublibrary and collection names must be in all caps 4. Submit completed search form 5. Use output file as input file to run Items - Update Item Records (manage-62) in order to set IPS to WD
  13. 13. FIBDC WKRM
  14. 14. FIU50 Services-Items-ret-adm-01 FIBDC WKRM 156 items 7/10/2008 128003-001480 128003001480 128003001490 128003001500 128003001510 128003001520 128003001530 128003001540 128003001550 128003001560 128003001570 128003001580 128003001590 128003001600 128003001610 128003001620 128003001630 128003001640 128003001650 ADM System no. Item sequence no. 128003001660 128003001670 128003001680 128003001690 128003001700 128003001710 128003001720 128003001730 128003001740 128003001750 128003001760 128003001770 128003001780 128003001790 128003001800 128003001810 271605000010 275931000010 277247000010
  15. 15. wkrm WD
  16. 16. BB Library US Documents Disposition Project Item Withdrawal Report 8/21/2008 Collection Name No. of Items Global Change Run Time Duration wkrm 1568/20/08, 2:08 -2:08 p.m. < 1 min. ussst 1,4378/20/08, 2:09-2:10 p.m. 1 min. usov 368/20/08, 2:10-2:10 p.m. < 1 min. usmrd 3,0718/20/08, 2:11-2:13 p.m. 2 min. usmic 1678/20/08, 2:14-2:14 p.m. < 1 min. usmfc 34,8778/20/08, 2:22-2:32 p.m. 10 min. usmap 5238/21/08, 8:09-8:10 a.m. 1 min. usav 348/21/08, 8:11-8:11 a.m. < 1 min. ref 918/21/08,8:11-8:11 a.m. < 1 min. eric 2608/21/08, 8:12-8:13 a.m. 1 min. us-01 10,0008/21/08, 8:20-8:23 a.m. 3 min. us-02 10,0008/21/08, 8:30-8:33 a.m. 3 min. us-03 10,0008/21/08, 8:36-8:39 a.m. 3 min. us-04 10,0008/21/08, 8:40-8:44 a.m. 4 min. us-05 8,0798/21/08, 8:46-8:49 a.m. 3 min. 88,731 < 36 min.
  17. 17. Retrieval of holdings records for suppression: 1. Connect to the FIU60 HOL Library 2. Use the Retrieve Catalog Records Form (ret-01) 3. Name an output file 4. Retrieve by sublibrary and collection names Sublibrary and collection names must be in all caps 5. Submit completed search form 6. Use output file as input file to run Global Changes (manage-21) in order to add (1) STA SUPPRESSED and (2) the WDN notes to 852
  18. 18. wkrmhldg 852## b FIBDC FIBDC 852## c WKRM WKRM
  19. 19. FIU60 Services-Retrieve Catalog Records (ret-01) FIBDC WKRM 76 holdings records 7/24/2008 000138761FIU60 000163716FIU60 000170827FIU60 000342838FIU60 000343248FIU60 000343483FIU60 00013876-FIU60 000343490FIU60 000343492FIU60 000343494FIU60 000343498FIU60 000343691FIU60 000344210FIU60 000344881FIU60 000344883FIU60 000345641FIU60 000351324FIU60 Holdings System No. 000352941FIU60 000366189FIU60 000368293FIU60 000386272FIU60 000386588FIU60 000404156FIU60 000422652FIU60 000429860FIU60 000434341FIU60 000448539FIU60 000477358FIU60 000514016FIU60 000519834FIU60 000526883FIU60 000531809FIU60 000531959FIU60 000532333FIU60 000534452FIU60 000534537FIU60 000534623FIU60 000534981FIU60 000559717FIU60 000562995FIU60 000564353FIU60 000564356FIU60 000564453FIU60
  20. 20. 852 # # $$xWdn 8/25/08 nh STA $$aSUPPRESSED
  21. 21. BBC Library US Documents Disposition Project Holdings Suppression Report 8/27/2008 Collection Name No. of Holdings Global Change Run Time Duration usav 288/25/08, 11:25-11:25 a.m. < 1 min. ref 918/25/08, 11:50-11:50 a.m. < 1 min. eric 4,3788/25/08, 11:52-11:56 a.m. 4 min. usmap 5218/25/08, 12:21-12:22 p.m. 1 min. usmfc 29,0428/25/08, 12:26-12:55 p.m. 29 min. usmic 2,7428/25/08, 2:05-2:08 p.m. 3 min. usmrd 1,2758/25/08, 2:12-2:15 p.m. 3 min. usov 248/25/08, 2:23-2:23 p.m. < 1 min. ussst 6,0698/25/08, 2:30-2:36 p.m. 6 min. wkrm 768/25/08, 3:01-3:01 p.m. < 1 min. us-1 10,0008/25/08, 3:02-3:11 p.m. 9 min. us-2 10,0008/25/08, 3:44-3:52 p.m. 8 min. us-3 10,0008/26/08, 8:20-8:28 a.m. 8 min. us-4 10,0008/26/08, 11:08-11:18 a.m. 10 min. us-5 10,0008/26/08, 6:17-6:32 p.m. 15 min. us-6 10,0008/27/08, 8:00-8:10 a.m. 10 min. us-7 8,2368/27/08, 8:50-8:58 a.m. 8 min. 112,482 < 118 min.
  22. 22. Retrieval of bib records for suppression: 1. Connect to the FIU01 (BIB) Library 2. Use the CCL query box to search for bib records. Combine WSC, WST, and boolean operators to retrieve unique bib records and save result sets on server. WSC is the Keyword Sublibray/Collection index. WST ist the Keyword Status index. For example, the following search is conducted to retrieve the depository maps collection records at the Biscayne Bay Library: wsc=fiudc usmap not wsc=fiudc not wsc=fielr not wst=suppressed not wsc=fibbl not wsc=fibbl not wsc=fibdc us
  23. 23. Retrieval of bib records for suppression (Cont’d) 3. Carefully examine records in saved file 4. Run Global Changes (manage-21) on saved files to add Tag - STA, Subfield - $$aSUPPRESSED
  24. 24. FIBDC WKRM - Unique Records wsc=fibdc wkrm not wsc=fibbl CCL Search Keys wsc=fibdc wkrm not wsc=fibbl not wsc=fiugl not wsc=fiugl not wsc=fiudc not wsc=fiudc not wsc=fielr not wsc=fielr not wst=suppressed 7 records not wst=suppressed 001058092FIU01 000905724FIU01 001058092 – FIU01 000693448FIU01 000682450FIU01 Aleph System Number 000444109FIU01 000422233FIU01 000108503FIU01
  25. 25. bibwkrm bibwkrm1 STA $$aSUPPRESSED
  26. 26. BBC Library US Documents Disposition Project Bib Suppression Report 9/18/2008 Collection Name Unique Record Cout Global Change Run Time Duration wkrm 79/17/08, 3:39-3:39 p.m. < 1 min. ussst 8129/17/08, 3:46-3:48 p.m. 2 min. uspam 3309/17/08, 3:56-3:58 p.m. 2 min. usov 49/17/08, 3:59-3:59 p.m. 1 min. usmrd 5639/17/08, 4:00-4:03 p.m. 3 min. usmic 6529/17/08, 4:03-4:04 p.m. 1 min. usav 79/17/08, 4:05-4:06 p.m. 1 min. ref 199/17/08, 4:08-4:08 p.m. < 1 min. usmap 2269/17/08, 4:08-4:09 p.m. 1 min. usmfc 4,5139/17/08, 4:35-4:48 p.m. 13 min. eric 4,2579/18/08, 7:48-7:57 a.m. 9 min. us 8,2999/18/08, 8:15-8:38 a.m. 23 min. 19,689 < 58 min.
  27. 27. Retrieval and extraction of appropriate files containing OCLC record numbers for OCLC holding symbol removal: 1. Connect to FIU01 2. Use the CCL query box to conduct WSC searches. 3. Save search results on server and remember the file name. 4. Run Print Catalog Records-Columar Format (print-08) to print OCLC record numbers of retrieved records. 5. Copy and paste printed lists into Excel files. 6. Submit a completed OCLC Batchload Order Form to obtain a Project ID from OCLC.
  28. 28. Retrieval and extraction of appropriate files containing OCLC record numbers for OCLC holding symbol removal: (cont’d) 7. Send Excel files to OCLC. 8. Receive OCLC batchload reports and review them.
  29. 29. Adjust the rep_tab_short table to add a special “Report Format” to print the 035 (OCoLC) field only
  30. 30. OCLCwkrm OCLCwkrm1
  31. 31. Compilation of disposition lists: 1. Create a tickler Macro, e.g. DISPPOSITION LIST 10/03/08 TD10 2. Scan items and run Marco to insert tickler into bib. 3. Retrieve by tickler content every 200 items scanned. 4. Save retrieved results on server. 5. Run Print-08 (Print Catalog Records – Columnar Format) over saved files to generate lists containing SuDoc number, title, and year. Adjust the rep_tab_short table to extract the 082 field. Preview printed lists in Aleph and then copy and paste them into Excel.
  32. 32. 1. Set up a TKR browse index. 2. Use Macro Express to create a macro containing the tickler tag with desired field content for tickler retrieval, e.g. TKR$$a DISPOSITIONLIST 10/09/08 TD12.
  33. 33. Lessons Learned: 1. Initial assumptions and hypotheses need to be tested and then modified or abandoned. 2. Allow ample time to “play” with the system. 3. Discuss projects with colleagues and reach out to available experts for ideas and advice. 4. Flexible with timeline initially; haste makes waste. 5. Modify, modify, and modify work procedures. 6. Communicate, communicate, and communicate. 7. Archive all procedures and retrieved files.
  34. 34. Mission Accomplished! Thank you!

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