YBP Technical Services and Workflow Options for the Orbis Cascade Alliance

1. YBP Technical Services and Workflow Options for the Orbis Cascade Alliance Ann-Marie Breaux October 15, 2008

2. 2 Agenda Introduction to YBP Technical Services The Most Common Order Workflow Clemson Case Study, part 1 Other eOrdering Options eStatus Reports Cataloging Options Physical Processing eInvoicing Clemson Case Study, part 2 Other YBP Technical Services Standing Order eInvoicing eBook Cataloging

3. 3 YBP Technical Services Team Marilyn Durkee: Head of Cataloging Jim Shetler: Director, Library Technical Services JoAnn Fagan: Head of Account Processing: staff who assemble records and insert local data, create electronic invoicing Patty Kirwin: Handles Electronic ordering setup & other tech services implementationMarilyn Durkee: Head of Cataloging Jim Shetler: Director, Library Technical Services JoAnn Fagan: Head of Account Processing: staff who assemble records and insert local data, create electronic invoicing Patty Kirwin: Handles Electronic ordering setup & other tech services implementation

4. 4 Some Technical Services Statistics YBP Cataloging: 40,000+ invoice lines/year 100+ Customers WorldCat Cataloging Partners (formerly PromptCat): 1,000,000+ invoice lines/year 200+ Customers Book Processing: 1,500,000+ books/year 250+ Customers Commercial Binding: 40,000+ books/year 100+ Customers YBP Cat: 10,000/week Pcat: 18,000/wk Bk Proc: 16,000/wk Binding: 1,000+/wk YBP Cat: 10,000/week Pcat: 18,000/wk Bk Proc: 16,000/wk Binding: 1,000+/wk

5. 5 YBP-Innovative Customers (a sample) Arizona State University Brown University Clemson University Deakin University Hong Kong Baptist University ITESM Michigan State University OhioLINK Ohio State University Ryerson University U.S. Military Academy University of California-Berkeley University of California-Irvine University of Chicago University of Miami University of Nevada-Las Vegas University of North Carolina-Chapel Hill University of Ottawa University of Washington morningmorning

6. 6 Technical Services Options Electronic Selection Electronic Ordering MARC-formatted Export or Confirmation Records Electronic Order Responses/Status Reports Electronic Invoicing Cataloging Records Customized Data Insertion Physical Processing

7. 7 Orbis Cascade-YBP Technical Services

8. 8 Orbis Cascade-YBP Technical Services

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16. 16 GobiExport Record =LDR 00596nam 2200181z 4500 =008 080919n\\\\\\\\xx\|\\\\\\\\\u|||\||und\u =020 \\$a0415409713 =024 \\$a100463812 =035 \\$a100463812 =100 \\$aLONDON, KERRY =245 \\$aCONSTRUCTION SUPPLY CHAIN ECONOMICS. =260 \\$aLONDON$bTAYLOR & FRANCIS$c2008 =490 \\$aSPON RESEARCH. =590 \\$aAUTH: UNIV. OF NEWCASTLE, AUSTRALIA. EXAMINES PRACTICES THROUGHOUT SUPPLY CHANNELS/COMMODITY SECTORS =960 \\$o1$s170.00$ta$uarchf$vyan08$zUSD =961 \\$dEdwards$fLD$hast$m595908$nCloth =984 \\$a20080919$b082130$cYBP =987 \\$a100463812 =250 \\$a7TH ED. =260 \\$aOXFORD$bELSEVIER BUTTERWORTH-HEIN$c2008 =590 \\$aHANDBOOK FOR ARCHITECTS & CONTRACTORS. UK ORIENTED. =960 \\$o1 $s42.95 $ta $uarchf $vyan08 $zUSD =961 \\$dEdwards $fLD $hast $m595908 $nPaper =984 \\$a20080919 $b082132 $cYBP =987 \\$a2736821

17. 17 GobiExport Data Mappings

18. 18 What�s Next? GobiExport Records FTP�d from YBP Loaded to Innovative to Create: Brief Bibliographic Record Order Record Fund Encumbrance EDIFACT Order Transmitted to YBP .o Number Serves as Matchpoint for Cataloging Record Overlay and Invoicing

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20. 20 Other Ordering Options Printed or Faxed Purchase Orders GOBI, Then Don�t Load a Record to Innovative Until Receipt No Fund Control in Innovative GOBI, Then Load EOCR Create List Required to Return .o Numbers to YBP

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22. 22 Duplication Control Approvals � Orders � Standing Orders Paper � Cloth US � UK eBook � pBook GOBI Open URL YBP Internal Checkpoints GOBI Duplication Alerts Intentional Duplication Accommodated

23. 23 eStatus Reports EDIFACT or XML/Delimited/HTML E-mailed or FTP�d Daily, Weekly, 2 Weeks, 4 Weeks All or Changed Statuses See Mark Strang�s PPT in IUG Clearinghouse

24. 24 Three Cataloging Services YBP Cataloging OCLC WorldCat Cataloging Partners (formerly PromptCat) YBP-OCLC Cataloging Plus

25. 25 YBP Cataloging LC Records Option: CIP Upgrades Option: Provisional+ Records Call Number, 1 Subject Heading Allows for 100% Spine Labels Local Customization Height Based Spine Label Prefixes If/Then Logic Various Local Data Inserted, e.g. Barcode PO Number Invoice Data

26. 26 YBP Cataloging, cont. Limited Hit Rate (LC only) No OCLC Number No Holdings Set Library Pays YBP ($1-$3.50/record)

27. 27 OCLC WorldCat Cataloging Partners (Formerly PromptCat) YBP Sends Manifest to OCLC OCLC Creates Profile with Library OCLC Gathers Records Inserts Local Data from YBP Delivers Spine Label Data to YBP or Library Sets Holdings, with or without Delay Cost Included in Library�s OCLC Cataloging Subscription + $.20/line Paid to YBP Will be increasing to #.20/line as of July 1, 2008Will be increasing to #.20/line as of July 1, 2008

28. 28 OCLC WorldCat Cataloging Partners (Formerly PromptCat), cont. Includes OCLC Numbers Broader Hit Rate, if All Level Records Included No CIP Upgrades No 100% Spine Label Coverage Less If/Then & Customization Capabilities than YBP Cataloging

29. 29 YBP-OCLC Cataloging Plus The Best of Both Worlds!

30. 30 YBP-OCLC Cataloging Plus YBP Uses Best Available OCLC Record as Basis for YBP Cataloging Service CIP Upgrades, Provisional+ Local Customization Local Data Inserted Holdings Set, with or without Delay

31. 31 YBP-OCLC Cataloging Plus, cont. Can Get OCLC Record at Point of Export/Order (GobiExport Plus, EOCR Plus) Includes OCLC Numbers Broader Hit Rate 100% Spine Labels Possible Library Pays: OCLC Cataloging Subscription (to OCLC) Plus Subscription ($2,500-$20,000 paid to OCLC, but shared with YBP) YBP Cataloging Charges ($0-$3.50/record)

32. 32 YBP-OCLC Cataloging Plus: Levels of Service GobiExport/EOCR Plus Basic GobiExport/EOCR Plus Best Available Record at Point of Shipment No Manual Editing of Record Bronze Basic Services, and � CIP Upgrades Silver Bronze Services, and� Provisional+ Records (100% option)

33. 33 Customized Data Insertion Order Data (PO #, Quantity, Fund Code, Location Code, etc.) Invoice Data (Invoice #, Date, List Price, Net Price, etc.) Barcode Data Volume Data Call Number Data

34. 34 Physical Processing Binding and Strengthening Property Stamps Barcodes Theft Detection Date Due Slips Book Pockets Spine Labels Mylar Covers

35. 35 Physical processing line: From top to bottom: starter/quality control check, barcoding & scanning barcode, security strips, spine labels, etc.Physical processing line: From top to bottom: starter/quality control check, barcoding & scanning barcode, security strips, spine labels, etc.

36. 36 Electronic Invoicing MARC (Approvals and Firm Orders) Innovative Extended Approval Plan Interface (a.k.a. MARC Loader with Invoice) EDIFACT (Firm or Slip Orders only) Innovative EDIFACT Invoice Software

37. 37 Meanwhile, back in Clemson� YBP Prepares to Ship the Book � With YBP Cataloging And Physical Processing

38. 38 Cataloging Specifications, part 1 1. Supply cataloging support for 5959-06, -07, -08, -10, -11, -13, -14, -15, & -16. 2. Supply LC full- or core-level records, YBP CIP upgrades, else Provisional records. Do not supply records for titles LC catalogs as serials. 3. Output the fund code to 981 $b. Derive the values for 981 $c and 949 $l from the fund output to 981 $b. The majority of fund codes use the values listed for �all others�. 981 $b(fund) 981 $c(bib loc) 949 $l(item loc) 949 $t(item type) archf a Ast 1 (one) 4. For materials supplied on most subaccounts, create a 949 $s with the value based on the type of record supplied as follows: Provisional: 949 $s i (that is lower case 'eye') all others: 949 $s - (that is a hyphen) 5. Output additional local data as follows, formatted for an III system: 935 $a: purchase order number 980 $a: invoice date 980 $b list price 980 $e net price 980 $f invoice number 980 $g quantity and for all subaccounts except -16: 949 $i barcode. Generate additional 949 fields for additional barcodes 949 $v piece identifier (when multiple barcodes are associated with an invoice line)

39. 39 Cataloging Specifications, part 2 6. Retain the original 050 in the record. When applicable, supply piece specific item identification in 993 formatted in accordance with LC shelf-listing practice.. 7. Inspect 050. If the field contains multiple $a subfields, then do not generate a standard spine label. Instead generate a spine label reading "050 $a Do not apply". [This label will be attached to a flag in the book, alerting the library to the fact that an appropriate record has been identified, but that it does not meet the library's requirements for spine label generation.] 8. For all other records with classification data, prepare a spine label print file from the data in the first occurrence of 050 $a and 050 $b using the unique spine label format below. Fund Height Prefix archa < 29 cm ARCH archf 30-43 cm ARCH msld OVERSIZE msre > 44 cm ARCH FOLIO 9. Output records as follows: Account File Name 5959-10 Fi10mmdd.mrc where �mmdd� is the month and day of file creation.

40. 40 YBP Cataloging Record =LDR 01418cam 2200385 a 4500 =001 \\2007012991 =003 DLC =005 20080621144510.9 =008 070328s2008\\\\enka\\\\\b\\\\001\0\eng\\ =010 \\$a 2007012991 =040 \\$aDLC$cDLC$dUKM$dBTCTA$dBAKER$dC#P$dYDXCP$dBWK =019 \\$a85689937 =020 \\$a9780415409711 (hardback : alk. paper) =020 \\$a0415409713 (hardback : alk. paper) =020 \\$a9780203962480 (ebook) =020 \\$a0203962486 (ebook) =050 00$aTH437$b.L66 2008 =082 00$a690.068/7$222 =100 1\$aLondon, Kerry. =245 10$aConstruction supply chain economics /$cKerry London. =260 \\$aLondon ;$aNew York :$bTaylor & Francis,$c2008. =300 \\$aviii, 472 p. :$bill. ;$c25 cm. =440 \0$aSpon research =504 \\$aIncludes bibliographical references (p. [452]-463) and index. =650 \0$aBuilding materials$xPurchasing$xData processing. =650 \0$aBusiness logistics$xData processing. =650 \0$aObject-oriented methods (Computer science) =650 \0$aProduction scheduling$xData processing. =650 \0$aBuilding$xSuperintendence$xData processing. =650 \0$aConstruction industry$xManagement$xData processing. =856 41$3Table of contents only$uhttp://www.loc.gov/catdir/toc/ecip0714/2007012991.html =935 \\$a.o10586490 =949 \\$i31604018606188$last$s-$t1 =980 \\$a081007$b17000$e14110$f527587 =981 \\$bARCHF$ca

41. 41 1. Supply and apply EasyCovers to all paperbacks; apply after barcode and spine label application. 2. For -06, -07 and -11 only, supply and apply mylar covers for dust jackets; apply after barcode and spine label application. For -17 only (no cataloging) supply jackets on books (after barcode application). For all other processed subaccounts, supply jackets with books. 3. Do not process attachments/accompanying materials; flag parent piece. 4. Supply 3M security strips; apply in spine of cloth bindings, in gutter of paperbacks. 5. Using black ink and large stamp, stamp top of book block, centering the impression with the base of the stamp adjacent to the front cover of the book. Omit stamp if surface is too dark, deckled, or narrow to take an impression. 6. Using black ink and small stamp, stamp the page opposite the verso of the title page of the book. Center in the bottom margin. Do not stamp over unique text or graphics; adjust placement if necessary. Physical Processing Specifications, part 1

42. 42 Physical Processing Specifications, part 2 7. Using black ink and small stamp, stamp p.35 of the book. Center in the bottom margin. Do not stamp over unique text or graphics. If this page is unsuitable for stamping, stamp the last page of the book containing text. 8. Apply a library-supplied barcode to the outside front cover/jacket. Apply horizontally, in the top left, with the top of the label �� down from the top of the cover, and the edge of the label �� in from the edge of the cover. 9. Scan the barcodes for inclusion in records. 10. Print Se-Lin labels using custom 1-3/8� stock and dedicated Clemson Se-Lin printer set-up. 11. Apply spine labels with base of label �� above base of spine. Be alert for 050 $aZ labels which are applied to a flag inserted in the book, rather than being applied to the book. If the spine is too narrow to display all characters, apply to the lower left of the outside front cover, leaving �� between the edges of the label and the edges of the cover.

43. 43 The Goal�

44. 44 Other Miscellaneous Technical Services

45. 45 YBP eBook Cataloging Derived from pBook Records Customized 856 Field Consisting of Supplier Identifier Title Identifier Library Identifier Other Fixed Data (e.g. Proxy Server Info, Access Notes)

46. 46 Standing Order eInvoicing Delimited Format Piece Description (Volume Number, Year, or ISBN) Loaded Via Same Innovative Software as Subscription Agent Invoices

47. 47 YBP Technical Services Setup Library works with Jim Shetler, YBP�s VP for Library Technical Services Finalize YBP Technical Specification (�Tech Spec�) Covering Service Level, Data Mappings, File Specifications Test Files Created if Needed Other Potential Setup/Preliminary Steps Approval Profile Revisions GobiSmart GOBI Screen Customization Physical Processing Details OCLC Registration Form, Filled Out By Library in Consultation with Jim YBP Implements (Thursday Implementation Meetings)

48. 48 Questions?

49. YBP Technical Services and Workflow Options for the Orbis Cascade Alliance Ann-Marie Breaux abreaux@ybp.com