CODING the HOLDINGS 008’s

1. CODING the HOLDINGS 008’s Or… I’ll have time to do that next year- REALLY! MaryBailey, Serials Manager Connie Kissee, Government Publications Kansas State University Libraries VUGM April 25-27, 2002

2. What Is the USMARC Holdings 008 • Is part of the holdings fixed field • Defines data elements positionally • Contains 32 character positions (00-31) • Is non-repeatable; no indicators or subfields • Allows coded information (e.G., Receipt status, method of acquisitions, retention policies, lending policies) to be shared, extracted and manipulated

3. What Is the USMARC Holdings 007 • Is part of the holdings fixed field • Describes physical characteristics of the copy of the bibliographic item for which holdings are recorded See KSUL documentation at: http://www.lib.ksu.edu/depts/techserv/manual/cataloging/holdings/holdings/007.html

4. KSU’s Initial Strategy:Code only Active Serials • Have reporting capabilities for cancellations project • A first step toward future union listing • To block KSU titles for Uncover service • Easily incorporated into workflow • Required training for serials cataloging and acquisitions (3 staff members) Why?

5. Not enough data to provide statistics for all serials • Still needed non-print information • Incorrect information on inactive titles (from conversion) • More complete information needed for accreditation statistics

6. Phase 2Expand to ALL Serial Titles • Review and correct the automatic defaults set in the 008 conversion of 1995 • Coding all the 008’s and 007’s would provide an accurate picture of KSU libraries holdings – including the non-print • Allow accurate statistics • Create streamlined workflows

7. The Saga Continues Questions: • WHO will do the work? • WHAT training would be required for other staff? • HOW would this be incorporated into regular duties? • WHERE do we start?

8. Who will do the Work? Technical Services Staff Serials Acquisitions Binding Catalogers Database Maintenance

9. Workflows • Priorities identified – 008 is high priority • Re-evaluated projects currently underway • Engineering gift project put on hold • Microform retro-con ceased • Database maintenance team allotted specific no. of hours weekly • Serials and binding staff review or add 008/007 as part of routine workflow

10. Training • Documentation created • Serials staff already trained • Documentation revised • Database maintenance team (mostly monograph catalogers) brought into project • Documentation revised • All staff trained to do 007’s and 008’s

11. The Report 2000+ pages of KSU Serial Holdings

12. Add Connie’s report here

13. Before The Project

14. The Project Timeline • Began full project March 2000 • April 2000 – all trained staff added • June/October 2000- more staff added • Re-ran report summer of 2001 • Completed September 2001

15. Benefits from the Project Exchange Data • Free text data is now recorded in coded standardized form • Data exchangeable through consortia, union lists, interlibrary loan systems • Map data into the future

16. Benefits from the Project Streamline Workflows • Time savings: new procedures and workflows for receipt, physical processing, and database maintenance of records cut work time by half

17. Benefits – Streamline Transfer Procedure Latest 1 year retained in ref ready Vol. In vetm ref transfer to main

18. Benefits – Discard Print when microform is received Print issues replaced by microfilm

19. Benefits - Templates Templates for holdings can be set up for specific types of materials with standardized 008’s and 007, reducing cataloger’s editing time Currently received Do not lend, do not reproduce Free Remote resource Location and holdings notes

20. Benefits from the Project Generate Reports • Data can be used to generate various statistics and reports such as: • List of currently received titles (008 receipt status) • Titles to discard in 6 months (008 specific retention) • New gifts/purchases for given time (008 method of acq) • Invoice reports of titles by FY (008 receipt status + line item invoice) • On order titles never received (008 receipt status + vendor) • Cancelled titles (cancelled date)

21. Benefits –Reports 007

22. Benefits – Reports Access report for number of microfiches holdings Bib ID

23. Benefits - Reports Access report by location, for purchased, currently received serials

24. Benefits - Reports The following slide is an access report used to generate a list of periodicals coded “latest 6 months” retention and tied to a specific ledger

26. Benefits - Reports Serial titles on order

27. Saving Time • Streamlined Procedures for Automatic Transfers and Microforms • Quicker ways to get Yearly Statistics • Reports for new workflows • Specific Retention for discards • On order Serials • Monthly Reconciliation Reports

28. Saving Time – Standard Reports

29. Reports we still want • Cancellation report for specific years • Route to’s and discard lists • Exchanges • Gifts by type over specific time What do you want?

30. It’s next year and we have time!

31. Mary Bailey Serials Manager KSU Libraries redhead@lib.ksu.edu Connie Kissee Government Publications KSU Libraries ckissee@ksu.edu So when do we start the next project ?