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Preprocessing Materials for a Remote Storage Facility

Preprocessing Materials for a Remote Storage Facility. Brian Dobreski Catalog Librarian bjdobres@syr.edu. Syracuse University Library. Background Set of 5 libraries across campus of Syracuse University, upstate New York Voyager ILS, with centralized Cataloging Department

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Preprocessing Materials for a Remote Storage Facility

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  1. Preprocessing Materials for a Remote Storage Facility Brian Dobreski Catalog Librarian bjdobres@syr.edu

  2. Syracuse University Library • Background • Set of 5 libraries across campus of Syracuse University, upstate New York • Voyager ILS, with centralized Cataloging Department • 3.8 million print holdings • Like many libraries, we need space! • Selectors and faculty work together to determine criteria for storage

  3. SULF (Syracuse University Library Facility) • Near campus • 1.2 million item capacity • High density • Inventory system: Generation Fifth Applications LAS • Opened Fall 2012

  4. Why Can’t Items Go Directly to Storage? • For request and retrieval to work: • All pieces must be barcoded, front upper left corner • All barcodes must tie to a record in LAS and an item record in Voyager • All records must have a SULF location in Voyager • All associated bibliographic records must meet criteria for discoverability

  5. What is Preprocessing? • Check each piece for acceptable bibliographic, holdings, and item record in Voyager, correct if needed • Adjust location of barcode if needed • Route to Preservation if in noticeably poor condition • Set record locations to ingest waiting-area (Hawkins Warehouse next to SULF)

  6. Catalog Problems Encountered • Incomplete Retrospective Conversion • Retro started at SU in early 1990s • Some materials still lack bibliographic records • Some journal materials lack barcodes and item records • “Zombie” Items • Items previously withdrawn, but found on shelves • Usually journal runs

  7. Catalog Problems Encountered • Bound-With Problems • Bound-withs are tricky • Print: usually preceding/succeeding journal titles in one volume • Microfilm: same thing, but many on one reel • Multiformat Records • At one time, SU utilized a single record approach for print, e-, and microform manifestations • Journals, theses, dissertations most commonly affected

  8. Catalog Problems Encountered • Inventory Control Issues • Items in wrong physical location • Barcodes in wrong location on item • Human Factor • Preprocessing can be time consuming • Errors during preprocessing • Even catalogers make mistakes…

  9. Solutions • Preprocessing Checklists • Standards for discoverability are higher now than during initial retro • Checklists devised for each format, collection, showing required metadata • Ensure bibliographic record in OCLC • Particular consideration given to serial formats

  10. Solutions • Know When to Trust Reports • Multiformat “disintegration” can often be done without any items in hand • Work through ahead of time based on report • Know When Not to Trust Reports • All physical withdrawals must go through a cataloger • Initial location changes must go piece by piece, using Pick and Scan, sometimes Location Changer • Final SULF location added during ingest at SULF

  11. Solutions • Cataloging Onsite • Preprocessing is a very manual process • Items needing preprocessing are in a variety of physical locations • Working onsite prevents strain on delivery system, and alleviates some deadlines

  12. Solutions • Communication with Collections Department • What to do with “zombie” items, other unexpected finds? • These are not decisions for catalogers to make • Communication with SULF staff • Use of “End of Day” files to verify item records, locations • Delivery service of problem items • Site visits to SULF • Defend the gates!

  13. Where We Are Now • Over 160,000 items ingested (journals, monographs, microfilm, manuscript collections, drawings) • Onsite work at Carnegie Library and Hawkins will finish this summer • Preprocessing activities will focus on humanities and social sciences journals at Bird Library

  14. Outcomes • Increased access to materials in storage • Increased catalog accuracy • SULF catalog error rate at ingest: < 1% • Uncataloged monographs = opportunities for RDA training • Increased visibility of cataloging staff

  15. Takeaways • Preprocessing can be seen as an extension of retrospective conversion • It helps to know about how retro took place at your library • In some situations, the manual approach is best, if possible • Communication is vital • Particularly between cataloging and facility staff

  16. Thanks! Brian Dobreski bjdobres@syr.edu

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