Susan A. Massey Head of Discovery Enhancement Thomas G. Carpenter Library University of North Florida

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1 Susan A. Massey Head of Discovery Enhancement Thomas G. Carpenter Library University of North Florida Monday January 23, 2012 ALA Midwinter OCLC Creating Cataloging Efficiencies That Make A Difference

2 A Batch is Born Batch cataloging = performing an action on multiple records at once OCLC Connexion has batch features ILSs have global functions for batch actions Vendors may provide cataloging records in data files that can be handled as batch loads Most electronic resources are delivered as batch data

3 To Batch or Not to Batch Do more with shrinking staff Decrease dock to shelf time More efficient cataloging processes Metadata changing with technology Assure consistent record quality Automate quality control

4 Background of Case Study Large academic research institution Vendor print monographs workflow implemented WorldCat Cataloging Partners (WCP) and YBP Pilot data gathered October-December 2008 Workflow fully implemented 2009 Ongoing process improvement since 2010

5 WCP Workflow Overview Order Records Receipt Orders from GOBI system go to YBP Brief order records loaded in ILS YBP sends manifest to OCLC WCP returns file of OCLC records YBP sends materials ordered WCP records overlay brief records in ILS

6 Missing Step: the Cataloging! Quality control checks Intellectual intervention Application of national standards Local rules and processes Authority work on record headings

7 Evidence based decisions Preparation: A Pilot Project Pilot Project Data Design batch QC

8 Pilot Project Parameters Does the record sent match the item? Is the record complete? Are edits needed in the records? What about analysis and classification? What about added volumes and copies? What about missing data, such as series? How would we handle authority work? Does our WCP profile need adjustment?

9 WCP Pilot Profile Profile records (sample = 458) Full level: Enc Lvl = Blank, I or 4/core Record source: DLC, pcc (042), OCLC members using DLC copy Non-profile records (sample = 151) CIP (Enc Lvl 8) NLM, UKM, OCLC members/non-dlc copy

10 Data Gathering Method Cataloged each record manually one-by-one Recorded every issue/error uncovered Measured % of total sample Repeated method for non-profile sample Grouped data by commonalities for decision-making

11 Profile Decision Data Record Content Error/edits Data Groups Record Match to Item Local Process Issues

12 Profile Decision Data RECORD SOURCE ENC LVL FULL % ENC LVL FULL ENC LVL FULL EDITS PILOT PROFILE % % 0 0% 0 0% CIP ALL SOURCES 8 1.4% 8 100% 8 1.4% 8 100% NLM 4 0.7% 2 50% 1 0.2% 1 100% OTHER SOURCE % 26 43% 7 1.2% 5 71% UKM % 11 28% 6 1.0% 3 50% % ENC LVL FULL EDITS ENC LVL NOT FULL % ENC LVL NOT FULL ENC LVL NOT FULL EDITS % ENC LVL NOT FULL EDITS TOTALS % 47 42% % 17 77%

13 Profile Decision Data RECORD SOURCE ENC LVL FULL % ENC LVL FULL ENC LVL FULL EDITS % ENC LVL FULL EDITS ENC LVL NOT FULL % ENC LVL NOT FULL ENC LVL NOT FULL EDITS % ENC LVL NOT FULL EDITS PILOT PROFILE % % 0 0% 0 0% CIP ALL SOURCES 8 1.4% 8 100% 8 1.4% 8 100% NLM 4 0.7% 2 50% 1 0.2% 1 100% OTHER SOURCE % 26 43% 7 1.2% 5 71% UKM % 11 28% 6 1.0% 3 50% TOTALS % 47 42% % 17 77%

14 Record Match Errors By local practice or policy copy catalogers would choose a different record Different format/profile source preferred Record did not match item

15 Different Record Choices (Could be ignored in quality control) WRONG RECORD CATEGORY PROFILE RECORDS % PROFILE RECORDS NON-PROFILE RECORDS % NON-PROFILE RECORDS TOTAL WRONG RECORDS % TOTAL WRONG RECORDS Better record available but not matched 0 0.0% 1 0.7% 1 0.2% DLC available but not matched 0 0.0% % % Multi-volume set preferred, monograph record sent 7 1.5% 0 0.0% 7 1.1% Non-profile record delivered 1 0.2% 0 0.0% 1 0.2% Publication date not matched 3 0.6% 3 2.0% 6 1.0% Serial record correct, monograph record sent 0 0.0% 1 0.7% 1 0.2% Serial record sent, monograph record preferred 1 0.2% 0 0.0% 1 0.2% Title does not match item 1 0.2% 0 0.0% 1 0.2% TOTALS % % %

16 Profile Match Issues WRONG RECORD CATEGORY PROFILE RECORDS % PROFILE RECORDS NON-PROFILE RECORDS % NON-PROFILE RECORDS TOTAL WRONG RECORDS % TOTAL WRONG RECORDS Better record available but not matched 0 0.0% 1 0.7% 1 0.2% DLC available but not matched 0 0.0% % % Multi-volume set preferred, monograph record sent 7 1.5% 0 0.0% 7 1.1% Non-profile record delivered 1 0.2% 0 0.0% 1 0.2% Publication date not matched 3 0.6% 3 2.0% 6 1.0% Serial record preferred, monograph record sent 0 0.0% 1 0.7% 1 0.2% Serial record sent, monograph record preferred 1 0.2% 0 0.0% 1 0.2% Title does not match item 1 0.2% 0 0.0% 1 0.2% TOTALS % % %

17 Record Mismatched to Item WRONG RECORD CATEGORY PROFILE RECORDS % PROFILE RECORDS NON-PROFILE RECORDS % NON-PROFILE RECORDS TOTAL WRONG RECORDS % TOTAL WRONG RECORDS Better record available but not matched 0 0.0% 1 0.7% 1 0.2% DLC available but not matched 0 0.0% % % Multi-volume set preferred, monograph record sent 7 1.5% 0 0.0% 7 1.1% Non-profile record delivered 1 0.2% 0 0.0% 1 0.2% Publication date not matched 3 0.6% 3 2.0% 6 1.0% Serial record correct, monograph record sent 0 0.0% 1 0.7% 1 0.2% Serial record sent, monograph record preferred 1 0.2% 0 0.0% 1 0.2% Title does not match item 1 0.2% 0 0.0% 1 0.2% TOTALS % % %

18 Local Process Issues TYPE OF ISSUE/EDIT NUMBER RECORDS % RECORDS NUMBER EDITED % EDITED Added Vol / Added Copy % % Call Number Doubles 1 0.2% 1 100% Call Number Missing 0 0.0% 0 0% Conference Proceedings 8 1.7% 1 13% Curriculum Materials 1 0.2% 1 100% Editions % 0 0% Folio % % Juvenile Literature 5 1.1% 5 100% Literature % 2 5% Locations, other 1 0.2% 1 100% Multivolume 9 2.0% 9 100% Ref Exam 9 2.0% 9 100% Serials 0 0.0% 0 0% Series Unnumbered % 4 2% Series Numbered % 2 8% Special Formats 2 0.4% 2 100% Issues to address in batch processing methods: Analysis practice Class together/separate Label locations Alternate departments Special procedures Local cataloging practices and rules

19 QC Decision Levels Critical Errors Obstruct user from being able to Find, Select, Obtain a work or expression Significant Errors Identify a manifestation Would not create a new record if missing Non-essential Errors Typographical or coding errors Do not affect FISO

20 Sample of Content Errors/Edits CATEGORY Conference proceedings serial vs. monograph xx author heading incorrect title edited Added 246 alternate title Extent missing or incorrect (pagination, ill.) Table of contents edited xx subject missing or incorrect Series title missing (490) RECORDS REVIEWED RECORDS EDITED % SAMPLE EDITED CRITICAL ERROR Yellow indicates errors not addressed in QC

21 Functional Requirements for Batch Quality Control Limit edits to critical & significant errors Use easily obtainable software (MarcEdit) Identify specific records for copy-cataloger intervention Enable editing of batch files in Connexion prior to loading into catalog Continue to pass authority work to a vendor

22 Batch QC Workflow Overview Match Records Import WCP file to Connexion Client Match titles to physical items on book cart Match WCP records to order titles (ILS Invoice Report) Content & Process Convert Connexion file to MarcEdit Run MarcEdit QC reports Identify target edits needed Edit, Label & Load Edit WCP records in Connexion Print physical item labels Load records in the catalog

23 Sample Invoice Report SYS.No. TITLE ACQ.Notes Location ALSWER/LE RESPUESTA : INCLUDING SOR FILOTEA'S LETTER JPL Stx AND NEW SELECTED POEMS FOCUS IN GRADES 6-8 : TEACHING WITH CURRICULUM FOCAL POINTS. JPL Stx IRISH MUSICAL STUDIES; 10 : MUSIC, IRELAND AND THE SEVENTEENTH CENTURY JPL Stx MODERN SCANDALS, a/c Ref Stx New ethnicities and language use / Roxy Harris. re-order JPL Stx WOOD STRUCTURE AND ENVIRONMENT. NotifySam Hamburg x4398 JPL Stx

24 MarcEdit 300 field report $a 300$a 300$c 300$e Arthur Szyk : 341 p. : 30 cm Music and movement : xxii, 227 p 26 cm Focus : xix, 284 p. 25 cm. + 1 CD (digital ; 4 3/4 in.) The business of sports / 3 v. : 25 cm New media / viii, 149 p. 24 cm. Identify oversize volumes for labeling Find accompanying material for special processing Indicate multipart records

25 MarcEdit Series Report $a 490$a 490$v 830$a 830$v Understanding molecular Computational science 1 Computational science (San simulation : series ; Diego, Calif.) Handel studies : Festschrift series ; no. 22 Festschrift series ; no Bringing outsiders in : Cornell paperbacks Fuelling war : Adelphi paper, 373 Adelphi papers ; no "Ellington uptown" : Jazz perspectives Jazz perspectives (Ann Arbor, Mich.) Identify numbered series for analysis practice Correct headings and numbering of headings Supply missing series tracings

26 MarcEdit Call Number Report $a The epistemology of belief / 00$aBL51$b.V Smoking cessation : \\$arc567$b.s Expanding and merging horizons : 00$aDS423$b.E Shop class as soulcraft : 00$aHD4824$b.C ;"\4$aTT145" Flexible solar cells / 00$aTK2960$b.P Vencer no es convencer : 00$aPQ6073.F36$bV ;"\4$aPN56.F35$bV " Concrete pressure pipe. 00$aTD491$b.A49 no. M Hilbert transforms / 00$aQA432$b.K vs 050 for shelflisting Alternate call numbers Double call numbers (labeling issue) Classification practice

27 Training Issues QC process = 22 pages of documentation Train staff to use software (Excel, MarcEdit) Divide parts of process among staff abilities Track up to 25 carts of 150 items each Work with Acquisitions staff receiving items Supervise student label processors

28 Benefits of Batch Processing Improved User Access More Efficient Processes Visible Results Reduced dock to shelf time from weeks to days Cut cataloging time by 75% Doubled production Freed staff time Eliminated backlogs

29 Ongoing Maintenance Continue spot-checking QC Keep up with standards Track ongoing edits for process refinement Later automated improvements

30 LESSONS LEARNED Trust each other s cataloging Everyone makes mistakes Machines do some things better We can do more with less Catalogers do a really good job!