Retrospective Conversion and Processing of Government Documents

1. Retrospective Conversion and Processing of Government Documents Debbie Madsen Government Publications Librarian Kansas State University Libraries dmadsen@ksu.edu

2. Kansas State University

3. Retrospective ConversionInitial Decisions • How much detail on Voyager • Qualifications/availability of staff • Where to begin • Piece in hand vs Kardex • Monograph/serial treatment • Duplicates • Unwanted records

4. Extensiveness of Voyager Records • Decide what you want to get out of Voyager so you know what to put in • Consider • Item records • MFDH 007 and 008 • OPAC display

5. Staffing Issues • Ability/classification to do the work • Time Commitment • Degree of autonomy

6. Where to Begin? • Devise a plan • Important collections • Small collections • General collection • Awful collections • Consider rewards for achievement

7. Piece in Hand vs. Kardex • Piece in Hand • Actual title pages help in record selection • Inventory of collection • Allows weeding of superceded/duplicate items • OCR label • Kardex • What you should have • What about missing items?

8. Monograph/Serial Treatment • Staff work all formats or specialize • Expertise/training issues • Workflow issues • Handle “as encountered” or “do it all the first time” • Systematic vs. jumping around • Recreating the thought process • Quality of weeding/duplicate decisions

9. What to do with Duplicates? • KSU Libraries decisions • Generally retain only 1 copy • Single MFHD for multiple copies in same location • CD-ROM and Electronic not considered duplicates

10. Work Procedures • Pull items from shelf • Check Superceded List • Search Voyager • Transfer from OCLC/input brief record if needed • Statistical fields in MFHD • Show all holdings for the title • OCR label and link • Red check mark on OCR label • MFHD note “retro done”

11. Unwanted Records • KSU kept bib. id. numbers from retro load • Project to delete totally useless records • Delete remainder on title-by-title basis • Create Access report

12. COMPLETED Reference collections Indexes/abstracts CD-ROMS Atlas collection Oversize collections Pamphlet file Kansas maps Room 300 storage area IN PROGRESS General collection Microforms STILL PENDING CIA maps Poster file CIA maps General map collection Annex DOE microfiche How are we doing?

13. Processing New Material Marcive Services Supplied to KSU Libraries • Shipping List Service records – weekly • SLS barcodes -- weekly • SLS call number labels – weekly • On-going GPO records – monthly • Revised records -- monthly

14. Setting up Marcive/Voyager Process Define data elements/fields with Marcive • Match/overlay field • Local notes • Location, item type, barcode • Specifications for barcodes

15. KSU Libraries Profile forMarcive Shipping List Records Field for Marcive Control Number: 035 Local Note: 599 |a Temporary Marcive Record: [shipping list date] Fields for Smart Barcode Data:949 |a location |b item type |c barcode

16. Setting up Marcive/Voyager Process Set up Bulk Import on Voyager • Duplicate Detection Policy • Duplicate handling instructions • Define the match field(s) • Bulk Import Rule • Create MFHD’s Items • OPAC suppress • Field, subfield, indicators for location, item type, barcode • TEST a sample file

17. KSU Libraries Bulk Import Values Shipping List Records • Duplicate Detection Policy • Add conditional • 035 match field for Marcive control number • Bulk Import Rule • Suppress in OPAC • Create MFHD item • 949 |a location |b item type |c barcode

18. KSU Libraries Bulk Import Values Monthly Records • Duplicate Detection Policy • Replace • 035 match field for Marcive control number/OCLC number • Bulk Import Rule • Display in OPAC • Create MFHD item* • Map defaults for location and item type *Only creates MFHD item if match/replace doesn’t occur

19. Overview of New Item Processing • Weekly • Ftp and batch shipping list records • Receive barcode and call number labels via FedEx • Receive boxes from GPO • Label, do Voyager work, display in OPAC • Monthly • Ftp and batch monthly records • Print logfile reports • Correct problems

20. Detailed Procedures for New Items Bib., MFHD, item records already on Voyager • Voyager • Verify bib. record, display in OPAC • MFHD 008 + 007 for nonbook material • Verify location • Check Superceded List, withdraw previous item as needed • MFHD staff note (|x) “Retro done” • Apply call number label, location sticker, tattletape

21. Extra Procedures for Serials • Holdings in 866/867/868 • May need to delete shipping list record(s) • MFHD staff notes (|x) • Binding information • Local retention decisions • Special handling instructions

22. Monthly Records Full records for shipping list titles, revised records, electronic only records • Items are already on the shelf • Incoming records should overlay bib. but leave MFHD and item untouched • If no match occurs, bib. is added, MFHD and item are created with no barcode • Print logfile report • Review records that didn’t replace

23. Types of Problems with Records • Get monograph records for titles KSU treats as serial • Could deselect from Marcive profile • KSU just deletes unwanted records • GPO’s cataloging has some errors • Some shipping list records are not replaced because GPO’s cataloging is behind

24. Keep Your Marcive Profile Current • Have Marcive get it from GPO • Send Marcive a list of adds/drops annually • Keep your own and send file to Marcive as revised

25. Records with URLs/PURLs • Get a LOT of these in monthly records • Voyager automatically hotlinks bib. record’s 856 |u unless there is a |z present • Some of these are really ugly • Do you want to edit the 856 field? • Can add the 856 field to MFHD • Won’t replace when new bib. record is loaded • OPAC thumbnail only activated from 856 in bib. record • How to indicate Internet access in OPAC? • When you also have a physical piece • When title is electronic only • Voyager’s link checker report • How often to run? • How much time to devote to errors?

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