1 / 35

Millennium Bookplating Workflow

Learn how to efficiently update and export bookplate information for endowed funds using Millennium software. Also, discover the benefits of creating digital bookplates and how it can improve donor engagement.

chloe
Download Presentation

Millennium Bookplating Workflow

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Millennium Bookplating Workflow

  2. Bookplating for Endowed Funds... • To be done annually, shortly after the close of the FY • Collect updated information on current endowments, income, purpose and if it will be reported on. • Using Millennium "create lists", identify items purchased previous FY. • Import order data into items. (Loads from YBP include this. We use a Macro Express script for others.) • Export to spreadsheet: item#, fund, price, title, subjects, call number, location, language, place of publication

  3. ...Bookplating for Endowed Funds • (...continued) • (Skip next step for items funded on endowments in Millennium.) • Use call number, language, source, words, and discipline to match titles with endowments. • Create .csv files with record # and bookplate information. • Use Macro Express script to update the item records. • Give file to Jean to update the database.

  4. Bookplating for Gifts in Kind • Jean will cover bookplating for gifts in kind, small gifts of cash, honoraria, in memory of…

  5. Bookplates on the Web

  6. Bookplate Web Pages • Create digital bookplates • Static or dynamic presentation? • Individual pages or standalone site? • Design web page / site • Create links to catalog records

  7. Creating Digital Bookplates

  8. Creating Digital Bookplates • Scan existing paper bookplates •  Use template for "born digital" bookplates •  Staff edit text box for each bookplate •  Save as full size jpg and as thumbnail

  9. Creating Digital Bookplates

  10. Determine Level of Complexity • Manual Approach • Hard-coded HTML pages & links to OPAC • Small number of bookplates - limited growth • Rapid implementation but requires continual maintenance • Programmed Approach • Dynamic pages & links to OPAC using relational database (MySQL) and programming (PHP) • Large number of funds and donors - continual growth • Longer development time but then runs itself

  11. Individual Page Design • Description of Fund, Donor, Honoree, etc. • Links to titles acquired (up to 5) • Link to catalog search if more than 5 titles • Titles from database (funds) or screen-scraping (honorees)

  12. Bookplate Site Design • Functionality: • Browse by name, theme • Search names and descriptions • View all bookplates • RSS feed of randomly selected titles • Show examples and info about the project

  13. Relational Database

  14. Database Structure & Functionality • Spreadsheet of endowed accounts was the basis for relationship database • Funds assigned to themes • Rush request to honor outgoing FOL chair led to addition of honorees table

  15. Main Database Tables

  16. Other Tables • Shared Tables • items • references • Endowment Tables • income • themes • themes_to_endowments • refs_to_endowments • Honoree Tables • items_to_honorees (little used) • refs_to_honorees

  17. Staff Administration Module

  18. Staff Workflow for Gifts & Honorees • Tech Services staff input bookplate/donor information • Plate type, name, short name, tribute, description • Upload full size jpg and thumbnail • Code generates URL to bookplate page; staff copy and paste into item records • If more than 5 titles, create item template with appropriate variable length fields • Else, create item records for individual items acquired

  19. Staff: Administrative Menu

  20. Staff: Add New Endowed Fund

  21. Staff: Edit Funds - Menu

  22. Staff: Add New Honoree

  23. Staff: Edit Honoree - Menu

  24. Staff: Edit Honoree - Detail

  25. A Success?

  26. For us... Yes! We received a BrownExcellence Award for Innovation.

  27. Other Measures • WEB HITS ON INDIVIDUAL BOOKPLATES • In past year, 10,000 hits on 350 endowment plates • Average 28 hits per plate • PROVIDING INFO AND CODE TO OTHER LIBRARIES • Wright State University & University of North Carolina • Numerous inquiries from other libraries • Information on database structure and code available on the project web page.

  28. Most importantly, our donors arepleased. From an Endowment Stewardee Thanks for the letter re the ASKB Military Collection endowment. I am impressed with the University's good management of it!

  29. New Gifts to Library Endowment • YEAR BEFORE 1ST DIGITAL BOOKPLATE LETTER • March 2006 - February 2007 • $386,000 • FOLLOWING YEAR • March 2007 - February 2008 • $629,000 - 63% increase

  30. I asked him to consider a gift to his library fund and he agreed to an additional $2,500.In the meantime, he received a [letter] about his digital bookplate. He loved the bookplate and as a consequence increased his library gift to $5,000. Great stewardship! From an Advancement Fundraiser

  31. Just yesterday we were discussing the possible disposition of antiquarian materials with a potential donor... I brought up an example electronic bookplate page with the associated list of materials – and he was immediately and emotionally sold on the idea of donating all of the collection to us. From AUL for Collections

  32. More about Brown's Digital Bookplates... Public website:http://dl.lib.brown.edu/bookplates/Project website: http://dl.lib.brown.edu/its/software/bookplates/ Contact us:Patricia_Putney@brown.edu Bonnie_Buzzell@brown.eduJean_Rainwater@brown.edu

More Related