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4th Annual HKIUG Meeting 9th December 2003

Developing an Online System for Book Selection and Ordering @ Hong Kong Baptist University Library & Lingnan University Library Wing Woo (HKBU) and Owen Tam (Lingnan). 4th Annual HKIUG Meeting 9th December 2003.

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4th Annual HKIUG Meeting 9th December 2003

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  1. Developing an Online System for Book Selection and Ordering @ Hong Kong Baptist University Library & Lingnan University Library Wing Woo (HKBU) and Owen Tam (Lingnan) 4th Annual HKIUG Meeting 9th December 2003

  2. Developing an Online System for Book Selection and Ordering@Hong Kong Baptist University Library Wing WooAcquisitions Librarian

  3. Background • “How to use Innopac Webpac to facilitate selection, ordering, and collection assessment functions” • by Mr. Y.O. Li, 2nd HKIUG (December 2001) • Award “First Be Innovative! Awards – Most Innovative Use of Staff Module” • April 2002

  4. Background • Library Coordinators Program @ HKBU Library • No. of Library Coordinators (Faculty/School): 41 • No. of Subject Liaison Librarians: 13 • Major Approval Plans • YBP, DataBank, Chung Hwa (中華), Man’s (文星)

  5. Development of Online Book Selection Program: A Chronology • November 1999 • launch the program with YBP approval books • November 2001 • Man’s catalogues and YBP approval slips (a.k.a. Yellow slips)

  6. Development of Online Book Selection Program: A Chronology • April 2003 • 6-month cumulation of Man’s catalogues and yellow slips • estimate cost of selections • June 2003 • streamline the processing procedure of on-site selections

  7. Selection Flow for Library Coordinators • 1st round • sort by subject or discipline • 2nd round • all non-selected items from 1st round • allow coordinators to select items of other disciplines • 3rd round(Man’s catalogues and yellow slips only) • non-selected items from 2nd round • stay for 6 months

  8. Selection Flow for Library Coordinators • Other feature • view selected items • Time interval of each round • 2-week • E-mail notification to library coordinators

  9. First Page of Online Selection Program

  10. Selection Rounds View selected items

  11. 1st Round: Discipline Specific

  12. Sample Page of Online Yellow Slips (First Round) Html link to check holdings via Webpac

  13. 2nd Round Selection of Yellow Slips: Sort by DDC

  14. DDC Sorting: up to the Tenth Level

  15. View Selected Items: An example Estimated total cost

  16. Sample Page of Online Man’s Catalogue

  17. Sample Page of Title List (Language, 語言)

  18. On-site Book Selection (1) Enter ISBN instead of marking from title list(s)

  19. On-site Book Selection (2) Selected Title is displayed

  20. After Selection... Download selections from NT server Automatic duplicate checking program (ISBN & Author – Title keyword searching) Non-duplicate selections are converted into MARC record Upload to INNOPAC with bibliographic data (supplied by vendor) & order records (suggestor name, fund code, est. price)

  21. Statistics of Online Book Selection: 2001/02 and 2002/03 Hong Kong Baptist University Library

  22. Developing an Online System for Book Selection and Ordering@Lingnan University Library Owen TamTechnical Services Librarian

  23. Lingnan University Library Background • Replacing paper whenever possible • Major Book Vendors • English: YBP, Blackwell’s • Chinese: Chung Hwa, Mans, Peace Book, Joint Publishing • Greater academic staff involvement • Not just the 14 Departmental / Programme representatives & Library staff • Sharing the successful experience of HKBU Library

  24. Lingnan University Library Additional Features • Accepting more vendors’ book lists • Authenticate users individually – for fund matching and discipline specific selection lists • Endorsement by Programme Directors (eg. BA, BBA, BSS, etc) • Monthly Financial Reports online for ALL academics

  25. Lingnan University Library Selection & Ordering Procedures Check existing collection & merge different vender book files Financial Reports Remove duplicate records before upload to system Cumulative Results Ordering E-mail Notification Endorsement User Authentication Selection

  26. Lingnan University Library Accepting more vendors’ book lists • In addition to: • English books --> YBP • Chinese books --> Man’s book (文星) • We add: • English books --> Blackwell’s • Chinese books --> Joint Publishing (三聯), Peace (和平) & ChungHwa (中華)

  27. Lingnan University Library Problems of having multiple vendor book lists • Different vendor book lists have different formats & contents • Some vendors do not want to follow our standard • Need to convert “non-standard” book lists to the format support by our system

  28. Lingnan University Library Example – Blackwell’s book lists • No fund codes & Dewey numbers • Only have “LC descriptions” • We use Excel macros to generate Dewey numbers & fund codes from “LC descriptions”

  29. Lingnan University Library Accepting more vendors’ book lists Blackwell’s file has no Dewey numbers & Fund codes

  30. Lingnan University Library Accepting more vendors’ book lists Excel macros used to generate fund codes

  31. Lingnan University Library Accepting more vendors’ book lists Excel macros used to generate Dewey numbers

  32. Lingnan University Library Accepting more vendors’ book lists Dewey numbers inserted into Blackwell’s book file

  33. Lingnan University Library Merge Book Lists & Remove Duplicates 3 steps: • New book lists checked against library collection • Merge vendor book lists and remove duplicate records • Merged list checked against the cumulative book list

  34. Lingnan University Library New Book Lists Checked Against INNOPAC Books which the library already has will be removed from the list

  35. Lingnan University Library Merge vendor book lists and remove duplicate records Duplicate records with less information will be removed Dup. Dup. Dup. Dup.

  36. Lingnan University Library Email Notifications • Biweekly • New book data uploaded • Weekly • Selection endorsed by Programme Directors

  37. Lingnan University Library Email Notification – New Books for Selection Subject: Library News: New Book Data loaded to Book Selection System Date: 24 Nov 2003 From: Lingnan University Library <library@ln.edu.hk> To: ft-academic-lu@smtp.ln.edu.hk, pt-academic-lu@smtp.ln.edu.hk Dear Colleagues, New book data have just been loaded to the book selection system at http://libbook.ln.edu.hk Please take some time to select titles that you would like the Library to order for your program. As print runs for academic books are comparatively short, it would be appreciated if you could select books in two weeks after receiving this email. The Library will proceed to order your recommendations after obtaining endorsement from your program director. If you have questions about book selection or the book selection system, please call the Acquisitions Librarian, Eugenie, at ext.8553 or send email to libacq@ln.edu.hk. Thank you for your attention. Acquisitions Section University Library

  38. Lingnan University Library Email Notification – Selections for Endorsement Subject: Book Recommendation endorsement Date: 23 Nov 2003 From: Libacq <libacq@ln.edu.hk> To: sckchan@ln.edu.hk, pounder@ln.edu.hk, leew@ln.edu.hk Dear Colleagues, The library has received book recommendations for your program, please review the recommendations at: http://libbook.ln.edu.hk (Please look for the link: "Endorsement Sub-system”) The Library will proceed to order the recommendations on receiving your endorsement. If you have questions, please call me at ext.8553 or send email to libacq@ln.edu.hk. Thank you for your attention. Regards, Eugenie Acquisitions Librarian

  39. Lingnan University Library User Authentication • Access restricted to Lingnan staff • Email Address & Programme Code are logged from Innopac • Map book fund and provide discipline specific book lists according to Programme Codes in patron record

  40. Lingnan University Library Log in -- key in Barcode & PIN

  41. Lingnan University Library User Authentication • Innopac Patron API is used • Barcode and PIN will be sent as URL: http://library.ln.edu.hk:4500/PATRONAPI/BARCODE/PIN/pintest • If valid, Innopac will return “RETCOD=0”

  42. Lingnan University Library User Authentication • Then, the barcode will be sent as URL: http://library.ln.edu.hk:4500/PATRONAPI/BARCODE/dump • System return the whole patron record: P TYPE[p47]=1 E-MAIL ADDR[pz]=libsys@ln.edu.hk PCODE3: 151 (History Programme) 1 = Staff Email Programme Fund

  43. Lingnan University Library Email is logged Programme Fund is assigned

  44. Lingnan University Library User Authentication • Discipline specific book lists provided according to Programme Codes

  45. Lingnan University Library Book selection page for Arts Programme

  46. Lingnan University Library Book selection page for Business Programme

  47. Lingnan University Library Endorsement of Books Selected • All selections need Programme Directors’ endorsement • Only Programme Directors or their authorized representatives can make endorsement

  48. Lingnan University Library Endorsement Log on to the system

  49. Lingnan University Library Endorsement

  50. Lingnan University Library Patron API & ASP can check Endorsement

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