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Don’t shovel snow with a soupspoon!

Don’t shovel snow with a soupspoon!. Three Techniques For Streamlining Workflows in Technical Services Leah Black Michigan State University Libraries. Shoveling snow with a soupspoon  Traditional Copy Cataloging Workflow. Receive & pay Search OCLC for copy (LAIII) Edit record

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Don’t shovel snow with a soupspoon!

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  1. Don’t shovel snow with a soupspoon! Three Techniques For Streamlining Workflows in Technical Services Leah Black Michigan State University Libraries

  2. Shoveling snow with a soupspoon Traditional Copy Cataloging Workflow • Receive & pay • Search OCLC for copy (LAIII) • Edit record • Export to local catalog • Tattletape • Label • Barcode • Record statistics

  3. Shoveling snow with a soupspoon Cataloging Statistics • Each cataloger using his/her own counting method • Counts submitted monthly • Team manager responsible for totals • Totals needed on a yearly basis, which means managers procrastinate!

  4. Shoveling snow with a soupspoon Millennium Acquisitions Updating • High volume operation means many, many, many records to update • Lots of mouse clicks • Lots of keystrokes • Repetitive • Easy to forget a step • Boring, boring, boring!

  5. Bring on the snowblower!Part I: PromptCat Shelf Ready Processing • Bib record file arrives with books • Symbol set on OCLC • LAII processes (“the sort”) • Receiving and cataloging done simultaneously • Books already labeled, property-stamped, and tattle-taped • To barcoding (quality control)

  6. Advantages • Streamlined receiving • Books handled by fewer people • Fewer labelers needed (MSU-specific) • Staff can work exclusively in the online catalog • Use lower level (less expensive) staff for routine copy cataloging

  7. In-house labeling needed for only 5% of titles received thru YBP shelf-ready PromptCat process • Most titles ordered receive records • PromptCat profile drives delivery percentage • Encoding level = FULL and CIP (instead of ALL) • Cataloging source = LC (instead of ALL) • Reflects PromptCat activity from 7/1/2006 thru 1/1/2007

  8. Disadvantages • Less control over bib record selection • Fewer enhanced bib records in the catalog (more “as is” copy) • Possible classification issues • No returns (except vendor/publisher error or defective copy)

  9. Bring on the Snowblower!Part II: Automated cataloging statistics • Pre-defined stats codes • Track by individual or team • Track by stats category • Excel spreadsheet totals available on demand • Error rates automatically calculated

  10. 949 field added to the OCLC record includes statistics code

  11. Codes consist of team name, statistics category, and catalogers’ initials

  12. Statistics are gathered monthly using Millennium ‘create lists’ function • Data from list is exported to an Excel spreadsheet • Statistics format is customized for each TS team

  13. Bring on the Snowblower!Part III: Windows-based scripts for record updating • Eliminates many keystrokes and mouse-clicks • Doesn’t forget a step • Never gets tired or bored • Processor free to concentrate on bib record issues

  14. Why is PromptCat shelf-ready processing using AutoIT scripts and automated cataloging statistics a better snow shovel than a soupspoon? • Efficient use of staff • Reliable record updating • High quality for high production • Accurate and reliable statistics • Books get to the shelf faster -- like “corn through a duck”

  15. For more information • About OCLC PromptCat: www.oclc.org/promptcat/default.htm • About Yankee Book Peddler Technical Processing Services:www.ybp.com/ • About AutoIT software: http://www.autoitscript.com/ • About Michigan State University Libraries Technical Services procedures:blackl@msu.edu517-432-6123 ext. 149procedures online at www.lib.msu.edu/techservices/

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