Telnet to Millennium: Collaborating with PromptCat and Vendors to Maximize Technical Services Efficiencies at Record Lo

1. Kelly ShookMargaret Maurer KentLINK Coordinator Assistant Professor, Head of Catalog & Metadata Kent State University Libraries and Media Services IUG 2005 – San Francisco, California May 2, 2005 Telnet to Millennium: Collaborating with PromptCat and Vendors to Maximize Technical Services Efficiencies at Record Load Kent State University Libraries & Media Services

2. YBP / PromptCat at KSU • The PromptCat process at KSU • PromptCat / III / YBP and data loading • What the process can’t handle • Cost/benefit analysis • Moving the process to Millennium • Other maintenance issues • Final words of advice Kent State University Libraries & Media Services

5. YBP / PromptCat at KSU Libraries and Media Services Fall 1999 Started planning process August 2000 First firm order sent to YBP October 2000 Approval slip plan began at YBP. PromptCat service started March 2001 Approval plan up and running April 2002 Successfully added our 7 regional libraries September 2002 Began accepting much more member cataloging copy Summer 2003 GOBI2 March 2005 Moved batch load process to Millennium ???????? Edifact? (ISBN-13) Kent State University Libraries & Media Services

6. YBP / PromptCat Overview KSU YBP

7. De-Duplication at Load of GOBISelect records • Normal order record status = “o” [on order] • Loader de-duplicates using a Title Key match • If suspected duplicate order status = “1” [on hold] Kent State University Libraries & Media Services

8. OCLC PromptCat • OCLC product to streamline cataloging and/or pre-order searching • Cooperatively implemented by OCLC and library materials vendors • A completely automated process requiring up-front planning and, once running, little human intervention Kent State University Libraries & Media Services

9. MARC Record Selection • How Bibliographic Matches are made at PromptCat: • Match is made in advance in a separate process • Based on ISBN or Publisher Number (from 028) • The vendor control number and OCLC number are recorded in a matching database Kent State University Libraries & Media Services

10. You can limit the records you receive based on • Encoding Levels • Cataloging Source • Record Type • WorldCat Holdings Set • Any record you don’t receive you can elect to receive a PromptCat Data Record (PDR) in place of Kent State University Libraries & Media Services

11. Bibliographic Record Evaluation at Record Receipt • Is it a match? • Cataloging source (DLC) • Member copy guidelines Kent State University Libraries & Media Services

12. PromptCat Data Records (PDRs) • Used to deliver vendor data when you do not receive a full record • Delivered when there is no match OR multiple matches in WorldCat, or there is a match but our holdings are up on it, or there is a match but it doesn’t fit our profile Kent State University Libraries & Media Services

13. PromptCat Site IDs • Used to determine processing options • You may use: • Location • Sub account number • Account number, or • Fund code Kent State University Libraries & Media Services

14. PromptCat / III & Data Loading • III defines how we load records in batch • III requires item record and order record information to be in certain 9xx fields and subfields in order to “map” them to their proper places in item, order and invoice Kent State University Libraries & Media Services

15. PromptCat / III & Data Loading • Some of the information used to build the item, order and invoice records is default data provided by the loader • Some of the information is imported at load • Some of the information is imported at load if available. In the absence of data the loader will provide default data • Some of the information is system generated at load Kent State University Libraries & Media Services

16. KSUAP Profile Data mapping through PromptCat 980 $ a –Invoice Date 981 $ o –Sub account # 980 $ b –List Price 981 $ c –Order Location 980 $ e –Net Price 945 $ L –Item Location 980 $ f –Invoice # 945 $ s –Item Status 980 $ g –Quantity > 1 945 $ t –Item IType 981 $ b –Fund Code Kent State University Libraries & Media Services

18. http://www.library.kent.edu/~mmaurer

19. KSU’s Extended Approval Plan Interface • Unique in that we use one loader to: • Create a brief bibliographic and order record for direct orders made on GOBISmart • Overlay brief bibs with PromptCat records that load with associated item records and electronic invoice lines • Load PromptCat approval records with associated item records, order records and invoice lines - all loading in a single load Kent State University Libraries & Media Services

20. Extended Approval Plan Interface – Key Points • Interface de-duplicates on Title Key. • A Title Key is a 7 character code that is created from the Title or Series field of the record you create • The Title Key uses the first letter of each of the first seven words of the field Kent State University Libraries & Media Services

21. Extended Approval Plan Interface (Continued) Interface de-duplicates on Title Key (Continued) • When creating the Title Key, subtitles and series numbering are eliminated from the title key by stopping at colons ( : ), semicolons ( ; ) and space-slash ( / ) • Only the first 49 alphabetic characters of the field are used in the creation of the Title Key • Ampersands ( & ) are treated as the word "and" Kent State University Libraries & Media Services

22. Extended Approval Plan Interface (Continued) • KSU’s Extended Approval Plan interface overlays on order record number (.o#) • We have also established settings for comparing the encoding level of the incoming record and the target record as another check • The creation of an item record is based on the presence of a 945 field Kent State University Libraries & Media Services

23. Millennium Implementation • March 2005 KSU decided to move loads into Millennium. • Loading Approval Records from YBP and OCLC PromptCat. • Loading Firm Orders from YBP, and then overlaying them with PromptCat bibliographic records. Kent State University Libraries & Media Services

24. Millennium Implementation • Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled. • Used documentation we created for load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client. Kent State University Libraries & Media Services

25. Millennium Implementation • Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled. • A lot of trial and error went into this process. • Documented and produced screen shots as we went through the process. Kent State University Libraries & Media Services

26. Millennium Implementation • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. • Process for loading records has been decreased in time and number of steps. • A review file can be created at the time of record load. Kent State University Libraries & Media Services

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28. Millennium Implementation • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. • All steps can be done via the Millennium Acquisitions module. Kent State University Libraries & Media Services

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30. Millennium Implementation • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. • No longer have to change directories to retrieve files from OCLC. Kent State University Libraries & Media Services

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32. Millennium Implementation • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. • Prompted to delete files as part of the process rather than an option. • Ability to view record specifics, edit certain fields, change currency, accept/reject records and process order records from one screen. Kent State University Libraries & Media Services

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42. Millennium Implementation • Cons for Loading Approval Records from YBP and OCLC PromptCat via Millennium. • Currently we do not see any cons with this process being done in Millennium Kent State University Libraries & Media Services

43. Millennium Implementation • Loading Firm Records from YBP was the next load we tackled. • Used documentation we created for load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client. • A lot of trial and error went into this process. Kent State University Libraries & Media Services

44. Millennium Implementation • Pros for Loading Firm Records from YBP via Millennium. • Documented and produced screen shots as we went through the process. • Process for loading records has been decreased in time and number of steps. • All steps can be done via the Millennium Cataloging module. Kent State University Libraries & Media Services

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46. Millennium Implementation • Pros for Loading Firm Records from YBP via Millennium. • Via the login manager you can designate the load profile to be used for the load. Kent State University Libraries & Media Services

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48. Millennium Implementation • Pros for Loading Firm Records from YBP via Millennium. • A virtual review file can be created at the time of record load. Kent State University Libraries & Media Services

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