Managing Serials with Evergreen: A Case Study of Hekman Library at Calvin College

1. Managing Serials with Evergreen A Case Study of Hekman Library at Calvin College

2. High volume of throughput Large number of repetitive tasks Fine-grained details of great importance Why Serials Management?

3. Take advantage of general predictability and repeatability Allow for very frequent exceptions Accommodate wide variety of management practices Manage metadata level holdings, physical level copies, and business level information Challenges of Serials Management

4. Evergreen Serials Model Business Metadata Physical

5. MARC Format for Holdings Data Often pronounced as “muff-head” Standard, often computable way to share volume, part, and copy information Incorporates publication patterns as part of the standard Metadata – Basics of MFHD

6. MFHD Example • Field 853 • Caption and Pattern statement • Often one per record • Field 863 • Enumeration and Chronology statement • Often many per record • Other paired fields – 854/864, 855/865 • Field 866 – Textual (i.e. non-standardized) Holdings

7. Goal – Internalize and automate the MFHD record editing so that the serials worker can concentrate on the physical item workflow Benefits Greater accuracy Easier integration Metadata Management

8. Evergreen Serials Model Business Metadata Physical

9. Primary workspace and data source for serials Every serial ‘piece’ will have it’s own entry Critical fields include Date Expected Date Received Series Label Information Claimed? Shelving Unit Physical – The Issuance Table

10. Shelving Units are generic containers of one or more issuances May be used to represent a single issue, a volume of issues, an entire shelf of volumes, etc. The entire unit is represented by a single call number Therefore, each copy represents an entire unit Physical – The Shelving Unit

11. Library does not circulate serials Free to have any number of Units Simplest case – single unit for entire run, single call number Library circulates current issues only One Unit per current issue (may have multiple copies) – use ‘Auto per Issue’ feature At least one unit for any bound volumes Library circulates bound volumes One Unit per bound volume – use ‘Auto per Volume’ feature May also have Unit per unbound issue Shelving Unit – Use Cases

12. While some of the structures are in place, links to the acquisition structure will be a future development task Business – Not Included

13. Create MFHD record, including prediction pattern statement Generate one or more issuances based on pattern in MFHD Receive issuances automatically generates/edits enumeration and chronology statements in MFHD creates call number and copy records as needed Return to step 2 Standard Workflow

14. Primary Serials Interface - Preview

15. Types of problems Claims Prediction pattern exceptions (issue cancelled, extra issue, date changed, etc.) Manual Shelving Unit, call number, and copy management Will be handled as needed by separate interfaces Workflow Exceptions

16. More Information • Credits • Dan Wells, Library Programmer Analyst • Steven Putt, Electronic Services Librarian • For the latest version of this presentation, please visitwww.calvin.edu/library/downloads/eg-serials-presentation-2010.zip