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Laura E. Kinner, Director of Technical Services

Merging library catalogs: The plan that worked for the Medical University of Ohio and the University of Toledo. Laura E. Kinner, Director of Technical Services Christine Rigda, Coordinator of Library Systems

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Laura E. Kinner, Director of Technical Services

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  1. Merging library catalogs:The plan that worked for the Medical University of Ohio and the University of Toledo Laura E. Kinner, Director of Technical Services Christine Rigda, Coordinator of Library Systems Eastern Great Lakes-IUG September 28, 2007 University of Akron, Akron, Ohio

  2. Merging library catalogs • TIMELINE • Library integration workgroup: 3/2006 • Library merger team: 7/2006 • III Implementation Team call: 12/2006 • Contract III began: 1/2007 • Deadline for Merger: March 1, 2007

  3. Merging library catalogs • Library merger Team (sub group) • Director of Technical Services • Coordinator of Library Systems/ Systems Librarian • Head, Bibliographic Control (Medical Library) • Coordinator of Access Services (Medical Library)

  4. Merging library catalogs • Preliminary planning and preparing: • Getting started manual • Data profiling: profile acceptance • System Settings • Fixed length codes • Branch codes

  5. Merging library catalogs • Planning and preparing “Spreadsheets are your friends!” “Chocolate is a food group!” ffcodesmerger.xls • Compare fixed field codes for each type of system record • Add new Branch Codes locationcodepre.xls

  6. Merging library catalogs • Fixed Length Codes: Itypes • Mulford Library: 10 local codes Carlson Library: 75 local codes • Completely revamped Carlson’s itypes • Old codes | Transition codes | Permanent Codes itypestransition.xls • Tied in with Loan Rule Determiner Table/OhioLINK Requesting Copy of LRDT1.xls

  7. Merging library catalogs • Fixed Length Codes: Ptypes • Coordinated Mulford ptypes to follow Carlson ptypes (FT, PT, etc.) PTYPESALL.xls • Loan Rule Determiner Table • OhioLINK mapping • Use pcode2, pcode3 to further define

  8. Merging library catalogs • Updating the main database • Bibliographic records (39,000) • Item records (165,000) • Linked (100 +) • Bib record with more than 999 items attached (1) • Patron records (3,000) • Authority Records (60,000) • NLM • LC

  9. Merging library catalogs • Updating the Main Database • Check-in records • Attach MUO holdings • Print (5800+) already in UTOL • Input brief bibs • Print & E(3,000+) not in UTOL • Order records • Printed MUO records filed in notebook • Created New records for Serials and Monographs as paid for in new FY

  10. Merging library catalogs • III Issues • Call number output (bib or item) • Shared or separate bibs • Record priority overlay • Overlay of brief serial bibs

  11. Merging Library Catalogs • Re-organization • University Libraries [October 2006] • Technical Services [January 2007] • Coordinators: [January 2007] • Coordinator of Cataloging Services • Coordinator of Library Systems • Coordinator of Collection Development • Coordinator of Serials/Electronic Resources

  12. Merging Library Catalogs • Ongoing • Staffing/Workflow • Character-based Millennium • Distance (from collection, systems support) • Merging of electronic resources • Web Access Management vs EZproxy • Troubleshooting connection issues

  13. Merging Library Catalogs • Ongoing • Acquisitions procedure • New fund codes • Separate budgets • Circulation Loan periods • Patron Loads • Interlibrary loan module • ILL Request Forms • olinks

  14. Merging Library Catalogs • Conclusions • Pre-plan • Develop your team • Other III products (Scoping, unlimited web opac licenses) • Load table training • Communication with everyone! • Keep a paper trail (oldnew codes)

  15. Merging Library Catalogs • Questions?? • Thank you Laura.Kinner@utoledo.edu Christine.Rigda@utoledo.edu

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