Building a Virtual Last Copy Collection using iLink

1. Building a Virtual Last Copy Collection using iLink SNRG 2008 Panel Session Mary Mallery, Ph.D., Suxiao Hu and Mei Ling Chow, Montclair State University

2. Presentation Outline: • Montclair State University Overview • VALE New Jersey Consortium • VALE Cooperative Collection Management Committee • Model Last Copy Programs • Virtual Collections • VALE Last Copy Program Pilot Project

4. Mapping the Spheres of Influence MSU Budget VALE State Library Library Reference Dept. Circulation Dept. Middle States BCCLS Sirsi MSU Faculty NJ State MSU Students OCLC ACRL Citrix MSU Federal Gov. Microsoft Administration Acquisitions L.C. National Cataloging Dept. Presidential Task Forces MIS Acad. Computing INFOlink

6. VALE Last Copy Repository White Paper 2005

12. RLG Policy Frameworks for Shared Print Collections 2007

14. What is a Virtual Collection?

16. VALE Last Copy Pilot Project Three VALE member libraries, Montclair State U., William Paterson U. and Rutgers U. Libraries , volunteered in May, 2007 to identify items at risk in their circulating collections (excluding Special Collections items) that fit the criteria in the VALE Last Copy Guidelines and to define procedures for editing and loading the MARC records of these books into a shared virtual collection (VLCC) hosted by the New Jersey State Library JerseyCat Union Catalog.

17. VLCC Pilot Project The first task the VLCC Pilot Project members agreed upon was to test and document how to: • identify last copy books in the circulating collection, • establish local policies for labeling these items, • edit the MARC records according to VLCC policies for identification in the JerseyCat Union Catalog, • import the MARC records into the JerseyCat Union Catalog VALE Last Copy Collection, and • report on the first phase of the project at the VALE Users Conference in January, 2008.

19. Montclair State University VLCC First Phase Implementation: I.) Assemble the VLCC Pilot Project Team: • Assoc. Dean, Tech. Services • Head, Cataloging Dept. • Head, Collection Management • Head, Circulation Dept. • Systems Librarian

20. II.) Define VLCC Timeline: • Meet with Team to review VLCC criteria, define terms, and solicit ideas from pilot project members, May, 2007; • Check MSU local policies and investigate tools for identification of last copy items in the MSU collection, June, 2007; • Training on MARC record editing using AG Editor for JerseyCat VLCC Union Catalog, July 2007 • Import records into VLCC Union Catalog, October, 2007; • Coordinate first phase implementation with other VLCC pilot project members, November, 2007 • Outline next steps with other VLCC pilot project members, and • Write report on VLCC pilot project, December, 2007 • Report on VLCC pilot project at VALE Userse Conference, January,2008.

21. III.) Break down Activities with Key Managers: 1) Identify items in the circulating collection: (Key Managers: Systems Librarian; Head, Cataloging; Head, Coll. Management) 2) Narrowing Results from print list of books: a) Eliminate reprints and fixed field data errors: (Key Manager: Head, Cataloging) b) List and pull remaining books published before 1850 and place in Special Collections: (Key Managers: Head, Collection Management; Head, Circulation and Head, Cataloging)

22. Assemble the VLCC Pilot Project Team • Assoc. Dean, Tech. Services • Head, Cataloging Dept. • Head, Collection Management • Head, Circulation Dept. • Systems Librarian • Cataloging Librarian

23. Establish Local Policies • Titles in the circulating collection • Titles published prior to 1900 • Titles published before 1850 will be transferred to the Special Collections • Titles published between 1850 and 1900 will be the VLCC candidates

24. Identify VLCC candidates using different tools • Integrated Library System (SirsiDynix GL3.1) Bibliographic report • SirsiDynix Director’s Station report • WorldCat Collection Analysis Tool report

25. Sirsi Unicorn Report

31. SirsiDynix Director’s Station

34. WorldCat Collection Analysis Tool

40. Review & Verify the VLCC Candidates Pull Books off the Shelf Place Books Back on the Shelf Edit & Load MARC Records into JerseyCat Run Report

41. III.) Break down Activities with Key Managers… 4) List, check circulation history and pull remaining list of books, published after 1850 and before 1900, off the shelf to see if any of the books are missing and place on book truck for Cataloging review.(Key Manager: Head, Circulation Dept.) 5) Review circulation history and condition of books and select for Bindery/Mending, order reprint second copy if heavily circulated, or for VLCC registry. (Key Manager: Head, Cataloging; Head, Collection Management)

42. III.) Break down Activities with Key Managers… 6) Edit MARC record for VLCC items a) in local MSU book catalog and b) in JerseyCat Union Catalog (Key Manager: Head, Cataloging Dept.)

43. VLCC books are still in stacks, Item Cat 1 is used to form the “virtual collection” within the existing collection.

44. VLCC books stay in stacks but will not be circulated.

45. Staff note about VLCC is added to prompt circulation staff when patrons want to check out VLCC books.

46. Prepare MARC records of VLCC to be uploaded to JerseyCat 1. Run the “Extract Keys for MARC Export report” in SIRSI.

49. 2. After the report is finished, use the MARC Export Utility wizard to export MARC records to the hard drive. (e.g. C:\Documents & Settings\MeiLing\Sirsi\Workflows\mlc.marc.exp)

50. 3. Add 541 field to the MARC records (in the hard drive) by an MARC editing software before uploading to Jersey Cat. (MarcEdit is a nice free program for this) 4. FTP the edited MARC records to Autographics who handles loading them into JerseyCat.