Reclassifying and Relocating a Collection: III Features that Facilitate the Process

1. Reclassifying and Relocating a Collection:III Features that Facilitate the Process Anping Wu, Cataloging Supervisor Susannah Benedetti, Special Formats Cataloger University of North Carolina � Wilmington CIUG Meeting October 25, 2001 http://library.uncwil.edu/presentations/CIUG2001films.ppt

7. Why Establish the Feature Film Recreational Collection? Establishment of the Film Studies Program at UNCW Consistent patron requests for an open and browsable Feature Film Rec. Collection Security no longer an issue

8. History of the Collection Started collecting feature films in early 1980s Classified into PN1997 Adopted genre categories: PN1995.9 Literary call numbers: PS, PR, PQ, PT, etc. Children�s films: PZ Others: DS, E, F, H, K, etc.

9. Decision-Making Issues Reclassify or not? Special topics or genre categories? All films or just high circulating ones? Include DVDs? Feature film rec. videos vs. other videos?

10. Film Classification and Subject Access Guidelines http://coast.lib.uncwil.edu/techserv/film_subject_access.htm

15. III Strategies Create Lists Rapid Update Circulation Printing Statistics

16. Getting Started Item list of all videos in the library Create Lists Syntax: Loc has w and material type = g Result: 9,748 items Includes videocassettes, DVDs, laser discs in different locations such as general A/V, oversize A/V, reserve A/V, Special Collections A/V Identify the scope of the collection, give us an idea of what we are dealing with. Want to use item lists so that we can use Rapid Update. Use �?� to change types (bib). Consortium, but FSU and UNCP have no �w� in their item locations. Bib material type is g (video recording). W is UNCW location (bib or item?). 7 possible item locations for A/V: wav, wao, wvi, wadvd, wad, wnv, wsms.Identify the scope of the collection, give us an idea of what we are dealing with. Want to use item lists so that we can use Rapid Update. Use �?� to change types (bib). Consortium, but FSU and UNCP have no �w� in their item locations. Bib material type is g (video recording). W is UNCW location (bib or item?). 7 possible item locations for A/V: wav, wao, wvi, wadvd, wad, wnv, wsms.

17. Narrowing the List Identify videos to be relocated to open stacks Feature films Videocassettes only In certain item locations: wav, wao, wvi No educational, instructional, how-to videos or documentaries � these stay behind Reserve Desk.No educational, instructional, how-to videos or documentaries � these stay behind Reserve Desk.

18. Feature Films List Create List against first list of 9,748 Syntax: d has feature films and loc = wav or d has feature films and loc = wvi or d has feature films and loc = wao Result: 2,837 items Gets rid of DVDs & laser discs, and videos in SENC & Special. Already limited to material type g. Say how size of FF allows us to estimate shelf size needed.Gets rid of DVDs & laser discs, and videos in SENC & Special. Already limited to material type g. Say how size of FF allows us to estimate shelf size needed.

19. Plans & Issues Original plans Reclassify all feature films Use Rapid Update to change item locations Issues Length of project Time limit Potential confusion Now that we had list narrowed to 2837, original plan was to reclassify entire list, then do Rapid Update on Item Location, then put out on new shelves. But�Now that we had list narrowed to 2837, original plan was to reclassify entire list, then do Rapid Update on Item Location, then put out on new shelves. But�

20. Options Using Create Lists Decide best steps for the process Offers flexibility: To create smaller lists To systemize the process Flexibility in handling the decision on how to proceed. Helped us decide how to continue, got us thinking of more possibilities.Flexibility in handling the decision on how to proceed. Helped us decide how to continue, got us thinking of more possibilities.

21. Potential Smaller Lists Some feature film videos do not require reclassification Silent films: PN1995.75.x Genre films: PN1995.9.x Foreign films: PN1997.x They require only physical processing and relocation. Are there any call numbers that are already correct?They require only physical processing and relocation. Are there any call numbers that are already correct?

22. Creating Silent & Genre Video Lists Create List against Feature Films List Syntax: call # between pn 1995.1 & pn 1995.99 Sort by location & call number When using �w� (between), must leave space after pn and before 1995!When using �w� (between), must leave space after pn and before 1995!

23. Creating Foreign Films Video List Create List against first list of 9,748 Syntax: d has foreign films and loc = wav or d has foreign films and loc = wao or d has foreign films and loc = wvi Sort by location & call number Not all foreign films have 650 feature films, anticipating flukesNot all foreign films have 650 feature films, anticipating flukes

24. Rapid Update Use Rapid Update to change item location on all of the three small lists Change from wav to wavr Efficient editing of item records for 1,400 records No individual editing of item records required on these.No individual editing of item records required on these.

25. Creating First List for Remaining Videos to Reclassify Create List against Feature Films List Syntax: call # has PN1997 Result: 1,404 items Sort by location & call number

26. Creating Second List for Remaining Videos to Reclassify Identify one final group for reclassification: DS, E, F, K, PQ, PR, PS, PT, PZ, etc. Create List against Feature Films List: call # between a____1 & pn_1994.999 or call # between pn_1998 & z_9999.999 Result: 437 items Sort by location & call number These smaller lists all printed and marked by SB and divided among three catalogersThese smaller lists all printed and marked by SB and divided among three catalogers

27. Printout of Lists to Reclassify Print review lists Guidance in hand to mark genre categories and call numbers Retrieve physical items from shelf

28. Reclassifying and Editing Touch each item record Change call number Add subject headings if necessary Change location from wav to wavr individually No Rapid Update hereNo Rapid Update here

29. Videos That Fell Through the Cracks Videos found on shelf, but not on lists Lack appropriate subject headings: Feature Films Foreign Films Add required subject headings Videos on lists, but not found on shelf Checked out or missing Add messages to item records

30. Circulation Functions Goal to avoid confusion Create dummy patron: Catalog Dept Check videos out & in to this dummy patron Avoid confusion when videos are out for reclassifying. Catalogers checked these in and outAvoid confusion when videos are out for reclassifying. Catalogers checked these in and out

31. Printing Functions Print review file lists for marking genre changes and dividing among catalogers Print labels for reclassified videos Large print jobs, coordinated between 3Large print jobs, coordinated between 3

32. Statistical Functions Future comparisons of collection usage Will compare usage during last three months of 2001 with usage during last three months of 2000 Will compare Oct & Nov 2000 with Oct & Nov 2001. Will compare Oct & Nov 2000 with Oct & Nov 2001.

33. Benefits of III Usage Enables us to see the scope of the collection and make decisions as to how to proceed Enables us to incorporate systematic steps in the reclassification process Enables us to handle unforeseen surprises Enables us to perform quality control

34. Benefits of the Establishment of the A/V Recreational Collection Better organized collection Straightened up errors and others Better retrieval of the collection in OPAC More intuitive browsing Increasing use of the collection