Transcript Document

ABSTRACT
Dual classification systems (Dewey and LC) and a complex floor plan
presented challenges for patrons in the main campus library at the
University of Florida, despite ample signage. A much needed library
expansion including a new Humanities and Social Sciences Library
building will make it easier for patrons to locate library materials and has
offered an opportunity to consider reclassification as a means of further
simplifying patron access. This poster session will provide an overview of
the innovative process for collection review, de-selection and
reclassification of materials we employed by quickly and efficiently using
the NOTIS database, library computer network, laptop computers and
Excel spreadsheets. Coordinating this library-wide project required team
efforts on many fronts. To coordinate the required workflow activities the
project team had to consult and involve key staff in Technical Services,
Access Services, Public Services, Collection Management and Systems.
The collaborative efforts of all units involved were critical to the success
of the project and to meeting our deadline. The presentation highlights
the purpose, scope, planning, and implementation of the project. “Lessons
learned” and recommendations are instructive for other libraries
considering applying new technologies to reclassification projects. Our
own library has already begun applying many of the lessons learned
through this project in other efforts as we shift collections to allow
construction to move forward.
INTRODUCTION
Scope
• Biography collection totaled about 15,000 items, locally classed
with letter “B” before the Dewey number
Goals
• Simplify patron access and eliminate separate collection
• Simplify use of the monographic collection
• Improve patron training
• Facilitate information desk assistance with access to library
materials
• Test innovative methods and highlight potential problems
Motivation
• Dual classification systems
• Complex library floor plan
• New library building
METHODS
WORKFLOW
ITEMS RECLASSED BY LC
Data gathering and spreadsheet
•Automated data extraction from NOTIS
database
Material not on shelf (NOS)
Extract Dewey
biographies into single
Excel file
Local NOTIS database
manual
• Dewey and LC call numbers
LC #
extraction
CM
review:
reclass
OR w/d,
transfer
• Z class number/topical number conflict for bibliographies
reclass
• Owning location(s)
• Automated call number search, extraction and
flip
• Search Worldcat through OCLC Z39.50 using OCLC#
or LCCN
Harvest LC call #s from
NOTIS (SUL), OCLC,
RLIN
withdrawals
&
transfers
Sort spreadsheet by CM
subject responsibility
automated
Call # "flip" and insertion
of withdrawal & location
transfer codes
Training and physical processing
• Training
• CM workshop, written procedures, one-on-one
sessions
• Hired both new and experienced student assistants
• Processing
• Scanning and re-labeling in stacks
• Label printing in work area
• Insert color-coded slips to indicate withdrawal or
transfer
Public relations
• Website
• Ample signage
• Project announcement in Library Newsletter
Volume sets
• Split among locations with dual classification
Relabel, resort reclassed
items by LC # and
reshelve
Shelving problems
• Shifting and projecting space adequately
RESOURCES
RESULTS
Human Resources
Items reclassed
• 412 hours at 26 items/hour (re-shelving process
not included)
• Search RLIN and State University Library databases if
no call number available
• Create separate folders for each CM and project leader
• Assign read and write authorization to ensure
transparency, accountability and limit inadvertent
errors
• Classed together by local practice (vs. LC treatment)
• Student Assistants
• Keep both call #s if not identical for manual review
Server use and file folder structure
• Store master files on library server
Monographic series
Create files sorted by
disposition (reclass and
w/d, transfers)
• De-dupe in favor of call # in OCLC if numbers are
identical
• "Flip" call number after complete conversion
Compile items selected for
reclass & resort by Dewey
class
Break into smaller Dewey
classed files by # of items
to be processed per
session
Call number conversion
• Call number verification, assignment and
conflict resolution between NOTIS/OCLC
050/090
Call number conversion
automated
• Number of copies
• Charges
• In circulation, lost/missing
LC call #
verification &
assignment
• Creation of "master file" spreadsheet, including:
• Title and NOTIS record number
ISSUES
• Library staff time not included
SPREADSHEET
Programming assistance
• Spreadsheet and related programs for
automated functions provided by John
Hein, Head of Technical Services,
University of North Florida
• Locally developed software to facilitate
label printing
Equipment
• Four laptops with barcode scanners
• High quality spine label printer
Supplies
• Brodart SuperBond labels
• Miscellaneous supplies, including colorcoded book slips
• Total reclassed: 10,789
Items transferred to other owning
locations
• Total transferred: 2,308
Student assistants
• Budgeting, hiring, training, tracking
Collection review
• Timely review by CM selectors, proper data format for
communicating decisions, limit changes to project scope
Communication
• Collaboration with staff across divisional lines
Items withdrawn
• Total withdrawn: 1,191
Linear feet
• Main collection: 737.6 L.F.
• Transfers to branches: 164.08 L.F.
Total cost
• Physical processing cost: $ 2,408
• Student labor: $2,248
• Labels: $ 160
Unit cost: $0.23/item
• Indirect cost of staff time not
included
CONCLUSIONS
Coordination is key
• Staff from Access Services, Technical Services, Public Services,
Systems and Collection Management consult and coordinate
workflow activities
Automated process
• Combination of NOTIS database, library computer network,
laptop computers and Excel spreadsheets for quick and efficient
process
Timely completion date
• Completion in six months (Oct. 2003-March 2004), prior to
Aleph LMS implementation, April 2004