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Preprocessing Materials for a Remote Storage Facility Brian Dobreski Catalog Librarian

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Presentation on theme: "Preprocessing Materials for a Remote Storage Facility Brian Dobreski Catalog Librarian"— Presentation transcript:

1 Preprocessing Materials for a Remote Storage Facility Brian Dobreski Catalog Librarian

2 Syracuse University Library Background Set of 5 libraries across campus of Syracuse University, upstate New York Voyager ILS, with centralized Cataloging Department 3.8 million print holdings Like many libraries, we need space! Selectors and faculty work together to determine criteria for storage 2

3 3 SULF (Syracuse University Library Facility) Near campus 1.2 million item capacity High density Inventory system: Generation Fifth Applications LAS Opened Fall 2012

4 Why Cant Items Go Directly to Storage? For request and retrieval to work: All pieces must be barcoded, front upper left corner All barcodes must tie to a record in LAS and an item record in Voyager All records must have a SULF location in Voyager All associated bibliographic records must meet criteria for discoverability 4

5 What is Preprocessing? Check each piece for acceptable bibliographic, holdings, and item record in Voyager, correct if needed Adjust location of barcode if needed Route to Preservation if in noticeably poor condition Set record locations to ingest waiting-area (Hawkins Warehouse next to SULF) 5

6 Catalog Problems Encountered Incomplete Retrospective Conversion Retro started at SU in early 1990s Some materials still lack bibliographic records Some journal materials lack barcodes and item records Zombie Items Items previously withdrawn, but found on shelves Usually journal runs 6

7 Catalog Problems Encountered Bound-With Problems Bound-withs are tricky Print: usually preceding/succeeding journal titles in one volume Microfilm: same thing, but many on one reel Multiformat Records At one time, SU utilized a single record approach for print, e-, and microform manifestations Journals, theses, dissertations most commonly affected 7

8 Catalog Problems Encountered Inventory Control Issues Items in wrong physical location Barcodes in wrong location on item Human Factor Preprocessing can be time consuming Errors during preprocessing Even catalogers make mistakes… 8

9 Solutions Preprocessing Checklists Standards for discoverability are higher now than during initial retro Checklists devised for each format, collection, showing required metadata Ensure bibliographic record in OCLC Particular consideration given to serial formats 9

10 Solutions Know When to Trust Reports Multiformat disintegration can often be done without any items in hand Work through ahead of time based on report Know When Not to Trust Reports All physical withdrawals must go through a cataloger Initial location changes must go piece by piece, using Pick and Scan, sometimes Location Changer Final SULF location added during ingest at SULF 10

11 Solutions Cataloging Onsite Preprocessing is a very manual process Items needing preprocessing are in a variety of physical locations Working onsite prevents strain on delivery system, and alleviates some deadlines 11

12 Solutions Communication with Collections Department What to do with zombie items, other unexpected finds? These are not decisions for catalogers to make Communication with SULF staff Use of End of Day files to verify item records, locations Delivery service of problem items Site visits to SULF Defend the gates! 12

13 Where We Are Now Over 160,000 items ingested (journals, monographs, microfilm, manuscript collections, drawings) Onsite work at Carnegie Library and Hawkins will finish this summer Preprocessing activities will focus on humanities and social sciences journals at Bird Library 13

14 Outcomes Increased access to materials in storage Increased catalog accuracy SULF catalog error rate at ingest: < 1% Uncataloged monographs = opportunities for RDA training Increased visibility of cataloging staff 14

15 Takeaways Preprocessing can be seen as an extension of retrospective conversion It helps to know about how retro took place at your library In some situations, the manual approach is best, if possible Communication is vital Particularly between cataloging and facility staff 15

16 Thanks! Brian Dobreski 16

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