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Cataloging Outsourcing: Berkeleys East Asian Librarys Experience March 24, 2007 Evelyn Kuo East Asian Library University of California Berkeley.

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Presentation on theme: "Cataloging Outsourcing: Berkeleys East Asian Librarys Experience March 24, 2007 Evelyn Kuo East Asian Library University of California Berkeley."— Presentation transcript:

1 Cataloging Outsourcing: Berkeleys East Asian Librarys Experience March 24, 2007 Evelyn Kuo East Asian Library University of California Berkeley

2 Outlines Berkeleys outsourcing rationale and experience Berkeleys outsourcing rationale and experience Kinokuniyas service for Japanese new acquisitions Kinokuniyas service for Japanese new acquisitions Outsourcing services for a Chinese backlog project Outsourcing services for a Chinese backlog project Pilot projects for Chinese new acquisitions Pilot projects for Chinese new acquisitions Brief evaluations of vendors services Brief evaluations of vendors services Berkeleys future outsourcing plans Berkeleys future outsourcing plans

3 Headaches Why Outsourcing ?

4 Short-handed

5 Multi-tasking Monographs Continuing resources Rare books Special collections Multi-media and other non-print materials BacklogsGifts Authority work

6 Outsourcing Decisions Is it a temporary or long-term project? Is it a temporary or long-term project? Focus on backlogs or new acquisitions? Focus on backlogs or new acquisitions? What are the costs? What are the costs? Who will manage the process? Who will manage the process? Which vendor to use? Which vendor to use?

7 Outsourcing Decisions (2) Which formats of materials should be outsourced? Which formats of materials should be outsourced? Which language of materials to be outsourced? Which language of materials to be outsourced? What are tasks remained for staff including quality control? What are tasks remained for staff including quality control?

8 Why Kinokuniya? In 2002 Kinokuniya was marketing a new cataloging service. In 2002 Kinokuniya was marketing a new cataloging service. Berkeleys Japanese cataloging position was vacated at the time and it was difficult to recruit a qualified Japanese cataloger. Berkeleys Japanese cataloging position was vacated at the time and it was difficult to recruit a qualified Japanese cataloger. Kinokuniya has been Berkeleys major vendor. Kinokuniya has been Berkeleys major vendor.

9 Technical Issues Kinokuniya catalogs on OCLC using Berkeleys login code and password, thus award Berkeley credit for creating new records. Kinokuniya catalogs on OCLC using Berkeleys login code and password, thus award Berkeley credit for creating new records. Automated loading of OCLC records into Berkeleys local system and use Berkeleys order number as a matching element to overlay order records. Automated loading of OCLC records into Berkeleys local system and use Berkeleys order number as a matching element to overlay order records. Its a shelf-ready service that include assigning of unique call numbers, affixing bar-code and spine labels. Its a shelf-ready service that include assigning of unique call numbers, affixing bar-code and spine labels. Began as a pilot project pending on periodical review. Began as a pilot project pending on periodical review.

10 Initial Review Process It took Berkeley a whole year to fine-tune Kinokuniyas cataloging service. It took Berkeley a whole year to fine-tune Kinokuniyas cataloging service. An experienced library assistant was assigned to review every Kinokuniya record for the first six months. For the second six months only word division and field 440, 490 were reviewed. An experienced library assistant was assigned to review every Kinokuniya record for the first six months. For the second six months only word division and field 440, 490 were reviewed. Mistakes or local specifications were communicated via . Sometimes phone calls were necessary. Mistakes or local specifications were communicated via . Sometimes phone calls were necessary.

11 Some Notes The cataloging is done for new monographs only. The cataloging is done for new monographs only. A vendor code K is added in field 590, subfield $a indicating the record is created by Kinokuniya. A vendor code K is added in field 590, subfield $a indicating the record is created by Kinokuniya. Copy Cataloging: Copy Cataloging: For matched titles, a printout is inserted in the book without any further action. Bar- code and spine label can be done for a small fee. The average matching rate is 16%. For matched titles, a printout is inserted in the book without any further action. Bar- code and spine label can be done for a small fee. The average matching rate is 16%. Original Cataloging: Original Cataloging: 60% were from scratch and 40% were enhanced records from Waseda Universitys records 60% were from scratch and 40% were enhanced records from Waseda Universitys records

12 Kinikuniyas Performance YearOriginalHitTotal % of Original Total purchase Percentage out-sourced 2002/031, ,62585%5,02132% 2003/041, ,41883%3,25944% 2004/051, ,55680%3,74942% 2005/061, ,72489%3,06056% 2006 Jun- Dec %2,05043% Total5,9351,0857,02084%17, %

13 Kinokuniys Value and Quality Berkeleys annual budget for Kinokuniya service is about $50,000 which is an equivalent of a low level cataloging librarians salary not counting benefits Berkeleys annual budget for Kinokuniya service is about $50,000 which is an equivalent of a low level cataloging librarians salary not counting benefits About 50% of Berkeleys purchase from Kinokuniya came shelf-ready. About 50% of Berkeleys purchase from Kinokuniya came shelf-ready. Kinokuniyas cataloging records are highly satisfactory. Kinokuniyas cataloging records are highly satisfactory.

14 Negative Sides The drawback has been long turn around time for some months. The drawback has been long turn around time for some months. The downside of outsourcing is the authority work remained to be performed by library staff. The downside of outsourcing is the authority work remained to be performed by library staff.

15 Kinokuniyas Future Services Berkeley considers Kinokuniya cataloging staff are well trained after the initial year and offers an excellent service at a reasonable cost. Berkeley considers Kinokuniya cataloging staff are well trained after the initial year and offers an excellent service at a reasonable cost. Other libraries participations will boost the matching record rate. Other libraries participations will boost the matching record rate. Kinokuniya expressed interest in performing authority work if training is made available. Kinokuniya expressed interest in performing authority work if training is made available.

16 CJK Projects In 2005, Berkeleys East Asian Library was awarded close to a quarter million dollars for six CJK cataloging projects simultaneously for two years. In 2005, Berkeleys East Asian Library was awarded close to a quarter million dollars for six CJK cataloging projects simultaneously for two years. One of the projects was CJK backlog project for about 4,000 titles. Due to limited cataloging staff, outsourcing was the only viable option. One of the projects was CJK backlog project for about 4,000 titles. Due to limited cataloging staff, outsourcing was the only viable option.

17 CJK Backlog Project Berkeley spent four years in retro-conversion project for CJK titles. Most cataloging staff were involved in the recon projects. As the result, some CJK backlogs were built up. Berkeley spent four years in retro-conversion project for CJK titles. Most cataloging staff were involved in the recon projects. As the result, some CJK backlogs were built up. CJKat Company offered to catalog CJK titles CJKat Company offered to catalog CJK titles within an acceptable time frame. within an acceptable time frame.

18 Backlog Solution A test run of 100 CJK monographs were sent to CJKat cataloging services. A test run of 100 CJK monographs were sent to CJKat cataloging services. Berkeleys EAL staff evaluated CJKats returned cataloging records and found the best records were Chinese cataloging. A decision was made to retain CJKat service for Chinese monograph backlog only, but to hire temporary staff to catalog Japanese and Korean backlogs including serials recons. Berkeleys EAL staff evaluated CJKats returned cataloging records and found the best records were Chinese cataloging. A decision was made to retain CJKat service for Chinese monograph backlog only, but to hire temporary staff to catalog Japanese and Korean backlogs including serials recons.

19 CJKats Quality and Value CJKats Quality and Value CJKat provided a shelf-ready service for close to 2,000 Chinese backlog titles. CJKat provided a shelf-ready service for close to 2,000 Chinese backlog titles. All works were done by experienced catalogers in US. All works were done by experienced catalogers in US. The cost was very reasonable for a US company. The cost was very reasonable for a US company.

20 CJKats Value and Quality (2) CJKat records were randomly reviewed. In general EAL was satisfied with CJKats Chinese cataloging. CJKat records were randomly reviewed. In general EAL was satisfied with CJKats Chinese cataloging. Books were shipped to CJKat with insurance. At the end of the project, all books were returned safely. Books were shipped to CJKat with insurance. At the end of the project, all books were returned safely. The backlog project was completed within 10 months. The backlog project was completed within 10 months. CJKat contact CJKat contact Mr. Edwin Yu Mr. Edwin Yu

21 Catalog Service for Chinese new Acquisitions Catalog Service for Chinese new Acquisitions The impetus for Berkley to consider outsourcing cataloging for Chinese new acquisitions was during the void when a Chinese cataloging librarian position was vacated in It usually takes about a year or even longer to recruit a new staff. The impetus for Berkley to consider outsourcing cataloging for Chinese new acquisitions was during the void when a Chinese cataloging librarian position was vacated in It usually takes about a year or even longer to recruit a new staff. The immediate relief would be to outsource new acquisitions. The immediate relief would be to outsource new acquisitions.

22 Acquisitions and Vendors Berkeley acquires Chinese materials from a dozen vendors in China. Most are concentrated in Beijing and Shanghai in addition to Taiwan, Hong Kong and Singapore. Many vendors offer cataloging and processing services for a fee.

23 Pilot Project Funding was made available to implement a pilot project for outsourcing cataloging for Chinese new acquisitions. Funding was made available to implement a pilot project for outsourcing cataloging for Chinese new acquisitions. The initial plan was to select one vendor in Beijing and one vendor in Shanghai as outsourcing partners for cataloging new orders. The initial plan was to select one vendor in Beijing and one vendor in Shanghai as outsourcing partners for cataloging new orders.

24 Pilot Project (2) For business reason, Beijing vendors refused to send Berkeleys orders to assigned vendor as requested. Shanghai vendors were willing to cooperate in this regard. For business reason, Beijing vendors refused to send Berkeleys orders to assigned vendor as requested. Shanghai vendors were willing to cooperate in this regard. An alternative plan was in placed to use two vendors in Beijing and to engage the Shanghai Library to take care of Shanghai orders. An alternative plan was in placed to use two vendors in Beijing and to engage the Shanghai Library to take care of Shanghai orders.

25 Pilot Vendors In Beijing In Beijing 1. China National Publishing Industry Trading 1. China National Publishing Industry Trading Corporation (CNPITC) Corporation (CNPITC) 2. China International Book Trading Corporation 2. China International Book Trading Corporation (CIBTC) (CIBTC) In Shanghai In Shanghai 3. The Shanghai Library. 3. The Shanghai Library. Its a pilot project, so no contract or deep negotiation was done. Its a pilot project, so no contract or deep negotiation was done.

26 CNPITC Cataloging Services CNPITC was selected because it is the major vendor for Berkeleys Chinese materials. CNPITC was selected because it is the major vendor for Berkeleys Chinese materials. LC is using CNPITCs acquisition services. LC is using CNPITCs acquisition services. CNPITC contact: CNPITC contact: Ms. Zhang Ying Ms. Zhang Ying

27 Quality and Value of CNPITC Cataloging records were promptly delivered with each new order. Five orders were received so far. Cataloging records were promptly delivered with each new order. Five orders were received so far. In general, cataloging quality is good except names and subjects are not always thoroughly checked. As the result, vendor was asked to use K for Encoding level that will be changed after a review is done. In general, cataloging quality is good except names and subjects are not always thoroughly checked. As the result, vendor was asked to use K for Encoding level that will be changed after a review is done. The cost is acceptable. The cost is acceptable.

28 CIBTC Cataloging Services The reason for selecting CIBTC to do a pilot project is because CIBTCs records are reviewed by a US cataloging librarian. The reason for selecting CIBTC to do a pilot project is because CIBTCs records are reviewed by a US cataloging librarian. CIBTCs has a dozen catalogers who were trained by the National Library of China and a US librarian. CIBTCs has a dozen catalogers who were trained by the National Library of China and a US librarian. Original records were created by CIBTC staff in Beijing then reviewed by staff of National Library of China. A US librarian does a final check for call numbers, author and subject headings. Original records were created by CIBTC staff in Beijing then reviewed by staff of National Library of China. A US librarian does a final check for call numbers, author and subject headings.

29 CIBTCs Value and Quality Cataloging records are very good. Names and subjects are Cataloging records are very good. Names and subjects are thoroughly checked. Two to three subject headings are provided. thoroughly checked. Two to three subject headings are provided. Duplicated records were created due to multi-step checking and a lack of final dup check. Duplicated records were created due to multi-step checking and a lack of final dup check. The cost is higher. The cost is higher. Contact Contact Ms. Wong Tong Ms. Wong Tong

30 The Shanghai Librarys Outsourcing Services Doing cataloging for Singapore National Library from July, Doing cataloging for Singapore National Library from July, Doing cataloging for the National Library of Australia from Aug., Doing cataloging for the National Library of Australia from Aug., Doing cataloging for Berkeley via OCLC from summer Doing cataloging for Berkeley via OCLC from summer 2006.

31 Shanghais Project In addition to catalog vendors new books, Shanghai Library also offered to catalog in- house items. In addition to catalog vendors new books, Shanghai Library also offered to catalog in- house items. For a test run, a list of 200 titles with ISBN, order number and Chinese titles was sent to the Shanghai Library via original records were created form the list. For a test run, a list of 200 titles with ISBN, order number and Chinese titles was sent to the Shanghai Library via original records were created form the list. A total of 600 titles were cataloged by the Shanghai Library so far including three new orders from Shanghai vendors. A total of 600 titles were cataloged by the Shanghai Library so far including three new orders from Shanghai vendors.

32 Shanghai Librarys Quality and Value Cataloging quality is very satisfactory. Cataloging quality is very satisfactory. The cost is the lowest. The cost is the lowest. The only drawback is the turn around time is not very consistent. The only drawback is the turn around time is not very consistent. Willing to catalog other vendors books. Willing to catalog other vendors books. Shanghai Librarys contact Shanghai Librarys contact Mr. Luen Ji Mr. Luen Ji

33 Future Vendor Records Has cataloging outsourcing been a viable option for CJK materials? Has cataloging outsourcing been a viable option for CJK materials? It has been a positive experience for Berkeley. It has been a positive experience for Berkeley. What are the future prospects for vendors records and is it possible to have cataloging records shipped with new books at an affordable cost? What are the future prospects for vendors records and is it possible to have cataloging records shipped with new books at an affordable cost? The answer is yes but we need LCs leadership in guiding this national project by providing training for vendors in China. Once quality records are available on OCLC, libraries can update holding themselves or pay a fee for OCLC to add holdings. The answer is yes but we need LCs leadership in guiding this national project by providing training for vendors in China. Once quality records are available on OCLC, libraries can update holding themselves or pay a fee for OCLC to add holdings.

34 LCs Leadership LCs support is important in making this happens. Please send your support messages to Beatrice Ohta LCs support is important in making this happens. Please send your support messages to Beatrice Ohta at at

35 Under Control with Outsourcing

36 Thank you!


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