CODING the HOLDINGS 008’s Or… I’ll have time to do that next year- REALLY! Mary Bailey, Serials Manager Connie Kissee, Government Publications Kansas State University Libraries VUGM April 25-27, 2002

What Is the USMARC Holdings 008 Is part of the holdings fixed field Defines data elements positionally Contains 32 character positions (00-31) Is non-repeatable; no indicators or subfields Allows coded information (e.G., Receipt status, method of acquisitions, retention policies, lending policies) to be shared, extracted and manipulated

What Is the USMARC Holdings 007 Is part of the holdings fixed field Describes physical characteristics of the copy of the bibliographic item for which holdings are recorded See KSUL documentation at: holdings/007.html

KSU’s Initial Strategy: Code only Active Serials Have reporting capabilities for cancellations project A first step toward future union listing To block KSU titles for Uncover service Easily incorporated into workflow Required training for serials cataloging and acquisitions (3 staff members) Why?

Not enough data to provide statistics for all serials Still needed non-print information Incorrect information on inactive titles (from conversion) More complete information needed for accreditation statistics

Phase 2 Expand to ALL Serial Titles Review and correct the automatic defaults set in the 008 conversion of 1995 Coding all the 008’s and 007’s would provide an accurate picture of KSU libraries holdings – including the non-print Allow accurate statistics Create streamlined workflows

The Saga Continues WHO will do the work? WHAT training would be required for other staff? HOW would this be incorporated into regular duties? WHERE do we start? Questions:

Technical Services Staff Serials Acquisitions Binding Who will do the Work? CatalogersDatabase Maintenance

Workflows Priorities identified – 008 is high priority Re-evaluated projects currently underway –Engineering gift project put on hold –Microform retro-con ceased Database maintenance team allotted specific no. of hours weekly Serials and binding staff review or add 008/007 as part of routine workflow

Training Documentation created Serials staff already trained Documentation revised Database maintenance team (mostly monograph catalogers) brought into project Documentation revised All staff trained to do 007’s and 008’s

The Report pages of KSU Serial Holdings

Add Connie’s report here

Before The Project

The Project Timeline Began full project March 2000 April 2000 – all trained staff added June/October more staff added Re-ran report summer of 2001 Completed September 2001

Benefits from the Project Free text data is now recorded in coded standardized form Data exchangeable through consortia, union lists, interlibrary loan systems Map data into the future Exchange Data

Benefits from the Project Time savings: new procedures and workflows for receipt, physical processing, and database maintenance of records cut work time by half Streamline Workflows

Benefits – Streamline Transfer Procedure Latest 1 year retained in ref ready Vol. In vetm ref transfer to main

Benefits – Discard Print when microform is received Print issues replaced by microfilm

Templates for holdings can be set up for specific types of materials with standardized 008’s and 007, reducing cataloger’s editing time Benefits - Templates Currently received Free Do not lend, do not reproduce Remote resource Location and holdings notes

Benefits from the Project Data can be used to generate various statistics and reports such as: –List of currently received titles (008 receipt status) –Titles to discard in 6 months (008 specific retention) –New gifts/purchases for given time (008 method of acq) –Invoice reports of titles by FY (008 receipt status + line item invoice) –On order titles never received (008 receipt status + vendor) –Cancelled titles (cancelled date) Generate Reports

Benefits –Reports 007

Benefits – Reports Bib ID Access report for number of microfiches holdings

Benefits - Reports Access report by location, for purchased, currently received serials

Benefits - Reports The following slide is an access report used to generate a list of periodicals coded “latest 6 months” retention and tied to a specific ledger

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Benefits - Reports Serial titles on order

Saving Time Streamlined Procedures for Automatic Transfers and Microforms Quicker ways to get Yearly Statistics Reports for new workflows –Specific Retention for discards –On order Serials –Monthly Reconciliation Reports

Saving Time – Standard Reports

Reports we still want Cancellation report for specific years Route to’s and discard lists Exchanges Gifts by type over specific time What do you want?

It’s next year and we have time!

So when do we start the next project ? Mary Bailey Serials Manager KSU Libraries Connie Kissee Government Publications KSU Libraries