1. Where Did All These Records Come From?: Managing Vendor Provided Record Loads for Government Documents Laura Baker Government Documents Librarian Abilene Christian University J. David Bavousett System Administrator Abilene Library Consortium South Central Unicorn Users Group 2005 Conference, Abilene, TX

2. Overview of ALC 5 libraries 3 depositories 1 shared catalog

3. Why Go With a Vendor? Records for online only docs Reduce backlog SAVE US TIME!

4. Marcive Services Shipping List Service (SLS) Brief records to fill the gap between receipt of doc and full cataloging Automatic based on selection profile Weekly files Ongoing Service Full records to replace sls records Automatic based on selection profile Includes records for onlines Monthly files

5. How it Works SLS Record (weekly) 001 tmp97242610 035 tmp97242610 040 MvI|cMvI|dTXS 049 HPUJ 049 TXCD 049 TXSU 074 0378-H-05 086 0 D 5.416:62 245 04 The Revenge of The Melians … 260 [S.l. |bs.m.,|c2002?] 500 Shipping list #: 2002-0326-M 500 Shipping List Date: 5/24/2002 710 2 National Defense University 949 |c1|hACUBKDOC 949 |c1|hHSUBKDOC 949 |c1|hHPUBKDOC Full Record (monthly) 001 ocm45197362 035 tmp97242610 040 MvI|cMvI|dTXS 049 HPUJ 049 TXCD 049 TXSU 074 0378-H-05 082 00 355/.033573 |231 086 0 D 5.416.62 100 1 McKenzie, Kenneth F. 245 14 The revenge of the Melians |basymmetric threats 260 Washington, D.C. |bInstitute for National Strategic Studies 949 |c1|hACUBKDOC 949 |c1|hHSUBKDOC 949 |c1|hHPUBKDOC

6. Reports for bibliographic loads SLS: Use 949 copy processing Use local (035) for title control processing Allow only new records (dump dupes) Monthly: Use no copy processing Use local (035) for title control processing Add and update records EXTRA STEP: modified report to remake the title control on OCLC (001)

7. The Process Load sls recs weekly Load full records monthly Changed records report Records created report

8. Weekly Maintenance - Shipping Lists A bib. for every book and a book for every bib. Barcode items on shipping lists included in the weekly load If rec. not found, create one (rare occurrence) If doc not received, delete holdings on the sls rec. Run Marcive TMP Recs-Unbarcoded report to catch unused records

9. Monthly Maintenance - Overlays Problem: local fields duplicate 001 ocm60810699 035 tmp97339386 049 HPUJ 049 TXCD 049 HPUJ 049 TXCD 074 0612-C 086 0 I 49.44/2:EL 5/3/2005 086 0 I 49 44/2:EL 5/3/2005 245 00 National Elk Refuge

10. Monthly Maintenance - Overlays Solution: Check each record on the changed records report and manually remove duplicate fields

11. Monthly Maintenance – New adds (did not overlay) Problem: Some records are legitimate new records, but others will not overlay even though they should have. Onlines Serials Multipart monographs No tmp# due to timing

12. Monthly Maintenance – New Adds (did not overlay) Solution: Check each record on records created report Look for >1 bib. record per sudoc Librarian: check all serial sudocs Student: verify 1 record per sudoc if online, add item record flag problems for librarian

13. Concluding Observations Searching time v. maintenance time Benefits: faster turnaround increased access better quality cataloging increased productivity Automation is an aid, not a replacement, for people.