Digital Bookplates Using the OPAC for Stewardship in

Digital Bookplates Using the OPAC for Stewardship in the Digital Age Patricia Putney, Bonnie Buzzell, Jean Rainwater BROWN UNIVERSITY LIBRARY Innovative Users Group, April, 2008 Copyright Brown University Library, 2008. This work is the intellectual property of the authors. Permission is granted for this material to be shared for noncommercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate or to rebublish requires written permission from the authors.

Today's Presentation

Background WHO WE ARE: Librarians at Brown University Library • Patricia Putney, Head, Financial Services - stewardship • Bonnie Buzzell, Sr. Knowledge Mgmt Libn - oversight of ILS • Jean Rainwater, Co-Leader, Integrated Technology Services - library web & programming OUR GOAL IN THIS PRESENTATION • Encourage you to adapt some of the ideas and methods to help your library's stewardship effort. • We believe that our project can be scaled up or down. PROJECT WEBSITE • More detailed information than we can present here. • http: //dl. lib. brown. edu/its/software/bookplates/

Today's Presentation • Stewardship & Digital Bookplates • A Tour of Brown's Digital Bookplates • Bookplates in Millennium • Millennium Bookplating Workflow • Bookplates on the Web • Database Structure • Staff Administration Module • A Success?

Digital Bookplate Project

Why? STEWARDSHIP • Increase stewardship of endowment donors • Transparency of reporting use of endowed funds LIBRARY PROCESSES & WORKFLOW • Paper bookplating is expensive, labor intensive and a workflow bottleneck • Many items are received shelf ready FUND MANAGEMENT • Unwieldy to manage endowments in Millennium • Most approval plan items can't be assigned to endowments in Millennium

FOCUS ON ENDOWMENTS • Over 300 separately named endowments • printed publication (expense covered by Advanacement)

Digital Bookplate Proposal

Proposal AUDIENCE • Library Advisory Council • Friends of the Library Board ALLY • Long-time Friend of the Library MOCK-UP • Powerpoint • Single OPAC record

Timeline CONCEPT & ADVANCEMENT BUY-IN • Oct 05 - prototype mockups • Nov 05 - presentation to FOL/LAC Boards PROTOTYPE TO PRODUCTION • Jan 06 - bookplates for FY 05 funds • Jan 07 - bookplates for FY 06 funds • Mar 07 - letters to stewardees NEW ANNUAL CYCLE • Oct 07 - bookplates for FY 07 funds • Nov 07 - Thanksgiving letter GIFTS IN KIND • Jan 08 - bookplating for gifts in kind finalized

Making it Real • Development brochure as model • Buy-in from important constituents • Catalog & web page mock-ups now. . .

A Tour of Brown's Digital Bookplates

Bookplates in Millennium

Linking the Book and the Bookplate OPAC 856 link Bookplate Page Plate ID The location of these fields varies: • item record - single item works & ejournals • bib record - multivolume sets • checkin record - print journals & databases number indexed field OPAC number search

Linking the Book and the Bookplate OPAC 856 link Bookplate Page Plate ID 856 syntax: Endowments |uhttp: //dl. lib. brown. edu/bookplates/fund. php? account 053247|z. Purchased on the United Kingdom Library Endowment Gifts in Kind |uhttp: //dl. lib. brown. edu/bookplates/honoree. php? id=107|z. Gift of Roger E. Stoddard, Class of 1957

Linking the Book and the Bookplate OPAC Bookplate Page OPAC search: 856 link Endowments Plate ID Search: http: //josiah. brown. edu/search/m? SEARCH=bookplate+053247 Targeted Field: bookplate 053247_purchased_2007 Gifts in Kind Search: http: //josiah. brown. edu/search/m? SEARCH=bookplate. Stoddard. Roger. E Targeted Field: bookplate. Stoddard. Roger. E number indexed field OPAC number search

Linking the Book and the Bookplate OPAC Bookplate Page 856 link Plate ID number indexed field OPAC number search

Linking the Book and the Bookplate OPAC 856 link Bookplate Page Plate ID Add, note in order for ongoing print & electronic material number indexed field OPAC number search

Single Item Book Illink from item record • 856 • new field: f - fund

Single Item Book Item Record • 856 • new field: f - fund

Multi-Volume Set link from the bib record • 856 • local field 935

Multi-Volume Set Bib Record • 856 • local field 935

Print Serial link from checkin record • 856 • new field: e - bookplate

Print Serial Order Record • new field: p - bookplate • fund is NOT the endowment

Print Serial Checkin Record • 856 • new field: e - bookplate

Database link from the checkin record

Database Order Record (like print serial) • new field: p - bookplate

Database Checkin Record (like print serial) • 856 • new field: e - bookplate

e-Journal I link from item record • 856 • new field: f - fund

e-Journal Order Record (like print serial) • new field: p - bookplate

e-Journal Item Record (like a book) • 856 • new field: f - fund

Gift in Kind

Millennium Bookplating Workflow

Bookplating for Endowed Funds. . . • To be done annually, shortly after the close of the FY • Collect updated information on current endowments, income, purpose and if it will be reported on. • Using Millennium "create lists", identify items purchased previous FY. • Import order data into items. (Loads from YBP include this. We use a Macro Express script for others. ) • Export to spreadsheet: item#, fund, price, title, subjects, call number, location, language, place of publication

. . . Bookplating for Endowed Funds (. . . continued) • (Skip next step for items funded on endowments in Millennium. ) • Use call number, language, source, words, and discipline to match titles with endowments. • Create. csv files with record # and bookplate information. • Use Macro Express script to update the item records. • Give file to Jean to update the database.

Bookplating for Gifts in Kind • Jean will cover bookplating for gifts in kind, small gifts of cash, honoraria, in memory of…

Bookplates on the Web

Bookplate Web Pages • Create digital bookplates • Static or dynamic presentation? • Individual pages or standalone site? • Design web page / site • Create links to catalog records

Creating Digital Bookplates

Creating Digital Bookplates • Scan existing paper bookplates • Use template for "born digital" bookplates • Staff edit text box for each bookplate • Save as full size jpg and as thumbnail

Creating Digital Bookplates

Determine Level of Complexity • Manual Approach o o o Hard-coded HTML pages & links to OPAC Small number of bookplates - limited growth Rapid implementation but requires continual maintenance • Programmed Approach Dynamic pages & links to OPAC using relational database (My. SQL) and programming (PHP) o Large number of funds and donors - continual growth o Longer development time but then runs itself o

Individual Page Design • Description of Fund, Donor, Honoree, etc. • Links to titles acquired (up to 5) • Link to catalog search if more than 5 titles • Titles from database (funds) or screenscraping (honorees)

Bookplate Site Design Functionality: o Browse by name, theme o Search names and descriptions o View all bookplates o RSS feed of randomly selected titles o Show examples and info about the project

Relational Database

Database Structure & Functionality • Spreadsheet of endowed accounts was the basis for relationship database • Funds assigned to themes • Rush request to honor outgoing FOL chair led to addition of honorees table

Main Database Tables

Other Tables • Shared Tables o o items references • Endowment Tables o o income themes_to_endowments refs_to_endowments • Honoree Tables o o items_to_honorees (little used) refs_to_honorees

Staff Administration Module

Staff Workflow for Gifts & Honorees • Tech Services staff input bookplate/donor information • Plate type, name, short name, tribute, description • Upload full size jpg and thumbnail • Code generates URL to bookplate page; staff copy and paste into item records • If more than 5 titles, create item template with appropriate variable length fields • Else, create item records for individual items acquired

Staff: Administrative Menu

Staff: Add New Endowed Fund

Staff: Edit Funds - Menu

Staff: Add New Honoree

Staff: Edit Honoree - Menu

Staff: Edit Honoree - Detail

A Success?

For us. . . Yes! We received a Brown Excellence Award for Innovation.

Other Measures WEB HITS ON INDIVIDUAL BOOKPLATES • In past year, 10, 000 hits on 350 endowment plates • Average 28 hits per plate PROVIDING INFO AND CODE TO OTHER LIBRARIES • Wright State University & University of North Carolina • Numerous inquiries from other libraries • Information on database structure and code available on the project web page.

Most importantly, our donors are pleased. Thanks for the letter re the ASKB Military Collection endowment. I am impressed with the University's good management of it! From an Endowment Stewardee

New Gifts to Library Endowment YEAR BEFORE 1 ST DIGITAL BOOKPLATE LETTER • March 2006 - February 2007 • $386, 000 FOLLOWING YEAR • March 2007 - February 2008 • $629, 000 - 63% increase

I asked him to consider a gift to his library fund and he agreed to an additional $2, 500. In the meantime, he received a [letter] about his digital bookplate. He loved the bookplate and as a consequence increased his library gift to $5, 000. Great stewardship! From an Advancement Fundraiser

Just yesterday we were discussing the possible disposition of antiquarian materials with a potential donor. . . I brought up an example electronic bookplate page with the associated list of materials – and he was immediately and emotionally sold on the idea of donating all of the collection to us. From AUL for Collections

More about Brown's Digital Bookplates. . . Public website: http: //dl. lib. brown. edu/bookplates/ Project website: http: //dl. lib. brown. edu/its/software/ bookplates/ Contact us: Patricia_Putney@brown. edu Bonnie_Buzzell@brown. edu Jean_Rainwater@brown. edu