Managing the Myth of ShelfReady Creating a Tiered

Managing the Myth of Shelf-Ready: Creating a Tiered Workflow for Bibliographic Records Alayne Mundt Sandler, Metadata Librarian Anne C. Elguindi, Director of Information Delivery Services American University Library

The Landscape �Merging Acquisitions and Cataloging functions and workflows �Continuous development of new technologies, schemas, and materials �Administrative pressures: �Focus on unique content and digital materials �Shelf-ready should go straight to the shelf

Who are we? �American University is an independent coeducational institution with 12, 705 students enrolled in its 57 bachelor’s programs; 52 master’s programs; nine doctoral programs; and a JD program. �The library’s monographic collections include 980, 000 books including 701, 518 print books. �The library subscribes to more than 300 databases, 60, 000 on-line periodicals, and 1, 000 print periodicals. �Regarding shelf-ready services, we have used Blackwell, Coutts, and OCLC services for the past two years.

What is Shelf-Ready? �Two sides – Cataloging and Processing �Cataloging options: �Vendor-supplied records �World. Cataloging Partners (WCP) program �Levels of service: Basic, 100%, Customized �Vendor-enhanced WCP records �Processing options: �Vendor-specific, including spine labels, stamps, bookplates, etc.

Challenges of Shelf-Ready �Issues we have had �Record quality – selection process of WCP �Recent unavailability of TOC enhancement of WCP �Processing quality �System-wide failure of WCP �Higher level of service (100% service) disappointing �Data issues – call numbers for spine labels, for example �The realities of outsourcing – it requires management and quality control

Overview �Physical check of books and Processing �Bibliographic data �Encoding level �Dates �Title/Variant titles �Call numbers �Local cataloging practices and other information �Name adjustments

Three Categories of Books �Books that did not pass the “Copy Cataloging” checklist and need to be routed to Cataloging for additional work. �Books that bypass cataloging but need additional processing, such as new spine labels �Books that bypass cataloging and need no additional processing, which can go straight to Circulation to be shelved

Physical check of books/Processing �Check for spine label/spine label protector �Obvious damage to books �Barcode on book �Bookplate/security strip �Books that are Folio sized, have CD-Roms, multiple volumes sent directly to cataloging for additional work. � 300 field must match preliminary pagination and final page number �Double check that 852 matches spine label. �Instructions for adding holdings/item record

Encoding Level �Book is sent to Cataloging if record is not �Full level (_) �Full level input by OCLC participants (I) �Core level (4)

Check publication date �Check publication or copyright date on T. P. verso against three places in cataloging record: � 008 �Date in 050 and/or 090 � 260 $c �If date on book doesn’t match in all three places, Receiving Specialist routes book to Cataloging

�Checklist contains screenshots of the date in the 008, T. P. verso as examples of where to look.

050/090 �If both present, check to see if they are identical. If not, send to Cataloging. �Call number on spine must match call number in holdings exactly. �Recent challenges– Spine label not always generated from holdings

245 (Title) �Names in 245 $c must match names in 7 xx exactly. �Title on title page must match 245 $a exactly. �Variant spellings �Numbers �Abbreviations �Symbols such as $ or &, and other symbols that do not need spelled out versions such as exclamation points– checklist addresses differences in all of these !, @, #, $, %, &, + �If these alternate titles are already in record, no need to route to Cataloging.

Standard Numbers, 260, 6 xx � 020 (last four digits) � 035 must be preceded by prefix “OCo. LC” � 260: Name should match title page. Does not need to match exactly (e. g. Pub. vs. Publisher). �Books missing 6 xx fields are forwarded to Cataloging.

Local Practices �National Literatures �Historical local practice to reclassify some national literatures. Any book in certain call number ranges is forwarded to Cataloging. �Books lacking 505’s (TOC information) �Books with editor(s) and no 505 field are forwarded to Cataloging (we add this manually).

Name Adjustments �Check to see if name in 245 matches name in 100 or 700 field. �Books with 720 are forwarded to Cataloging. �Check to see if name in 245 can “lay on top of” name in 100 or 700 and fit within it without any variations, e. g. : �Can bypass Cataloging 100: Pogge, Thomas Winfried Menko 245: Pogge, Thomas W.

�Forwarded to Cataloging for authority work 100: Pogge, Thomas Winfried Menko 245: Pogge, A. Thomas 245: Pogge, Thomas W. M. 245: Pogge, Tom *(but not Pogge, Thom)

Benefits �Expands boundaries of cataloging knowledge �Can show new personnel the ‘why’ behind good quality control, and they can see their work as valuable �Almost anyone can do this – it’s a checklist �Opens up time for cataloging unit �This project cut down the number of books that require an in-depth review by trained Cataloging Specialists by 45% �Speeds up time to the shelf �This project took two weeks off of the time between these books coming in the door and going on the shelf

Conclusions �Talk with your administrators about the need for good cataloging – show them concrete examples in your catalog and discovery layers. �This is our version of “good enough. ” �This allows you to take an active and leading role, presenting administrators with something they want but in a way you are comfortable doing it.

Thank you! �Any questions? �You can also contact us at mundt@american. edu or elguindi@american. edu.