The Cataloging Must Flow Establishing Cataloging Processes in
The Cataloging Must Flow Establishing Cataloging Processes in a Small Technical Services Department Implementing Alma Jeremy Barney Hope College October 18, 2019 ELGLUG 2019
Outline ● Background ● Alma Work Orders ● Data Review & Cleanup ● Example Cataloging Workflow ● Cataloging Workflow, Procedures & Training ● Vendor Import Profiles & Cataloging Integrations ● Normalization & Merge Rules ● Authority Control ● Ebooks & Streaming Media ● Further Considerations
Background
Background Technical Services and Systems @ Hope College ● 7 individuals, 2 handle most of the cataloging ○ Cataloging Associate (Copy cataloging, physical processing, inventory) ■ Performs majority of cataloging; Significant time employed in this position ○ Metadata and Digital Collections Librarian (Original cataloging, ebooks, cataloging management) ■ Relatively new to the position (not quite 3. 5 years) ● Student employees (3 currently) ○ Physical processing, inventory, materials repair, assist with some aspects of cataloging (e. g. holdings/item record editing)
Background ● Alma and Primo VE Migration (October 2017 -July 2018) ○ Participants in the Michigan Shared System Alliance (MSSA) ■ ■ ■ Selecting and purchasing new system Shared implementation timeline, meetings, and Ex Libris contacts Individual instances of Alma (No Alma Network Zone) ○ Hope College migrated from III’s Sierra and Serials Solutions ● Alma Implementation Team (Functional Experts @ Library) ○ Resource Management Functional Expert ■ ■ Data cleanup and migration Design and implement new cataloging workflows & procedures; train staff
Data Review & Cleanup ● Review and cleanup data in current system before migration ○ Ex Libris recommendations helpful but not enough ○ Identify unique data issues and rectify ○ Consult with other institutions that have migrated to Alma ■ ■ Contact directly Use online documentation (e. g. Cal. State Unified Library Management System Wiki, Migration and Implementation) ○ Book: Migrating library data : a practical manual / edited by Kyle Banerjee, Bonnie Parks ● Check migrated data in Alma with test and final loads ● Post-go live cleanup
Data Review & Cleanup Issues with Hope College’s Sierra Data ● ● ● ● MARC-8 vs. UTF-8 Unicode Call number location (bibliographic vs. item record) Separating print and ebooks on the same record Incorrect / Incomplete / Lacking LDR, 008, 007, 006 fields Lack of 245 fields; Multiple 245 fields Inconsistent application of subfields in 856 fields (vendor, access notes, etc. ) 9 XX field inconsistencies; Sierra-specific 9 XX fields 001, 003, and 035 field issues (e. g. lacking prefixes (OCo. LC), duplicates, etc. )
Data Review & Cleanup More Issues with Hope College’s Sierra Data ● Missing: item records, barcodes, call numbers ● Duplicate: item records, barcodes, call numbers (050, 099), titles ● Incorrect or missing status codes in item records (item policies, circulation status, missing, library use only, etc. ) ● Incorrect item locations ● Suppressed records ● Identifying “bound with” situations (item records linked to multiple bib records) ● …. And many more.
Cataloging
Cataloging Workflow Analysis ● Deep dive into how cataloging is currently done, what can be replicated in Alma, and what must (or should) change ○ Opportunity to evaluate current practices and make improvements (even if not forced by Alma’s functionality) ○ Better understand the work individual staff members are doing and give them a voice during and after system migration ● Interview stakeholders and observe workflows ● Note activities, create flowcharts, and review current procedure documents
Cataloging Workflow - Observations/Considerations ● Cataloging Tools to Be Used ○ ○ ○ ● ● ● Alma MD Editor OCLC Connexion Client & OCLC World. Share Collection Manager MARCEdit Spine. OMatic Other Staff Personalities / Preferences Loss of Great Features in Current System (e. g. Sierra’s Create Lists) Determine Where Handoffs Occur Shifts in Responsibility Speed of Cataloging
Cataloging Procedures & Training ● Ex Libris Training Materials ○ ○ Videos Online Documentation ● Detailed local procedures ○ ○ Many steps Many screenshots ● One-on-one Training ● Cataloging Associate refined documentation and taught others (student employees) ● Always open to Questions & Suggestions
Vendor Import Profiles Import bibliographic records from vendors (e. g. GOBI) at point of order
Vendor Import Profiles
Vendor Import Profiles
Cataloging Integrations - Alma
Cataloging Integrations - OCLC Connexion
Normalization & Merge Rules Sierra - Imports and Bulk Record Changes ● Load Profiles ● Create Lists, Rapid Update, Global Update ● MARCEdit Alma ● Normalization Rules (packaged into Normalization Processes) ● Merge Rules ● Integrations, Import Profiles, and Run a Job
Normalization Rules
Normalization Process
Normalization Process
Merge Rules
Alma Work Orders Use Alma Work Orders to better manage and track physical items in the cataloging process ● Create Work Order Types ○ Two Work Orders ■ Technical Services ■ Bindery ● Assign Statuses to Work Order Types
Alma Work Orders - Statuses
Alma Work Orders - Manage in Process Items
Example Cataloging Workflow - Acquisitions 1. Brief bibliographic records created (template) or imported (e. g. GOBI) a. Holdings and item record created at ordering 2. Item received in Alma a. Barcoded b. Assigned Technical Services Work Order i. Appropriate status applied (e. g. Copy Cataloging) 3. Item shelved for cataloging
Example Cataloging Workflow - Cataloging 1. Record found and edited in OCLC Connexion Client 2. Brief bibliographic record overlaid in Alma a. b. c. d. e. Add holdings and copy OCLC number in Connexion Find record in Alma (Physical title>Barcode search) and edit in MD Editor Use Auto. Hot. Key Macro to place OCLC number in 035 field Save and release Alma record Export record from OCLC 3. Technical Services Work Order status changed to Physical Processing (Alma Scan In Items) a. Items shelved for Physical Processing
Example Cataloging Workflow - Cataloging
Example Cataloging Workflow - Physical Processing 1. Item Processed a. Stamped, Tattletape, Due Date Slips b. Holdings Record Edited i. Change default holdings location code to appropriate location ii. Save holdings record (call number from bibliographic record copied over) 2. Item Record Edited a. Material Type, Description field (e. g. volume numbers), Copy ID (number), Item Policy, Fulfillment Notes 3. Labels Printed, Protective Covers Added (If needed)
Example Cataloging Workflow - Last Steps 1. Deliver items to Access Services 2. Access Services ends Technical Services Work Order a. Fulfillment > Scan in Items > Select Work Order Type > Done (Yes) > Scan Barcode b. Slips printed for hold items c. All other items ready to be shelved and made available 3. Items now appear as available in Primo VE (unless they are on hold)
Authority Control Before Alma ● LTI for Authority Control Processing ● Budget Considerations ○ ○ Processed primarily physical materials and individually purchased ebooks No large, aggregated, ebook or streaming media collections ● No local authority records Alma Considerations ● Outside vendor (LTI closed) ● Budget and Staff Time ● Alma’s internal authority control processes / Authority Control Task List
Alma Authority Control Decided on Alma for Authority Control ● Authority Records in the Community Zone ● Daily Automated Jobs ○ Authorities - Link BIB Headings ○ Authorities - Preferred Term Correction ● Authority Control Task List ○ Weekly checks and corrections ○ Issues include large number of records to review; occasional job errors; Community Zone not fully updated with new authority records and/or linking failures
Alma Authority Control
Ebooks & Streaming Media Alma P 2 E Process for Migration ● Separating ebooks from print in source catalog (Sierra) ● Consistent and correct 856 subfields in source catalog ● Providing list of bibliographic record numbers = ebooks/streaming media Bibliographic Record Source ● Alma Community Zone (CZ) vs. OCLC World. Share vs. Direct from Vendor ○ ○ ○ Quality of MARC records Availability of Titles Ease of Getting Titles into Alma
Ebooks & Streaming Media - Import Profiles Alma Import Profiles for Non-CZ Records ● ● FTP vs. Manual Automated or Not Frequency of Imports Normalization Processes, Match/Merge Rules, Inventory Creation (Portfolios)
Ebooks - DDA/PDA/EBA Profiles ● Use of Alma’s PDA Functionality vs. OCLC World. Share vs. Other JSTOR Forum DDA and EBA Record Loads ● Suggested presentation: Traill, Stacie and Christopher, Janice (2018) Putting It Together: Implementing Books at JSTOR Demand-Driven Acquisition in Alma. In: ELUNA 2018 Annual Meeting, May 1 -4, 2018, Spokane, Washington.
The Cataloging Must Flow ● Data Cleanup in Source System ● Conduct a Workflow Analysis and Involve All Stakeholders ● Set up Vendor and Cataloging Integrations / Import Profiles ● Create Normalization and Merge Rules / Normalization Processes ● Establish Alma Work Orders ● Determine Authority Control Process ● Set up Ebook and Streaming Media Import Profiles ● Happy Cataloging!
Further Considerations ● Data Cleanup After Migration / Routine Data Management ● Designated New Materials Section (Temporary locations in Alma) ● Statewide Catalog (Sharing data using Alma sets, publishing profile, and NCIP -- Me. LCat) ● Withdraw Processes ● Cataloging Statistics (Alma Analytics) ● Inventory / Stacks Maintenance (Alma Shelf Report tool; APIs) ● Primo/Primo VE’s Display and Indexing of MARC Data ● Using Alma for OCLC Searching and Holdings
Further Thanks. Considerations Questions? New Books / Materials Area Image Credit Inventory Title and End Slide: Fu. N_Lucky, Pixabay (https: //pixabay. com/photos/namibia-desert-sand-dune-dust-2049203/) Sharing bib/holdings/item data and circulation/status data with a statewide catalog (Me. LCat) / Withdraw process with this consideration in mind Cataloging Statistics Jeremy Barney Metadata & Digital Collections Librarian Hope College, Van Wylen Library barneycj@hope. edu
- Slides: 42