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
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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 FY05 funds
• Jan 07 - bookplates for FY06 funds
• Mar 07 - letters to stewardees
NEW ANNUAL CYCLE
• Oct 07 - bookplates for FY07 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?account053247|zPurchased on
the United Kingdom Library Endowment
Gifts in Kind
|uhttp://dl.lib.brown.edu/bookplates/honoree.php?id=107|zGift of Roger E.
Stoddard, Class of 1957
Linking the Book and the Bookplate
OPAC
Bookplate
Page
OPAC search:
Endowments
856 link
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=bookplateStoddardRogerE
Targeted Field: bookplateStoddardRogerE
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
Gift in Kind
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 (MySQL) 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
o
o
income
themes
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 1ST 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