CODING the HOLDINGS 008’s
Or…
I’ll have time to do that next year-
REALLY!
Mary Bailey, Serials Manager
Connie Kissee, Government Publications
Kansas State University Libraries
VUGM
April 25-27, 2002
What Is the USMARC Holdings 008
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•
•
•
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Is part of the holdings fixed field
Defines data elements positionally
Contains 32 character positions (00-31)
Is non-repeatable; no indicators or subfields
Allows coded information (e.G., Receipt
status, method of acquisitions, retention
policies, lending policies) to be shared,
extracted and manipulated
What Is the USMARC Holdings 007
• Is part of the holdings fixed field
• Describes physical characteristics of the
copy of the bibliographic item for which
holdings are recorded
See KSUL documentation at:
http://www.lib.ksu.edu/depts/techserv/manual/cataloging/holdings/
holdings/007.html
KSU’s Initial Strategy:
Code only Active Serials
Why?
• Have reporting capabilities for cancellations
project
• A first step toward future union listing
• To block KSU titles for Uncover service
• Easily incorporated into workflow
• Required training for serials cataloging and
acquisitions (3 staff members)
Not enough data to provide
statistics for all serials
• Still needed non-print information
• Incorrect information on inactive titles
(from conversion)
• More complete information needed for
accreditation statistics
Phase 2
Expand to ALL Serial Titles
• Review and correct the automatic defaults set in
the 008 conversion of 1995
• Coding all the 008’s and 007’s would provide an
accurate picture of KSU libraries holdings –
including the non-print
• Allow accurate statistics
• Create streamlined workflows
The Saga Continues
Questions:
• WHO will do the work?
• WHAT training would be required for other
staff?
• HOW would this be incorporated into
regular duties?
• WHERE do we start?
Who will do the Work?
Technical Services Staff
Serials
Acquisitions
Binding
Catalogers
Database
Maintenance
Workflows
• Priorities identified – 008 is high priority
• Re-evaluated projects currently underway
– Engineering gift project put on hold
– Microform retro-con ceased
• Database maintenance team allotted specific
no. of hours weekly
• Serials and binding staff review or add
008/007 as part of routine workflow
Training
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Documentation created
Serials staff already trained
Documentation revised
Database maintenance team (mostly
monograph catalogers) brought into project
• Documentation revised
• All staff trained to do 007’s and 008’s
The Report
2000+ pages of
KSU Serial Holdings
Add Connie’s report here
Before The Project
The Project Timeline
• Began full project March 2000
• April 2000 – all trained staff added
• June/October 2000- more staff added
• Re-ran report summer of 2001
• Completed September 2001
Benefits from the Project
Exchange Data
• Free text data is now recorded in coded
standardized form
• Data exchangeable through consortia, union
lists, interlibrary loan systems
• Map data into the future
Benefits from the Project
Streamline Workflows
• Time savings: new procedures and
workflows for receipt, physical
processing, and database maintenance
of records cut work time by half
Benefits – Streamline Transfer Procedure
Latest 1 year retained in ref ready
Vol. In vetm ref
transfer to main
Benefits – Discard Print when microform is received
Print issues replaced
by microfilm
Benefits - Templates
Templates for holdings can be set up for specific
types of materials with standardized 008’s and
007, reducing cataloger’s editing time
Currently received
Free
Do not lend, do
not reproduce
Remote resource
Location and holdings notes
Benefits from the Project
Generate Reports
• Data can be used to generate various
statistics and reports such as:
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List of currently received titles (008 receipt status)
Titles to discard in 6 months (008 specific retention)
New gifts/purchases for given time (008 method of acq)
Invoice reports of titles by FY (008 receipt status + line
item invoice)
– On order titles never received (008 receipt status +
vendor)
– Cancelled titles (cancelled date)
Benefits –Reports
007
Benefits – Reports
Access report for number of
microfiches holdings
Bib ID
Benefits - Reports
Access report by location, for purchased,
currently received serials
Benefits - Reports
The following slide is an access
report used to generate a list of
periodicals coded “latest 6 months”
retention and tied to a specific ledger
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Benefits - Reports
Serial titles on order
Bib ID
Title
On Order
______________________________________________________________________
1074201
Material handling handbook & directory.
p
1166770
Member news.
p
1179552
Mendelssohn complete works.
p
1261696
Mergent corporate archives.
p
1148495
Modern materials handling casebook directory
p
Saving Time
• Streamlined Procedures for Automatic
Transfers and Microforms
• Quicker ways to get Yearly Statistics
• Reports for new workflows
– Specific Retention for discards
– On order Serials
– Monthly Reconciliation Reports
Saving Time – Standard Reports
Reports we still want
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Cancellation report for specific years
Route to’s and discard lists
Exchanges
Gifts by type over specific time
What do you want?
It’s next year and we have time!
So when do we start the next
project ?
Mary Bailey
Serials Manager
KSU Libraries
redhead@lib.ksu.edu
Connie Kissee
Government Publications
KSU Libraries
ckissee@ksu.edu