The Storage Documents
Project
Jimmie Lundgren
ASERL 2010 Summertime
Summit, Ga. Tech.
August 4, 2010
Hidden Treasures
• Federal Documents in off-campus
Auxiliary Storage Facility (ALF)
• Not inventoried or indexed in the library
catalog (some exceptions)
• Indexed only through Monthly Catalog
• Shelved by SuDoc Numbers
• Retrieved for use on request
Opportunity Beckons
• High density facility (HDF) and SUS
shared collection approved Oct. 2007
– Initial “planning” money first year
– Construction money expected next year
• Catalog (inventory) stored documents
– HDF requires cataloging and bar-coding
– Also benefits Selectives in FL, PR and VI (and
ASERL colleagues) and UF patrons
Scope of Challenge
• Catalog about 300,000 federal documents
• Ready collection for relocation spring 2012
– On campus documents bar-coding will
prepare Serials Set, etc. to also go to HDF
• Why not just scan it all?
– Must be retained, still requires metadata
– Scan priority items
• Example: Panama Canal Commission project
Roles of Technical Services
• Cataloging collaborating with Documents
– Ran pilot project (11/08-05/09)
– Planning, training & oversight
– Provide staff & computers at ALF
• Preservation/Storage participation
– Physical handling of materials & more
• IT support for PC’s, reports, macros
CatMet and Documents staff are working on
the top secret Operation Stodocs. Their
mission is to increase access to a vast
hidden repository of government information.
Photo credit: Betsy Simpson
Roles of Documents Department
• Collaborating with Cataloging
– Advise on project scope, answer questions
– Encouragement & support
• Provide 1 staff person more than half-time
• Supply SuDocs number when needed
– Monthly Catalog database acquisition helps
• Providing list of priority series for analytics
Coordination
• Share problems and schedules by email
• Meet monthly for updates
– 5 from Documents (1 onsite)
– 7 from Cataloging (5 onsite)
– Storage/Preservation coordinator
– Temporary staff members
• Great spirit of teamwork
Strategy
• Work onsite at ALF
• 5 flexible, fast cataloging staff 1 or 2 days
per week
• 1 Documents Dept. staff (currently 3 days)
• Hire temporary staff
– Student
– Available skilled cataloger
Characteristics of Records
•
•
•
•
Completed items June 30, 2010: 59,788
1,432 Serials titles
14,032 Book titles
Records available in OCLC for 82% so far
– Quality varies, some lack subjects, etc.
– 18% of titles needed original records
• Costs to date around $70,000 labor alone
Record Quality Standards
• K (minimal) level or better OCLC record
• Subjects automatically match to authority
records; names match when available
• Series/serials issues
– Input from Documents on when analytics
matter (initial list plus)
– Focus on true serials & monographs now
– Defer option to serialize now but analyze later
Reports and Statistics
• Statistics from catalog
– Monthly reports derived by IT as requested
and reported by C&M Chair
• Detailed report by chair on Pilot Project
• Frequent direct communication among
chairs, coordinators and Dean
Website and Blog
• Statistics posted monthly
• Monthly meetings notes posted
• Website at
http://www.uflib.ufl.edu/catmet/stodocsproje
ct.html
• Blog at http://blogs.uflib.ufl.edu/stodocs/
Next Phase
• Could begin to move collection as soon as
spring 2012
• Increase funding for project-specific staff
– 2 Full time temporary catalogers (with
benefits)
– 2 Part time student assistants
• Estimated entire project, bar-codes, etc.
included: $400,000-$425,000.
Questions?
Jimmie Lundgren, Associate Chair
Cataloging & Metadata Dept.
jimlund@ufl.edu