Cataloging Acquisitions Department Annual Report July 1, 2011-June 30, 2012

Transcription

1 University of Arkansas Libraries Cataloging and Acquisitions Department Cataloging Acquisitions Department Annual Report July 1, 2011-June 30, 2012 The goals of the Cataloging Acquisitions Department are to acquire materials in a timely and cost effective manner, to process gifts in accordance with library policies, to provide statistics for collection management staff, to provide accurate financial reports, to manage the ordering and receiving subsystem efficiently, to provide catalog access to newly acquired materials quickly, efficiently, and accurately; to improve catalog access or to provide access for retrospective materials; to provide authority control for names, subjects, and series titles; to physically process the materials; and to provide quick, accurate, and free access to all publications distributed to depository libraries through the Federal Depository Library Program (FDLP). The department met these goals, especially in several significant areas. HIGHLIGHTS AND TRENDS for 2011/2012: Electronic resources continuously impact the work of the Cataloging Acquisitions Department, including: There is an increase in the number of vendor purchased record loads. Selectors are seeking to purchase more electronic books, particularly in the science subject areas. Mary Gilbertson and the selectors developed The Demand Driven Acquisitions Trial for electronic books. The transfer of 50,172 volumes to LISA was possible because those serial volumes are available online. Publishers are moving serials and other types of reference publications are to online publication; this trend includes titles published by University of Arkansas academic and administrative units. Staff members continue to acquire new cataloging and acquisitions skills to process electronic resources. Cataloging Acquisitions staff continued a successful partnership with Crystal Bridges Library staff, in particular cataloger, Jason Dean. Deb Kulczak and Mary Gilbertson worked with him to create a load table and, subsequently loaded 22,181 bibliographic records and 23,546 item records in the our shared library catalog. Further refinements were made to the Crystal Bridges Library location codes. Cheryl Conway added codes and display labels to the Millennium Cataloging location table. Demand Driven Acquisitions Trial: In November 2011, Mary Gilbertson assumed leadership for a trial of Demand Driven Acquisitions of electronic books, using a $5,000 base. Records for the electronic books are provided by the vendor and loaded into the library catalog. Access is provided to the library user for a fee. After 3 uses of the electronic book, the library purchases permanent access to that title. As of 06/10/2012, patrons have used 54 titles for a total of $ For full details, see Report 3 Monographs: Cataloging and Acquisitions Unit, p

2 Cataloging and Acquisitions staff, Mary Gilbertson, Deb Kulczak, and Elaine Dong loaded 23 record sets with a total of 20,721 bibliographic records in FY12. In FY11, 29 record sets were loaded with a total of 16,320 records. This is a 21.5% increase in the number of vendor records loaded. All these records provide instant access to electronic resources (For a full list, see Appendix 1, p. 26.) Significant new additions to the library catalog included: a. Center for Research Libraries online resources: 16,638; 15 and 615 records b. Theatre in video online: 118 and 119 records c. Opera in video online: 41 and 104 records d. R2 digital library: 50 records e. TRAIL online: 16 and 775 records Receipts of purchased monographs (all formats) decreased by 27.5% over FY11. Receipts of gifts increased by 21%. Receipts of state and federal documents remain stable in the Documents Processing Unit; the level of reference and public services provided by the Unit also remained stable. Cataloging on new titles (all formats purchased and gifts) increased by 18% over FY11. 32,006 new titles were cataloged, including the 20,721 MARC records were loaded from vendor files. 3,617 records were loaded from Marcive; and 7,668 titles were cataloged traditionally. Re-cataloging of titles increased by 3%. Total department transfers increased by 79% due to the Level 4 Transfer to LISA Project. The Level 4 Transfer to LISA Project was completed in FY12. Over volumes 42,000 were transferred by Lisa Lindsey and Cedar Middleton. 366 titles were RUSH cataloged in FY12, compared to 363 in FY11. The Department continues to respond within two working days to RUSH requests, providing this important service to library patrons. SIGNIFICANT PROJECTS: URL Checker Project, Open Access journals: Elaine Dong processed 367 URLs with various errors. After her resignation, this phase of the project was placed on hold. URL Checker Project, Government Document electronic resources: Bridget Penrose continued her work on this project. She created a list with 44,981 URL errors and corrected 27,930 URLs. The majority of these are redirects or permanent URL changes. Work on this project will continue in order to provide instant access to these government publications. Analytics Barcoding Project: 873 titles were processed. Serials Barcoding Project: 6,803 items were created, an increase of 87.5%. A work study and Cedar Middleton were added to the project. SmeadLink Conversion Project, Item Record Creation Phase: Item records have been created titles listed on pages on the Storage B titles list. The FY11 project total was 24,282 items created; the FY12 project total is 46,757 item records created. This phase is complete. SmeadLink Conversion Project, Working in LISA Phase: The phase involves updating the item records, adding the shelf location of each volume and scanning the barcode, if 2

3 necessary. In FY12, the project team completed 363 shelves in Storage B. This project facilitates the retrieval of these volumes. Level 4 Transfer to LISA Project: 1,059 titles and 42,185 volumes were transferred to LISA. Project totals are: 1,958 titles and 50,172 volumes. Additions to established internet collections: 135 titles to JSTOR online journals and 25 titles to the Project Muse online journals. In the Documents Processing Unit, Renee Tobin barcoded 4,278 monographs and 851 serial volumes. She also deleted 1,138 records. STATISTIC TOTALS: Statistics for the Law Library and the Serials Department are counted separately. The following reflect the titles and volumes added by the Cataloging Acquisitions Department (including the Documents Processing Unit) and the Binding Department. CATEGORY 2008/ / / /2012 Titles cataloged in-house (all 12,474 14,363 26,268 32,006 formats) Volumes cataloged (all 22,900 23,267 **20,950 **21,702 formats) U.S. document maps added 1,719 1, Titles re-cataloged (all 4,312 8,841 4,880 5,034 formats) Titles transferred (all formats) 1,072 6,500 1,726 1,273 Volumes transferred (all 3,360 *23,502 9,682 46,022 formats) Titles withdrawn (all formats) 349 1, ,622 Volumes withdrawn (all formats)* 2,757 2,846 2,138 4,687 *70% more volumes were transferred in FY10 due to the Reference Transfer Project. **Fewer volumes than titles were added in FY11 and FY12 because the internet titles do not have physical volumes. Subsequent figures for Mullins Cataloging Acquisitions Department only (Government Documents Processing Unit excluded). Authority and OCLC Union List records 2008/ / / /2012 Authority records 27,304 exported/edited/deleted 25,231 22,642 26,511 Headings established 1,454 1,846 2,044 3,076 Serials local holdings records created/updated 2,044 2,178 1,341 1,202 3

4 Acquisitions Categories 2009/ / /2012 Monographs received (titles purchased) 4,935 6,148 4,471 Gifts received (titles) 1,614 1,434 1,814 PERSONNEL ACCOMPLISHMENTS AND PERSONNEL CHANGES PERSONNEL ACCOMPLISHMENTS: Refer to Unit Reports for Personnel Accomplishments. PERSONNEL CHANGES: Appointments and Resignations Lisa Lindsey was promoted to a Library Supervisor position in the Performing Arts and Media Department; her last day in the Cataloging Serials Unit was August 9, Doris Cleek was hired into the vacant LT position and started on October 24, Elaine Dong resigned and left the Special Formats Unit Head position on April 27, SERVICE AWARDS: Julie Thacker received her 25 year service award at the Employee Awards Banquet, October 11, UNIT REPORTS: Report 1: Database Maintenance/Music Cataloging Unit, p Report 2: Documents Processing Unit, p Report 3: Monographs Unit: Acquisitions and Cataloging, p Report 4: Serials Cataloging Unit, p Report 5: Special Collections Cataloging Unit, p Report 6: Special Formats Cataloging Unit, p Appendix 1: Record Loads 2012, p. 25 REPORT 1 Database Maintenance/Music Cataloging Unit Database Maintenance/Music Unit Annual Report July 2011-June 2012 I. Highlights A. Summary of Unit Statistics. These figures include everything from Sections II- IV. Last year s figures are given in parentheses for comparison. 1. A total of 32,521 bib records were edited (49,191). Edits were divided as follows: 4

5 a. 20,354 headings conflicts (10,011) b. 12,167 non-conflict edits (39,180) 2. 1,312 new bib records exported (1,390) 3. 1,171 bib records deleted (206) 4. 19,727 item records created (12,029) 5. 4,339 item records edited (3,492) 6. 3,004 item records deleted (2,207) item records transferred (5) 8. 1,082 item records cross-linked to bib records (1,011) headings established (1,301) authority records created (2,317) authority records edited (546) ,921 authority records exported (14,451) 13. 1,326 authority records copied (1,302) 14. 6,418 authority records deleted (7,108) B. Cataloging. The figures for new cataloging during the current period were lower than last year s; however, this was mostly due to a change in how titles from record loads were counted. The breakdown was as follows: Total: 2,990 Music/media formats 838 New analytics 374 Internet resources 1,726 Other formats 52 The unit also participated in record loads totaling an additional 16,717 titles Total: 3,681 Music/media formats 653 New analytics 441 Internet resources 2,517 Other formats 70 The re-cataloging statistics also decreased. The figures were: Total: 49 Music/media formats 42 Other formats Total: 82 Music/media formats 77 Other formats 5 5

6 II. Database Maintenance A. General Authority Processing. This category represents data entry for AFU original work forms and edited printouts, as well as attendant processing. The unit head s and music LAT s statistics for name and subject authority work are also included here. The unit: 1. Entered 855 name originals and 64 series originals into InfoLinks. 2. Edited 309 name/subject authorities and 53 series authorities. 3. Exported 5,147 name/subject authorities and 77 series authorities. 4. Copied 358 name authorities to the subject index. 5. Deleted 2,056 name/subject authorities and 25 series authorities. 6. Fixed 2,356 name/subject conflicts. 7. Established 258 name headings. B. Headings Reports First-Time-Use. The unit processed 31,932 first-time-use headings, which is an increase over last year s total of 28,087. There is currently a backlog of reports; mostly due to accumulated vendor record loads (20,721 this year and 16,320 records in 2011). As part of FTU work, the unit completed the following: 1. Fixed 8,519 headings conflicts. 2. Exported 11,806 authority records. 3. Copied 908 authorities to other InfoLinks indexes. 4. Deleted 2,612 authorities. 5. Edited 81 authorities. C. Headings Reports Other Categories. The unit processed 3,952 invalid headings; 1,858 blind references; 1,204 duplicate authorities; and 1,922 duplicate call number/other entries, for a total of 8,936 report entries. We are current with processing. The unit performed the following work: 1. Fixed 2,924 headings conflicts. 2. Exported 53 authority records. 3. Edited 1 authority record. 4. Copied 47 authorities to other indexes. 5. Deleted 1,190 authorities. D. InfoLinks Change Requests. The unit resolved 22 reports. Processing was still current as of the end of the fiscal year, so we simply received very few. The unit performed the following: 1. Edited 21 bib records and deleted Created 1 item record. E. Other Database Maintenance Activities. These statistics are from on-the-fly resolution, re-cataloging (including music), barcode problems not referred as InfoLinks Change Requests, and miscellaneous global updates. The unit: 1. Exported 985 new bib records and created 2,887 new item records. 2. Edited 8,675 bib records and 1,849 item records. 3. Deleted 1,144 bib records and 1,618 item records. 6

7 F. Series Work. This category includes new setups, re-cataloging, and clean-up, as well as attendant conflict resolution. (These figures include the unit head s statistics.) The unit: 1. Processed 328 non-analyzed titles. 2. Checked 3,139 series entries. 3. Corrected 2,984 series conflicts. 4. Edited 121 series authorities for AFU decisions. 5. Established 35 series headings. 6. Exported 227 series authorities and deleted 35. G. LCSH Weekly Lists Processing. Staff completed processing for 5,760 entries, including the following: 1. Resolved 1,164 headings conflicts. 2. Exported 584 subject authorities and edited Copied 13 authorities to the subject index. 4. Deleted 494 subject authorities. III. Cataloging A. Music/Media Cataloging Total: 838 titles (1,342 volumes) The following were cataloged: copy scores (47 volumes) 2. 2 original sound recordings (2 volumes) copy sound recordings (1,232 volumes) 4. 1 original videorecording (1 volume) copy videorecordings (60 volumes) B. Music/Media Re-cataloging Total: 42 titles The following were processed: 1. 4 scores sound recordings 3. 9 video recordings C. New Analytics Cataloging Total: 374 monographic titles The cataloging breakdown is as follows: originals copy In cataloging, the unit: 1. Exported 280 new bib records and created 328 new item records. 2. Edited 309 bib records and 31 item records. 3. Deleted 3 bib and 3 item records. 7

8 4. Cross-linked item records to 394 bib records. 5. Created 1 local holdings record. D. Internet Resources Total: 1,726 titles The following were cataloged: 1. 1,506 paid titles (record loads) copy paid titles original paid titles The unit also participated in record loads totaling an additional 16,717 titles (full, not brief). These were counted with monographs unit statistics. E. Other Cataloging Total: 52 titles The following were cataloged: 1. 2 original kits copy kits 3. 1 copy CD-ROM 2. 4 original monographs copy monographs 4. 2 copy audio books F. Other Re-cataloging Total: 7 titles 1. 2 kits 2. 5 monographs G. Added Copies sound recordings 2. 4 kits H. Added Volumes 1. 4 scores sound recordings I. Withdrawns sound recordings (100 volumes) scores (153 volumes) videorecordings (32 volumes) 4. 2 kits (2 volumes) 5. 9 CD-ROMs (30 volumes) 6. 1,070 books (1,092 volumes) audio cassettes (612 volumes) 8. 1 reel-to-reel tape (1 volume) 9. 1 Playaway (1 volume) diskette supplemental volume DVD-ROM supplemental volume J. Transfers 1. 4 monographs (6 volumes) 8

9 IV. Projects. The unit participated in the following projects this year: A. Analytics Clean-Up Project. Under direction of the Department Head, Rose Cody continued working on this project. She completed processing on 121 series titles and 681 monographic records, performing the following: 1. Exported 47 new bib records and created 838 new item records. 2. Edited 939 bib records and 268 item records. 3. Deleted 22 bib records and 612 item records. 4. Transferred 26 item records. 5. Cross-linked item records to 688 bib records. 6. Edited 54 series authorities 7. Exported 27 series and deleted Created 41 new local holdings records. 9. Edited 24 local holdings records and deleted 2. B. SmeadLink Conversion Project. Rose Cody worked to create item records for 433 storage serial titles, and as part of this work she: 1. Created 15,673 new item records. 2. Edited 1,583 bib records and 2,188 item records. 3. Deleted 774 item records. C. Crystal Bridges Record Load. Deb Kulczak and Mary Gilbertson worked with Crystal Bridges cataloger Jason Dean to load 22,181 bibliographic and 24,546 item records for materials in their collection. D. Aggregator Brief Records. Deb Kulczak continued to work with Beth Juhl and Elaine Dong to create brief bib records for aggregator databases in InfoLinks. Records for ProQuest Direct full-text journals, Ebsco full-text journals, Ebsco fulltext reports, Gale Business and Company Resource Center online journals, HeinOnline journals, and LegalTrac online journals were loaded during the period. E. MCB Review. Cathy Reineka reviewed 1,882 changed headings reported in the Music Cataloging Bulletin and corrected attendant conflicts. F. Typo Clean-Up. Using Terry Ballard s list Typographical Errors in Library Catalogs, Rose Cody processed 2,170 entries and corrected 640 bib records. V. Personnel Accomplishments A. Publications Kulczak, Deb and Lora Lennertz Jetton. Lexicon of Love : Genre Description of Popular Music Is Not as Simple as ABC. Music Reference Services Quarterly 14, issue 4 (2011): Print. DOI: Kulczak, Deb (Cataloging Acquisitions). 15 entries, Typo of the Day for Librarians blog ( 24 October 2011 through December Online. 9

10 B. Outside Committees/Professional Positions Held Deb Kulczak. Co-Coordinator, Technical Services Round Table, Music Library Association (through February); Member, Metadata Subcommittee of the Bibliographic Control Committee, MLA; Member, Music Discovery Requirements subgroup, Emerging Technologies Committee, MLA; Member, Recruitment and Mentoring Committee, Cataloging and Metadata Management Section, ALCTS. C. Campus Committees/Activities/Positions Held Deb Kulczak. Member, Public Safety Council. D. Library Committees Deb Kulczak served on the following library committees: Cataloging Policies and Practices Review Committee; InfoLinks Review Committee; Mary Parler Digitization Project Committee; Faculty Concerns Committee. Cathy Reineka served on the Organizational Structure Committee. May-July REPORT 2 Documents Processing Unit Documents Processing Unit Annual Report (2011/2012) Developed from statistics reported by Bridget Penrose A. Public Service 1. The service desk was staffed 43 hours per week, Monday through Friday from 8:00 a.m. to 4:30 p.m. 2. In-house use of items: *632 (FY: 463; FY10: 693; FY09: 551). 3. Reference transactions: **331 (FY11:453; FY10: 706; FY09: 684). 4. Directional questions (mechanical and non-mechanical): **193 (FY11:82; FY10: 212; FY09: 192 *Manual count **Desktracker count B. Depository Acquisitions Materials FY11 FY12 Print (Monographs and Serials) 2,652 2,731 Microfiche (sheets) 5,263 3,001 Maps Computer files Video materials Current serials titles received 1,028 1,038 10

11 C. Cataloging and Processing Materials Titles Added* FY11 Volumes/Items Added* FY11 Titles Added* FY12 Volumes/Items Added* FY12 Monographs 1,656 1,740 1,743 1,768 Serials Microfiche 1,607 5,263 1,060 3,001 Maps Computer Files Video Materials Totals 3,341 8,511 2,867 3,617 *Statistics from Form 7, Part A Documents* Volumes/Pieces Added FY11 Volumes/Pieces Withdrawn FY11 Volumes/Pieces Added FY12 Volumes/Pieces Withdrawn FY12 Print 2,652 1, Microfiche 5,263 N/A 3,001 N/A CD-ROM 21 N/A 31 N/A DVD 60 N/A 27 N/A Maps 515 N/A ,511 1,044 4, *Reported on Form 1 Withdrawn* Titles FY11 Volumes FY11 Titles FY12 Volumes FY12 All formats 245 1, ,245 *Reported on Form 7 D. Projects and Interdepartmental cooperation 1. Renee Tobin works in the LISA facility on the SmeadLink Conversion Project approximately 4 hours per week. 2. Cathy Hooper performs reference work for the Reference Dept., an average of 3 hours per week. 3. Bridget Penrose is now in charge of the work on the government document Open Access URLs Project. She reduced a beginning error report of 44,981 URL errors to 17, Renee Tobin made significant progress on the Government Documents Barcoding Project. She barcoded 4,278 monographs and 851 serial volumes for 165 serial titles and also deleted 1,138 bibliographic records. Personnel Accomplishments: Bridget Penrose continues to serve as a member of the Cataloging Policies and Practices Committee. Ms. Penrose also serves as a member of the University Parking and Transit Committee. 11

12 REPORT 3 Monographs: Cataloging and Acquisitions Unit Monographs Cat/Acq Unit Annual Report 2011/2012 Summary of Cataloging Unit Statistics 2009/ / /2012 Books added titles 4,110 2,755 3,286 Books added volumes 3,642 3,007 3,712 Titles transferred to main Volumes transferred to 1, main Book titles withdrawn Book volumes withdrawn Non-books added titles ,595 NA Non-books added ,595 NA volumes Non-books withdrawn 0 0 NA Work Statistics on Bib and Item records Cataloging 2009/ / /2012 Bibliographic records 6,102 7,268 5,572 updated Bibliographic records deleted New item records ,712 3,205 Item records updated 837 2,079 1,018 Item records deleted Authority related statistics 2009/ / /2012 Names/Subjects/Series exported Series conflicts resolved Names established Names reviewed/edited Subjects assigned

13 Subjects reviewed Series established Series reviewed/edited Call numbers assigned Call numbers reviewed/edited Rush titles processed See attached form for acquisitions statistics Projects: Melissa Gatlin and others worked on many gift collections. She worked on the Lonnegan, Fite, Tuck, Bennett, Leighton, Tsai, the Candido books, a large collection donated by Paula Barnes, a collection of Spanish language political science books and a collection from the old Chemical Engineering library. 4,246 gifts were searched and 1,814 were added. Janell Prater and Mary Gilbertson worked with Nicole Fares, a student who is employed by the Middle East Studies Program, to process various Arabic titles. Personnel Accomplishments: Presentations: Gilbertson, Mary A. (Head of Monographs). DDA Using YBP, American Library Association, Catalog Management Interest Group, Anaheim, CA. 23 July Presentation. Committees: Mary Walker continued to serve as a member of the Web Development Group, Collection Management Group, Selectors Group, InfoLinks Review Committee, the Cataloging Policies and Practices Review Committee, the Diversity Committee, the Post Tenure Committee, and as a member of the Continuing Education Committee in the Association for Library Collections & and Technical Services, American Library Association. Janell Prater served as a member of the Chancellor s Commission on Women. Carol Warriner served as a member of the Library Council and on the Business Librarian Search. Melissa Gatlin served on the Staff Awards Committee. Narrative: Judy Culberson from the Special Collections cataloging unit is still assisting with copy cataloging this year since the Monographs Unit has only one copy cataloger. We appreciate her help greatly! Ebook purchasing has increased greatly, and we manage the cataloging of those purchases greatly through record loads, but Special Formats personnel also catalog individual titles as needed. 13

14 Record Loading News: Record Loads continue to increase in the Cataloging and Acquisitions department. The work has become more collaborative as these become more common. Patty George has been loading records for shelf-ready records for quite some time. Deb Kulczak has taken over most of the load table writing. She loaded records using those tables she wrote along with Elaine Dong and Mary Gilbertson. Deb will most likely report more about the load tables she wrote. Elaine Dong worked out a workflow using MailMerge, MarcEdit, and a load table to create MARC records from data representing Honors Papers that is harvested from DSPACE. The number of records loaded increased again this year. We went from 6 loads consisting of 2,195 records in 2010 to 29 loads consisting of 16,320 records in In 2012, we had 21 loads consisting of 20,721 records. This number includes only those records notated as full record loads loaded by Deb, Elaine, or Mary. It doesn t include those records loaded by Acquisitions including shelf-ready titles or records for titles in the demand driven ebooks trial. Demand Driven Acquisitions Trial: With shrinking budgets many libraries are trying a new concept called Demand Driven Acquisitions. In this process, libraries load records for electronic books that they don t actually own. They then pay a fee for the use of that title that you might compare to InterLibrary Loan. The charge varies by publisher, but seems to be about 10% of the cost of the title used. If the electronic book is used 3 times, in our case, it is then purchased and owned by the library. We began a trial for Demand Driven Ebooks in November of That is when the first records were loaded for browsing in the online catalog. Subsequent records are loaded when the vendor notifies us of their availability. We dedicated $5000 to the trial since we had no idea how much it would be used. As of 06/10/2012, patrons have used 54 titles for a total of $ If you would like to look at the titles in the trial you may do so by doing a title search in our online catalog under ebrary Electronic Books DDA. The number of records in the catalog is continually growing, starting with 620 in November of 2011 and on 6/10/2012 there are 1036 titles available for University of Arkansas Libraries users to find in the catalog in their daily research. Of those 54 titles used only four titles have been triggered for actually purchase so that we now own the title. Those four titles, in case you are curious, are Soochow University Lectures in Philosophy, Houses in Landscape: Memory and Everyday Life in MesoAmerica, Attack of the Difficult Poems: Essays and Inventions, and Internationalism, National Identities, and Study Abroad : France and the United States While most of our users do not even realize they are using titles that we don t actually own, our average cost for dda $12.33 is also comparable to the average of $12.11 for borrowing a book in ILL. 1 Demand driven electronic books are also available immediately with the click of a URL REPORT 4 Serials Cataloging Unit 1 Lars Leon, Nancy Kress, (2012),"Looking at resource sharing costs", Interlending & Document Supply, Vol. 40 Iss: 2 pp Permanent link to this document 14

15 Serials Cataloging Unit Report 2011/2012 Report by Cheryl L. Conway I. Production Statistics: 1,202 local holdings records were created, edited, or deleted in the OCLC union list system (1,341 FY11). The LT position was vacant from August 10-October 23, 2011, explaining the decrease in processing of local holdings records. II. Summary of Unit Cataloging Statistics: A. The following were cataloged: 10 print monograph titles (11 volumes) (9 titles, 18 volumes FY11) 204 print serial titles (789 volumes) (136 titles, 383 volumes FY11) 690 internet titles (351 titles FY11) 0 CD-ROM titles (9 volumes) (6 titles, 56 volumes FY11) 1 DVD-ROM titles (7 volumes) (1 titles, 3 volumes FY11) 1 Microfiche title added. (2 sheets FY11) A total of 906 new titles were cataloged (503 FY11). This reflects a 44.5% increase in the copy and original cataloging for all formats from FY11. B. The following were re-cataloged: 2,974 print and non-book serial titles were re-cataloged. (2,765 re-cataloged FY11) This represents a 7% increase in re-cataloging over FY URL fields were edited to provide immediate access to the Internet resource. (508 processed in FY11) This is a 50% decrease in this category over FY11. C. The following were transferred or withdrawn: 224 print serial titles transferred (938 titles FY11) 5,839 print serial volumes transferred (8,827 volumes FY11) 136 print serial titles withdrawn (66 titles FY11) 344 print serial volumes withdrawn (208 volumes FY11) 7 internet titles withdrawn (59 titles FY11) 21 CDROMs withdrawn (18 withdrawn in FY11) D. Other processing: 15

16 118 serial title drops were processed (328 FY11) 23 bibliographic change requests were filed with OCLC 4 RUSH serial titles were processed. 23 Special Collections Dewey serials were reclassified to LC classification. III. Special Unit Projects: A. Electronic journal sets: 2 groups of electronic journals required cataloging or re-cataloging. A total of 160 records were edited or added to InfoLinks, the library catalog. 1. JSTOR online journals: 135 titles cataloged or re-cataloged. 2. Project Muse full-text journals: 25 titles cataloged or re-cataloged. B. Serials Barcode Project: 1. Project total of titles converted since March 1999: 10, Project total of item records created since March 1999: 65, Total titles for FY12: 675 Total titles for FY11: 68 This represents a 90% increase in titles converted. 4. Total item records created for FY12: 6,803 Total item records created for FY11: 856 This is a 97.5% increase in total item records created. C. SmeadLink Conversion Project: 1. This Project began in September In the Creating item records for Storage titles Phase, item records are created in MilCat from shelf list cards for titles located in LISA. Julie Thacker is the team leader for item record creation; Rose Cody and Patty George are the other team members. Item record creation was completed in October 2011 with a project total of 46,757 item records. 2. In the Working in LISA (Storage A, A2, B) Phase, mini computers are used in the LISA facility to open MilCat item records created by staff working in Mullins Library. Barcodes from the physical volumes are scanned into the item records and the shelf location is added in a note field. Lisa Lindsey left the project, due to an internal promotion. Renee Tobin continues to travel to LISA and enter the shelf locations. 3. Storage A and A2 have been completed. From June to August, 212 shelves were completed. From September 2011, Renee Tobin continued to work on Storage B titles. During that time period, she completed another 151 shelves. IV. Outlook: 16

17 A. As in previous years, the addition and withdrawal of electronic journals continues to have a significant impact on the serials cataloging unit. New internet-only titles must be cataloged individually, particularly significant collections such as JSTOR. Print journals with internet access must be re-cataloged to include the link and holdings data. As electronic publishers change the URL (Uniform Resource Locator), the linking field must be edited. The unit will continue to give these journals a high priority in order to provide access to these expensive resources as soon as possible. B. Transfer projects from Level 4 to the LISA facility are time-consuming for the unit staff and it is expected that the first quarter of FY12 will be needed to complete the transfer of Level 4 titles. In order to complete this work, Cedar Middleton has been added to the project. V. Personnel Changes: Lisa Lindsey was promoted to a Library Supervisor position in the Performing Arts and Media Department; her last day in the Cataloging Serials Unit was August 9, Doris Cleek was hired into the vacant LT position and started on October 24, VI. Personnel Accomplishments: Campus Committees / Activities / Positions Held Cheryl Conway served as a member of the Traffic Appeals Court (appointment July 2009 to June 2011). Library Committees and Service Cheryl Conway served as a member of the following library committees: Chair, Strategic Initiatives Committee (May-July 2011), Library Council (December ), Collection Management Group, Selectors Group, and InfoLinks Review Committee. Cheryl also continues to serve as Chair of the Cataloging Policies and Practices Review Committee. Cheryl Conway served as a member of the Strategic Initiatives and Goals, 6.1 and 7.8 groups. Julie Thacker served as Chair of the Staff Concerns Council (July ) Julie also served as a member of the Dean s Library Council (September ) Continuing Education: Conferences, Workshops, and Programs 17

18 Cheryl Conway attended the following conferences and workshops: Attended Grant Writing Instructional Session by Carol Gattis, Associate Dean of the Honors College on July 27, 2011 Viewed Webinar, ALCTS: Aiming for a Robust Metadata Infrastructure for the Future, August 1, 2011 Attended University HR sponsored workshop Coaching for Improved Performance by Kit Kacirek, August 17, 2011 Viewed Webinar, Print and Digital Archiving by the Center for Research Libraries, September 21, Viewed Webinar, How Diversity Matters: Micro-Practices that Keep Libraries Relevant, presented by Karen Downing, University Learning Communities Liaison and Foundation & Grants Librarian, University of Michigan on January 11, Attended program: Daisy Bates: First Lady of Little Rock (documentary screening), January 19, Viewed Webinar, Print Archives and Preservation Registry presented by Bernie Reilly, Center for Research Libraries President and Lizanne Payne, Print Archives Consultant for CRL, on February 8, Viewed Webinar, More Product, Less Process: Why It Matters to Archivists, Librarians, and Researchers presented by Dennis Meissner, Minnesota Historical Society, Head of Collections Management, on April 11, Doris Cleek attended the following University workshop: Promoting Diversity and Inclusion at the University of Arkansas, January Julie Thacker attended: the following programs, workshops and conferences: Julie received her 25 year award at the Employee Awards Banquet, October 11, Attended University program, Diversity: Cherokee Heritage, October 13, Viewed webinars: The Diversity Committee: Your library s competitive advantage, December 1, 2011; The Diversity Conversation: Why you need to have it and how to start it, December 15, 2011; and How Diversity Matters: Micro-practices that keep libraries relevant, January 11, Attended program: Daisy Bates: First Lady of Little Rock (documentary screening), January 19,

19 Community Service Julie Thacker is a member of the Omni Center for Peace, Justice, and Ecology, Fayetteville, AR. REPORT 5 Special Collections Cataloging Unit Special Collections Cataloging Unit (Mikey King and Judy Culberson) 2012 Statistics and projects All locations (Ark Coll, Spec Coll, Main) Books Titles 2012 Volumes 2012 Titles 2011 Volumes 2011 Monographs (OCLC) Monographs (Original) Recataloged Recataloged (Original OCLC records) 0 1 Total Contributions and special projects: Hays collection (58 titles and 170 items) James D. Bales library (808 titles and 1140 items) Withdrawing missing books from Physics (approximately 150 titles) Judy assigning classification numbers (81) Librarian-in-residence cataloging rotation from January to May (42 manuscript collections cataloged, 50 names established, 17 names reviewed, 328 subjects assigned, and 44 classification numbers assigned) Nonbooks 2012 Titles 2012 Items Microfilm (OCLC) 0 0 Microfilm (Original) 0 0 Microfilm (Recataloged) 0 CDROM (OCLC) 0 0 Maps (OCLC) 0 0 Maps (Original) 0 0 Maps (Recataloged) 0 Manuscripts (Original) 43 Audio cassettes 0 0 Audio cassettes (Original) 0 0 Audio CD (OCLC) 1 1 Audio CD (Original) 0 0 Video Cassettes (OCLC)

20 Video Cassettes (Original) 7 7 Kits (OCLC) 0 0 Video DVD (OCLC) 3 11 Video DVD (Original) 4 4 Internet resources (Original) 0 Total: Bibliographic records (InfoLinks) Total New 12 Update 2813 Delete 280 Item records (InfoLinks) New 1419 Update 1433 Delete 360 Authority records (InfoLinks) New 26 Update 77 Delete 4 Authority/Supervisory Names/Subj./Series exported 531 Names/Subj. conflicts resolved 0 Series conflicts resolved 0 Names established 375 Names reviewed/edited 55 Subjects sent to SACO 1 Subjects assigned 1014 Subjects reviewed 38 Series established 17 Series reviewed/edited 4 Call nos. assigned 352 Call nos. reviewed/edited 83 Rush titles processed 292 OCLC: lock and replace 35 OCLC: error reports/change requests 5 InfoLinks change requests 1 Expert community 66 Procedures were written for the copy cataloging of On-demand books for the monographs unit. Other work collaborations: Collaborated with Lora Lennertz, Deb Kulczak, and Amy Allen concerning metadata for concert recordings 20

21 Accomplishments Library Committees: Mikey Faculty Concerns Committee; Film series; Head of Special Collections search committee Library Service: Mikey Help a Hog (Aug. 22 and 23; Jan. 17 and 18) University Committees: Mikey Institutional Animal Care and Use Committee; Transit, Parking and Traffic Community Service: Mikey KUAF fundraising, answering phones October 2011 and March 2012 Projects continuing: Fletcher collection has remaining titles for cataloger review A collection reclassification project remains incomplete Margaret Smith Ross collection (these titles are coming intermittently rather than as a complete group) James D. Bales library is in progress Arkansas cookbook collection is in progress REPORT 6 Special Formats Cataloging Unit 1. Committees Library Committees Special Formats Cataloging Unit Report July 2011 June 2012 Part One: Personnel Accomplishments Elaine Dong Cataloging Policies and Practices Review Committee (Sep present) Member, Dean s Library Council (July 2011 April 27, 2012) Member, Diversity Committee (July 2011 April 27, 2012) National Committees Member, ALA International Relations Committee / Bogle Pratt International Library Travel Fund Subcommittee (July 2011 June 2012) Member, CALA Membership Committee (July 2011-July 2012), 21

22 International Service Librarian Consultant, Evergreen Education Foundation (Oct present) 2. Continuing Education Webinar- Metadata Infrastructure August 1, 2011 (Mullins 472B) Intro to Exchange Server / Outlook August 8, 2011 (Mullins 102) Advanced Exchange Server / Outlook August 9, 2011 (Mullins 102) WorldCat Digital Collection Gateway: sustaining Collaboration Among Open Access Repositories Oct. 27, 2011 (online) ALA - How Diversity Matters: Micro-Practices that Keep Libraries Relevant Dec. 8, 2011 (Mullins 472B) ALA - The Diversity Conversation: Why You Need to Have It and How to Start It Dec. 15, 2011 (Mullins 472B) How Diversity Matters: Micro-Practices that Keep Libraries Relevant Continuing Education Jan. 11, 2012 (Mullins 472B) Cedar Middleton Intro to Exchange server August 9, 2011 (Mullins 102) Advanced exchange server August 10, 2011 (Mullins 102) Worldcat Webinar Daisy Bates video presentation October 27, 2011 (Online) January 19, 2012 (Reynolds Auditorium) Webinar Virtual reference January 31, 2012 (Mullins 104) Sharepoint February 22, 2012 room 102 Part Two: Personnel Changes Elaine Dong left the Special Formats Unit Head position on April 27, 2012 Part Three: Unit Activities 1. University of Arkansas Theses and Dissertations (TDs) 22

23 TD original cataloging: 329 titles Subject Headings assigned: 687 headings Call numbers assigned: 329 New Authority records established: 442 records New TD accepted & processed: 386 titles TDs sent to ProQuest: 239 titles TDs returned from ProQuest processed: 336 records 2. ebooks (Non TDs) Copy cataloging: 426 titles (1 free) 3. Audiovisual materials Original cataloging: Copy cataloging: Withdrawn: Authority records established: 1 title/piece 194 titles/ 419 pieces 70 titles/138 pieces 22 records The numbers of breakdowns are as follows: Video DVD Original Cataloging: 1 title/piece Copy Cataloging: 150 titles/ 309 pieces Withdrawn: 1 title/piece Videocassette CD-ROM Multimedia disks Copy Cataloging: 6 titles/12 pieces Withdrawn: 69 titles/137 pieces Copy Cataloging: 2 titles/2 pieces Copy Cataloging: 2 titles/2 pieces 4. Serials Original Cataloging: 36 titles 5. Loading E-Resource Records 23

24 1) Loaded 2 records of Cambridge Histories Online by myself 2) Worked with Mary on loading the following five series of full MARC ebook records into Millennium: R2 Digital Library (50 records) Knovel electronic books (513 records) American Film Scripts Online texts (1,009 records) Gail Virtual reference online books (twaynes and scriner s series) (935 records) Synthesis digital library of engineering and computer science (181 records) 3) Worked with Deb on loading six series of e-resource records into Millennium: ProQuest Direct full-text journals (8,226 records) Ebsco full-text journals (24,946 records) Ebsco report records (19,095 records) HeinOnline Journals (1,858 records) LegalTrac online journals ( records) Classical scores library online (571 full MARC records) 6. URL Checker Project In August 2011, I ran the URL checker report and found 367 errors. My unit fixed most of errors and reported 23 obsolete links and 3 title changes on the open access journal records. 7. Honors Paper Project I have worked with Amy on creating the honors paper workflow and procedure. With the help of a work-study, I finished creating metadata for 120 old honors papers, and sent them to Amy to load into DSpace. I also batch loaded them into Millennium. After the permanent DSpace platform was implemented in Dec. 2011, I loaded another batch of 13 Dec honors records into Millennium. 8. Serials Transfer Project Cedar Middleton started working on the project in July 2011 and completed in early December. She changed the I type and location codes for 24,259 items of 893 serials records before the serials were transferred to Lisa Storage building. 9. Barcode Cleanup Project 24

25 Cedar Middleton started working on the project on December 19, So far she has completed the following: 12/19/2011-6/30/2012 Titles converted 251 Smart barcodes applied from problem sheets / item records edited 232 Item records created 6,451 Appendix 1 Record Loads 2012 (Full MARC Records) 20,721 vendor records were loaded into the library catalog. Series Title Initials Number of Records Date Center for Research Libraries online resources mag/dek 16,638 3/1-2/2012 Theatre in video online mag/dek 118 6/7/2012 Theatre in video online mag/dek 119 6/7/2012 Opera in video online mag/dek 41 6/7/2012 Opera in video online mag/dek 104 6/7/2012 Center for Research Libraries online resources dek/mag 15 5/17/202 Center for Research Libraries online resources dek/mag 617 5/17/2012 Cambridge electronic books mag 26 5/92012 Synthesis digital library of engineering and computer science mag/exd 13 4/3/2012 Knovel electronic books mag/exd 155 2/24/2012 R2 digital library mag/exd 50 2/17/2012 Cambridge histories online exd 2 2/6/2012 Synthesis digital library of engineering and computer science mag/exd 9 1/6/2012 TRAIL online mag/exd 16 12/12/2011 Synthesis digital library of engineering and computer science mag/exd 34 12/2/2011 Knovel electronic books mag/exd /23/2011 TRAIL online mag/exd /18/2011 Gale virtual reference online books mag/exd /14/2011 Classical Scores Library online dek/exd 227 9/9/2011 Classical Scores Library online dek/exd 344 9/9/2011 Knovel electronic books mag/exd 144 8/26/2011 Knovel electronic books mag/exd 89 8/26/2011 Synthesis digital library of engineering and computer science mag/exd 125 8/26/