Cataloging Acquisitions Department Annual Report July 1, 2010-June 30, 2011

Transcription

1 University of Arkansas Libraries Cataloging and Acquisitions Department Cataloging Acquisitions Department Annual Report July 1, 2010-June 30, 2011 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 2010/2011: The testing for the proposed cataloging standard, RDA (Resource Description and Access), was completed. The United States national libraries released the test results for the RDA standard in June Their conclusion is that further editing and work should be done before implementation. The libraries expect that RDA will be implemented no sooner than January Some libraries who participated in the test period have adopted RDA and RDA records are appearing in OCLC. OCLC has stated that a title may be cataloged in either RDA or AACR2 but not both. InfoLinks, the Library Catalog now contains a small number of RDA records. Catalogers (Mullins, Law and Crystal Bridges) will continue to monitor reports, list discussions, and review articles concerning aspects of RDA. Cataloging Acquisitions staff participated in the partnership with Crystal Bridges Library. Cheryl Conway assisted Catherine Petersen in reviewing sample records from the vendor, Backstage. She also served as a member of the search committee for the library cataloger. Jason Dean was hired; he has been well integrated into the Cataloger s Working Group and the InfoLinks Review Committee. Ms. Conway entered location codes into Millennium for Jason Dean and also introduced him to the library barcode format/formula. Carol Warriner participated by explaining order records, codes, and other acquisitions module functions. Cataloging and Acquisitions staff, Mary Gilbertson, Deb Kulczak and Elaine Dong loaded 29 record sets with a total of 16,320 bibliographic records in FY11. In FY10, 6 record sets were loaded with a total of 2,195 records. This is an 86.5% increase in the number of vendor records loaded. All these records provide instant access to electronic resources (For a full explanation, see p ) These record sets included: a. Ebrary (various subjects) b. IEEE Xplore online conference proceedings c. Synthesis digital library of engineering and computer science d. Knovel electronic books e. Alexander Street Classical Music Library f. Classical Scores Library g. Alexander Street American Song 1

2 h. Rittenhouse, named the R2 digital library i. Art Full Text j. Gale 19 th Century newspapers Receipts of purchased monographs (all formats) increased by 8% over FY10. Receipts of gifts decreased by 11.5%. 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 46.5% in FY11. 26,268 new titles were cataloged, including the 16,320 MARC records loaded from vendor files. 3,341 records were loaded from Marcive; and 6,607 titles were cataloged traditionally. Re-cataloging of titles decreased by 45%. Total volumes transferred for the Level 4 Transfer to LISA Project Transfers was significantly lower than the Reference Transfer Project in FY10; however, this project is significant because Level 4 space will be repurposed for student use 363 titles were RUSH cataloged in FY11; a 34.5% increase over FY10 (238). The Department continues to respond within two working days to RUSH requests, providing this service to library patrons. SIGNIFICANT PROJECTS: URL Checker Project: Open Access journals: Cheryl Conway organized the URL Checker Project. With the assistance of Beth Juhl, Angela Black (Serials Dept.) and Elaine Dong mastered the URL checker function in MilCat. Angela Black, Molly Moore, and Bridget Penrose corrected 314 URLs with various errors. As Ms. Black became more involved with the empower Project, Elaine Dong and her unit corrected and processed nearly 480 URLs with various errors. The Open Access journal URLs will be checked every 2 months under Ms. Dong s supervision. URL Checker Project: Government Document electronic resources: Bridget Penrose was assigned this project due to her expertise with U.S. documents. Together, Elaine Dong and Bridget Penrose created a list of over 42,166 URL errors. The majority of these are redirects or permanent URL changes; the URL Checker function will be used to correct URLs in this category. Approximately 700 broken URLs will be corrected by Ms. Penrose. Mike Harvell Popular Music Collection COMPLETED: 4,814 records (brief and full) were created. In cooperation with PAM staff members, the music cataloging unit began a new project to add additional LCSH fields to the records. Analytics Barcoding Project: 1,935 titles were processed. Serials Barcoding Project: 856 items were created. SmeadLink Conversion Project, Item Record Creation Phase: Item records have been created for all Storage A and A2 titles and 30 of 44 pages of the Storage B titles were completed. The project total is 24,282 items created. 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 necessary. In FY11, the project team completed Storage A, A2, the UA thesis section (1/3 did not have shelf locations), nearly completed checking the dissertation section, and made 2

3 a good start on Storage B. In FY11, 1,352 shelves and 28,453 items were processed. The project total is 1,975 shelves and 49,368 items. Level 4 Transfer to LISA Project: 899 titles and 7,987 volumes were transferred to LISA; this represents approximately 1/3 of the titles selected for transfer. Additions to established collections: 156 titles to JSTOR online journals; 104 titles to the IEEE Xplore online journals; 54 titles to the Jerry Russell collection; 21 titles to the Wheaton Lane collection; and 265 titles to the Richard Loewer Goodbar collection. 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 2007/ /2009*** 2009/ /2011 Titles cataloged in-house (all 19,935 12,474 14,363 26,268 formats) Volumes cataloged (all **17,365 22,900 23,267 **20,950 formats) U.S. document maps added N/A 1,719 1, Titles re-cataloged (all 7,724 4,312 8,841 4,880 formats) Titles transferred (all formats) 1,323 1,072 6,500 1,726 Volumes transferred (all 15,075 3,360 *23,502 9,682 formats) Titles withdrawn (all formats) 1, , Volumes withdrawn (all formats)* 1,569 2,757 2,846 2,138 *70% more volumes were transferred in FY10 due to the Reference Transfer Project. **Fewer volumes than titles were added in FY08 and FY11 because the internet titles do not have physical volumes. *** Total titles cataloged and titles added by the Documents Processing Unit are included. In FY09 the Unit was added to the Department. Subsequent figures for Mullins Cataloging Acquisitions Department only (Government Documents Processing Unit excluded). Authority and OCLC Union List records 2007/ / / /2011 Authority records 29,993 27,304 exported/edited/deleted 25,231 22,642 Headings established 1,310 1,454 1,846 2,044 Serials local holdings records created/updated 2,386 2,044 2,178 1,341 3

4 Acquisitions Categories 2008/ / /2011 Monographs received (titles purchased) 2,570 4,935 6,148 Gifts received (titles) 2,270 1,614 1,434 PERSONNEL ACCOMPLISHMENTS AND PERSONNEL CHANGES PERSONNEL ACCOMPLISHMENTS: Refer to Unit Reports for Personnel Accomplishments. PERSONNEL CHANGES: Appointments and Resignations Anne Gresham resigned from Special Formats Cataloging Unit LT position on May 11, Cedar Middleton was hired for the Special Formats Cataloging Unit LT position and began work on May 23, SERVICE AWARDS: Mary Gilbertson and Elaine Dong received a library award for their participation in the Extreme Makeover Committee. 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 REPORT 1 Database Maintenance/Music Unit Annual Report July 2010-June 2011 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 49,191 bib records were edited (36,044). Edits were divided as follows: a. 10,011 headings conflicts (21,888) b. 39,180 non-conflict edits (14,156) 4

5 2. 1,390 new bib records exported (1,658) bib records deleted (82) 4. 12,029 item records created (8,813) 5. 3,492 item records edited (4,053) 6. 2,207 item records deleted (1,799) 7. 5 item records transferred (101) 8. 1,011 item records cross-linked to bib records (2,046) 9. 1,301 headings established (1,035) 10. 2,317 authority records created (1,643) authority records edited (744) ,451 authority records exported (17,699) 13. 1,302 authority records copied (880) 14. 7,108 authority records deleted (6,343) B. Cataloging. The figures for new cataloging during the current period were much higher than last year; however, this is mostly due to the unit head s participation in record loads for internet resources. The breakdown was as follows: Total: 3,681 Music/media formats 653 New analytics 441 Internet resources 2,517 Other formats Total: 1,801 Music/media formats 1,057 New analytics 473 Internet resources 220 Other formats 51 The recataloging statistics increased somewhat. The figures were: Total: 82 Music/media formats 77 Other formats Total: 50 Music/media formats 11 Other formats 39 II. Database Maintenance A. General Authority Processing. This category represents data entry for AFU original workforms 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 5

6 included here. The unit: 1. Entered 2,207 name originals and 110 series originals into InfoLinks. 2. Edited 398 name/subject authorities and 44 series authorities. 3. Exported 5,918 name/subject authorities and 78 series authorities. 4. Copied 234 name authorities to the subject index. 5. Deleted 2,280 name/subject authorities and 10 series authorities. 6. Fixed 2,356 name/subject conflicts. 7. Established 1,273 name headings. B. Headings Reports First-Time-Use. The unit processed 28,087 first-time-use headings, which is a decrease over last year s total of 31,434. There is currently a seven-month backlog of reports; that is, there is the usual a lag time of two months to allow authority records to appear in the OCLC, as well as an additional seven months. This is mostly due to the dramatic increase in the number of vendor record loaded during the past year (16,320 records in 2011 as compared to 2,195 records in 2010). As part of FTU work, the unit completed the following: 1. Fixed 6,110 headings conflicts. 2. Exported 7,470 authority records. 3. Copied 1,050 authorities to other InfoLinks indexes. 4. Deleted 2,842 authorities. 5. Edited 60 authorities. C. Headings Reports Other Categories. The unit processed 1,316 invalid headings; 1,931 blind references; 1,090 duplicate authorities; and 895 duplicate call number/other entries, for a total of 5,232 report entries. We are current with processing. The unit performed the following work: 1. Fixed 364 headings conflicts. 2. Exported 9 authority records. 3. Edited 1 authority record. 4. Copied 2 authorities to other indexes. 5. Deleted 1,178 authorities. D. InfoLinks Change Requests. The unit resolved 6 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 15 bib records and 2 item records. E. Other Database Maintenance Activities. These statistics are from on-the-fly resolution, recataloging (including music), barcode problems not referred as InfoLinks Change Requests, and miscellaneous global updates. The unit: 1. Exported 898 new bib records and created 1,375 new item records. 2. Edited 34,714 bib records and 1,035 item records. 3. Deleted 143 bib records and 170 item records. F. Series Work. This category includes new setups, recataloging, and clean-up, as 6

7 well as attendant conflict resolution. (These figures include the unit head s statistics.) The unit: 1. Processed 2 analyzed and 22 non-analyzed titles. 2. Checked 137 series entries. 3. Corrected 236 series conflicts. 4. Edited 16 series authorities for AFU decisions. 5. Established 28 series headings. 6. Exported 9 series authorities. G. LCSH Weekly Lists Processing. Staff completed processing for 9,002 entries, including the following: III. Cataloging 1. Resolved 944 headings conflicts. 2. Exported 952 subject authorities. 3. Copied 16 authorities to the subject index. 4. Deleted 795 subject authorities. A. Music/Media Cataloging Total: 653 titles (1,096 volumes) The following were cataloged: 1. 1 original score (2 volumes) copy scores (63 volumes) 3. 3 original sound recordings (4 volumes) copy sound recordings (995 volumes) 5. 1 original videorecording (4 volumes) copy videorecordings (28 volumes) B. Music/Media Recataloging Total: 77 titles The following were processed: 1. 3 scores sound recordings C. New Analytics Cataloging Total: 441 monographic titles The cataloging breakdown is as follows: 1. 8 originals copy In cataloging, the unit: 1. Exported 461 new bib records and created 428 new item records. 2. Edited 408 bib records and 76 item records. 3. Exported 5 series authority records and edited Deleted 52 bib and 8 item records. 5. Cross-linked item records to 542 bib records. 6. Created 2 local holdings records. 7. Edited 1 local holdings record. 7

8 D. Internet Resources Total: 2,517 titles The following were cataloged: 1. 2,173 paid titles (record loads) copy paid titles 3. 4 original paid titles E. Other Cataloging Total: 70 titles The following were cataloged: copy kits original monographs copy monographs F. Other Recataloging Total: 5 titles 1. 5 monographs G. Added Copies scores sound recordings 3. 1 videorecording 4. 2 monographs H. Added Volumes scores sound recordings 3. 1 videorecording I. Withdrawns 1. 2 CD-ROM volumes 2. 1 internet resource (paid) sound recordings (50 volumes) scores (35 volumes) 5. 2 videorecordings (3 volumes) J. Transfers 1. 1 monograph 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 100 series titles and 1,935 monographic records, performing the following: 8

9 1. Exported 29 new bib records and created 291 new item records. 2. Edited 2,192 bib records and 240 item records. 3. Deleted 10 bib records and 197 item records. 4. Transferred 5 item records. 5. Cross-linked item records to 469 bib records. 6. Edited 22 series authorities 7. Exported 10 series and deleted Created 10 new local data records. 9. Edited 23 local data records and deleted 4. B. Mike Harvell Popular Music Collection. Cathy Reineka continued to work on the remaining titles from this collection. In addition to the titles fully cataloged and reported in section III A, she created brief records for 91 CDs. These represented titles for which no OCLC record could be found, and many were compilations requiring extensive contents notes and added entries. C. 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, Ebsco journals, Ebsco reports, CAB online, Art Full-Text, and IEEE Xplore were added during the period. D. MCB Review. Cathy Reineka reviewed 2,172 changed headings reported in the Music Cataloging Bulletin and corrected attendant conflicts. E. SmeadLink Conversion Project. Rose Cody worked to create item records for Storage A serial titles, and as part of this work she: 1. Exported 2 new bib records and created 9,935 new item records. 2. Edited 1,851 bib records and 2,139 item records. 3. Deleted 1 bib and 1,832 item records. V. Personnel Accomplishments A. Presentations Deb Kulczak with Lora Lennertz Jetton. Poster session Digital Love : the Description of Pop Muzik in Online Resources at the Music Library Association (MLA) Conference, Philadelphia, February 11, The poster and accompanying materials are available on the MLA Web site ( 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 (February to present); contributor, Typo of the Day for Librarians blog ( C. Campus Committees/Activities/Positions Held Deb Kulczak. Member, Public Safety Council. 9

10 D. Library Committees Deb Kulczak served on the following library committees: Cataloging Policies and Practices Review Committee; InfoLinks Review Committee; Mary Parler Digitization Project; Brooks Hays Project; Reappointment Committee; Promotion Committee I (secretary for one candidate). Cathy Reineka served on the Organizational Structure Committee. E. Service Awards and News None. F. Performances Deb Kulczak performed with the University of Arkansas Master Chorale in the following: A Christmas Celebration, Sunday, December 5, at the First United Presbyterian Church, Fayetteville; Mozart s Requiem, Saturday, April 23, Arend Arts Center, Bentonville. REPORT 2 Documents Processing Unit Annual Report (2010/2011) 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: 463 (FY10: 693; FY09: 551). 3. Reference transactions: 453 with an average of 12 per week (FY10: 706 with an average of 14 transactions per week; FY09: 684 with an average of 13 reference transactions per week). 4. Directional questions (mechanical and non-mechanical): 82 (FY10: 212; FY09: 192). B. Depository Acquisitions Materials FY10 FY11 Print (Monographs and Serials) 3,168 2,652 Microfiche (sheets) 3,755 5,263 Maps 1, Computer files Video materials Current serials titles received 929 1,028 10

11 C. Cataloging and Processing Materials Titles Added* FY10 Volumes/Items Added* FY10 Titles Added* FY11 Volumes/Items Added* FY11 Monographs 1,887 1,948 1,656 1,740 Serials 1 1, Microfiche 1,249 3,755 1,607 5,263 Maps 147 1, Computer Files Video Materials Totals 3,309 8,785 3,341 8,511 *Statistics from Form 7, Part A Documents* Volumes/Pieces Added FY10 Volumes/Pieces Withdrawn FY10 Volumes/Pieces Added FY11 Volumes/Pieces Withdrawn FY10 Print ,652 1,044 Microfiche 3,755 N/A 5,263 N/A CD-ROM 31 N/A 21 N/A DVD 38 N/A 60 N/A Maps 1,810 1, N/A 6,243 1,430 8,511 1,044 *Reported on Form 1 Withdrawn* Titles FY10 Volumes FY10 Titles FY11 Volumes FY10 All other ,044 formats Maps N/A 1,281 N/A N/A *Reported on Form 7 D. Projects and Interdepartmental cooperation 1. Renee Tobin works in the LISA facility on the SmeadLink Conversion Project 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 checking the Open Access URLs in cooperation with Elaine Dong in the Serials Department. E. Personnel Accomplishments: Bridget Penrose served as Chair of the Staff Concerns Council in FY11 and she also continues to serve as a member of the Cataloging Policies and Practices Committee and The Library Council. Ms. Penrose also serves as a member of the University Parking and Transit Committee. 11

12 REPORT 3 Monographs Cat/Acq Unit Annual Report 2010/2011 Summary of Cataloging Unit Statistics 2008/ / /2011 Books added titles 4,617 4,110 2,755 Books added volumes 5,219 3,642 3,007 Titles transferred to main Volumes transferred to 451 1, main Book titles withdrawn Book volumes withdrawn Non-books added titles ,595 Non-books added ,595 volumes Non-books withdrawn Work Statistics on Bib and Item records Cataloging 2008/ / /2011 Bibliographic records 10,923 6,102 7,268 updated Bibliographic records deleted New item records 6, ,712 Item records updated 2, Item records deleted Authority related statistics 2008/ / /2011 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 Special Projects: 1434 gifts have been processed. Two of the collections included in this total were titles donated by Dick Bennett and Marjorie Rudolph. Replacements -- Extra funds were set aside for replacements. Carol Warriner and other acquisitions staff worked with Lora Lennertz Jetton so that she could learn the process of ordering titles for hard to find music titles. The goal is to streamline these particular orders so that searching is not duplicated. Personnel Accomplishments: Presentations: Black, Angela (Serials) & Gilbertson, Mary A. (Cataloging and Acquisitions) Cataloging and MARC: a Brief Overview. Presented at the Arkansas Library Professionals Meeting. May 20, Library 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, and the Diversity Committee, the Post Tenure Committee, and the Extreme Makeover Committee. Janell Prater served as a member of the Staff Concerns Council and the Chancellor s Commission on Women. Carol Warriner served as a member of the Library Council. Outside Committees: Mary Walker served as a member of an American Library Association Committee called the Council of Regional Groups, chaired the Speakers Bureau and served as a member of the Education committee within the Association for Library Collections & and Technical Services. Education and/or Training: 13

14 Mary Walker attended an American Library Association meeting. She organized and attended educational sessions for CMG and Selectors meetings in addition to the regular meetings. She attended many educational sessions on RDA, collection development workshops, sexual harassment training, and Energy resolution Janell Prater attended several training sessions including Violence in the Workplace, Diversity: Generations, Workplace injury, Sexual Harassment training, and Energy resolution Carol Warriner graduated from the University of Arkansas Supervisor Development Program and served on the Library Council. She attended the collection development workshop Ideas for the Future. Plus, presentations on Worker s Compensation, AEAP, Supervisory Tools, Safety at the University, Emotional Intelligence: Leadership in the Academic Library, and Diversity: Generations. Narrative: Acquisitions staff spent time learning the empower software, which is written to allow tracking of receipts and paperwork. Much staff time was spent working to incorporate the ebrary ebook ordering platform in to the workflow. Deb Kulczak completed the load table, and worked with staff to get the record loads to work properly. Mary Gilbertson taught Elaine Dong and Cheryl Conway how to use the MarcEdit software. Elaine learned the intricacies of various record loads from different vendors. Cheryl learned how to manipulate information from a spreadsheet into MARC to add to records for items in storage. Cheryl Conway suggested a shared log for to keep track of record loading intricacies since more than one person is working on this project now that has been very useful. Elaine and Mary also showed law how to use the MarcEdit software. Janell Prater and Patty George worked on a project to add item records to storage titles. Judy Culberson from the Special Collections cataloging unit helped enormously with the monographs copy cataloging this year since the Monographs unit only has one copy cataloger. Record Loading News: The Cataloging and Acquisitions department saw a large increase in record loads for records supplied by vendors during We went from 6 loads consisting of 2,195 records in 2010 to 29 loads consisting of 16,320 records in These record loads included titles ordered from a new vendor called ebrary. The Libraries can order individual ebooks from a diversity of subjects from this vendor. The set up for using this new vendor took considerable staff time. It is reported from public service staff that library users are enjoying the easy to use ebrary ebook interface. Engineering ordered the most titles from ebrary this year and also orders a large amount of ebook sets. For instance, we loaded records for IEEE Xplore online conference proceedings, the Synthesis digital library of engineering and computer science, and Knovel electronic books which all include engineering titles. We added many records for music this year, as well. These records 14

15 provide access to scores and streaming video and include the Alexander Street Classical Music Library, Classical Scores Library, and Alexander Street American Song. We also loaded records for nursing ebooks from Rittenhouse which as a collective is called the R2 digital library. Other records provided by vendors included Art Full Text and Gale 19 th Century newspapers. To manage the increase in record loads other faculty have learned how to use the tools used to manipulate the records that make it possible to load records in batch form and we have implemented a shared excel file to manage notes and to record the statistics. It has been a very productive year for loading these types of records and we only see the availability increasing in the future. REPORT 4 Serials Cataloging Unit Report 2010/2011 report by Cheryl L. Conway I. Production Statistics: 1,341 local holdings records were created, edited, or deleted in the OCLC union list system (2,178 FY10) II. Summary of Unit Cataloging Statistics: A. The following were cataloged: 9 print monograph titles (18 volumes) (0 titles, 0 volumes FY10) 136 print serial titles (383 volumes) (145 titles, 308 volumes FY10) 351 internet titles (345 titles FY10) 6 CD-ROM titles (56 volumes) (2 titles, 37 volumes FY10) 1 DVD-ROM titles (3 volumes) (1 titles, 4 volumes FY10) 0 Microfilm serial titles (8 volumes) (0 titles, 2 volumes FY10) 2 Microfiche sheets were added. (100 sheets FY10) 1 audio CD volume added/ A total of 503 new titles were cataloged (493 FY10). This reflects a 12% increase in the copy and original cataloging for all formats from FY10. B. The following were re-cataloged: 2,765 print and non-book serial titles were re-cataloged. (6,359 re-cataloged FY10) This represents a 57% decrease in recataloging over FY (761 processed in FY10) URL fields were edited to provide immediate access to the Internet resource. This is a 33% decrease in this category over FY10. C. The following were transferred or withdrawn: 15

16 938 print serial titles transferred (5.339 titles FY10) 8,827 print serial volumes transferred (22,216 volumes FY10) 66 print serial titles withdrawn (31 titles FY10) 208 print serial volumes withdrawn (300 volumes FY10) 59 internet titles withdrawn (83 titles FY10) 18 CDROMs withdrawn D. Other processing: 328 serial title drops were processed (509 FY10) 9 bibliographic change requests were filed with OCLC 2 RUSH serial titles were processed. III. Special Unit Projects: A. Electronic journal sets: 5 groups of electronic journals and some miscellaneous free internet journals required cataloging or recataloging. A total of 477 records were edited or added to InfoLinks, the library catalog. 1. BioOne online journals: 9 titles cataloged or re-cataloged. 2. JSTOR online journals: 156 titles cataloged or re-cataloged. 3. ACM online journals: 36 titles cataloged or re-cataloged. 4. Project Muse full-text journals: 40 titles cataloged or re-cataloged. 5. IEEE Xplore online journals: 104 titles cataloged or re-cataloged. 6. Miscellaneous free internet journals: 132cataloged. B. Serials Barcode Project: 1. Project total of titles converted since March 1999: 9, Project total of item records created since March 1999: 58, Total titles for FY11: 68 Total titles for FY10: 242 This represents a 72% decrease in titles converted. 4. Total item records created for FY11: 856 Total item records created for FY10: 2,718 This is a 68.5% decrease in total item records created. 5. Staff members were assigned to work on item record creation for titles in LISA. See C.3. 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. 16

17 2. Project total of item records created: 24, 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 is the team leader for this phase and her team consisted of Janell Prater, Alice Brown, Anne Gresham, and Renee Tobin. Due to health issues, Janell Prater and Alice Brown have left the project. Anne Gresham resigned from the library. 4. Storage A and A2 have been completed. Unfortunately, I discovered that approximately 1/3 of the theses had no shelf locations. Lisa Lindsey and Anne Gresham checked each item and added the shelf location for theses. It was also necessary to check the dissertation item records for shelf locations. This miniproject is near completion. Lisa continues this phase and Renee is working on Storage B. Some hours formerly devoted this project were moved to the Level 4 Transfer Project in April-June The team made significant progress in FY11. 1,352 shelves were processed with a total of 38,453 items. The project total is 1,975 shelves with a total of 49,368 items. D. Level 4 Transfer Project: IV. Outlook: 1. In order to create space on Level 4, the science collection (Q-Z) is being reduced. Subject librarians flagged titles to be moved to LISA. Jimmy Jackson and his staff pulled volumes and shelved in staging areas in Compact and Level Cheryl Conway is creating Excel spreadsheets from printouts and lists from the science selectors. Unfortunately, the lists and printouts were not complete. Work on the Excel spreadsheets continues, especially for over 460 selections added by Tony Stankus after the deadline for selecting. Lisa Lindsey is using the Excel spreadsheets and a mini-computer to transfer the titles and volumes to LISA; changing the item record location to lisa and counting the transfer statistics. Including the Z titles which were sent through cataloging on book trucks, 899 titles and 7,987 volumes were transferred to LISA. 3. Cheryl Conway creates MarcEdit files from the Excel spreadsheet and loads the shelf locations into the item record note field. 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. 17

18 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: There were no personnel changes in the unit in FY2011. VI. Personnel Accomplishments: Publications Cheryl Conway, Book Reviews: The Legacy by Kirsten Tranter. Atria : S. & S., 2010 in Library Journal Xpress Reviews Week of September 29, Losing Graceland by Micah Nathan. Broadway, Jan in Library Journal Xpress Reviews Week of November 1, Close Your Eyes by Amanda Eyre Ward. New York : Random, 2011 in Library Journal 136:10 (June 1, 2011):95. 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. Lisa Lindsey served on the Organizational Structure Committee (April-July 2011) Julie Thacker served on the Staff Concerns Council (September ) and volunteered as a library greeter during the week of August 27, She also volunteered to transcribe 12 hand written letters for a project in Special Collections. 10 of the letters were from German prisoners of war who worked for Arkansans during their captivity and wrote to them after returning to Germany. The completed project is posted at: 18

19 Continuing Education: Conferences, Workshops, and Programs Cheryl Conway attended the following conferences and workshops: Attended Microsoft 10 presentation by Elaine Contant, July 19, Viewed ALCTS Webinar, Introduction to RDA by Robert Ellett, September 22, Robert Ellett is the Catalog Librarian at the Joint Forces Staff College, Norfolk, Virginia. He is also an instructor for the online LIS program at San Jose State University s School of Library and Information Science and a trainer for the Program for Cooperative Cataloging. Robert serves on the ALCTS Cataloging & Classification Section Executive Committee and is a member of the Resource Description & Access (RDA) Planning and Programming Task Force. Attended Violence in the Workplace: Your Response presented by Stephen Gahagans, October 5, Attended Generations: Respect in the Workplace presented by Dana Collins, October 12, Viewed ALCTS Webinar, RDA for Administrators: Managing the Transition in Your Library by Christopher Cronin, October 13, He is the Director of Metadata and Cataloging Services at the University of Chicago. Attended University Department Head Training organized by Provost s office, April 12 and October 19, Viewed ALCTS Webinar, RDA: Benefits for Users and Cataloguers by Christine Oliver, November 3, She is Coordinator for Cataloguing and Authorities at McGill University. Attended Customer Service on Campus presented by Dana Collins, Nov. 16, Attended U of A Benefits Briefing presented by Richard Ray, November 30, Attended Workplace Injury Prevention Training presented by Linda Morgan, December 7, Attended Emotional Intelligence Leadership: Recognizing Emotions in Yourself/Coworkers & Working Well with Others presented by Dr. Camila A. Alire, January 19, Attended Department Head/Chairs Training organized by Provost Gaber, February 25, Attended Webinar, ALCTS: Repository Metadata: Challenges of Interoperability, April 23, Attended Sexual Harassment presented by Jenifer S. Tucker, March 2, 2011 Dean Allen & Jeff Banks training on Libraries recruitment and search process (June 15, 2011) Lisa Lindsey attended the following programs, workshops and conferences: Razorbash volunteer (Aug. 26, 2010) Library Greeter during welcome week (Aug. 27, 2010) 19

20 Learning commons opening ceremony (Sept. 1, 2010) Violence in the Workplace by Stephen Gahagans, University of Arkansas Police Department (Oct. 5, 2010) Diversity: Generations by Dana Collins, UA Human Resources (Oct. 12, 2010) Discover Arkansas in the Archives: Archives Month 2010 (Oct. 27, 2010) Customer Service on Campus by Dana Collins, Employee Development Facilitator, University Human Resources (Nov. 16, 2010) Workplace injury prevention by Linda Morgan, Arkansas Department of Career Education, Rehabilitation Services Division & Brooke Moore, U of A Worker s Compensation Coordinator (Dec. 7, 2010) Sexual Harassment Awareness Training by Jenifer Tucker, Office of Affirmative Action (Feb. 22, 2011) "A genesis found" Independent film in Southeastern Campus Tour (Mar. 17, 2011) Repository Metadata: Challenges of Interoperability ALCTS webinar (Apr. 13, 2011) Energy Resolution 2011 by Michele Halsell, Managing Director of the U of A Applied Sustainability Center (Apr. 19, 2011) ; Sand Mandala Closing Ceremony (May 12, 2011) Dean Allen & Jeff Banks training on Libraries recruitment and search process (June 15, 2011) The Dalai Lama Film and Book Series- Kundun film sponsored by the University, in conjunction with The University Union and The Fulbright the College Honors Program (Sept. 27, 2010) Student documentary film premier for "My Quest to LARP: Adventures of a Giraffe Changeling" (Oct. 4, 2010) Student documentary film premier for "Saving Grace" (Oct. 4, 2010) Student documentary film premier for "Temple of Peace" (Oct. 11, 2010) Public lecture by Rebecca Skloot (Oct. 20 and 21, 2010) The Dalai Lama Film and Book Series, The Art of Happiness" book discussion (Oct. 25 & 26, 2010) Employee benefits fair (Nov.10, 2010) Tibet: Then and Now sponsored by Fulbright College of Arts and Sciences, Library Forum (Nov. 11, 2010) Doing Virtuous Business PBS special documentary screening and executive panel discussion (Nov. 16, 2010) Distinguished Lecture Series: Chris Gardner author of The Pursuit of Happyness (Nov. 18, 2010) The Dalai Lama Film and Book Series, Cry of the Snow Lion documentary film and discussion (Nov. 30, 2010) The Dalai Lama Film and Book Series, Ethics for the New Millennium book discussion (Jan. 25, 2011) The Dalai Lama Film and Book Series, The Sun Behind the Clouds film and discussion (Feb. 28, 2011) 20

21 The Dalai Lama Film and Book Series, "Toward a true kinship of faiths" book discussion (Mar. 28 & 29, 2011) "Bridge to War Eagle" premiere of documentary film UA Press (March 10, 2011) The Odyssey in Song by Joe Goodkin (Apr. 7, 2011) As We Forgive student documentary on Rwanda (Apr. 7, 2011) The Dalai Lama Film and Book Series, The Unwinking Gaze film and discussion (May 3, 2011) Dalai Lama Public addresses (May 11, 2011) Julie Thacker attended: Violence in the workplace 10/5/10 Mysteries, Mistresses & Murder lecture, celebrating 3 Arkansas authors 10/8/10 Generations: Respect in the workplace 10/12/10 Sexual harassment in the workplace 2/22/11 Diversity, Silas Hunt Documentary 4/8/11 Ecological communities by the Applied Sustainability Center 4/9/11 Morning and afternoon lecture sessions of the Dalai Lama 5/11/11 Community Service Lisa Lindsey volunteered for Silent Auction at Polo in the Ozarks for Life Styles (Sept. 11, 2010) Life Styles exposure to the arts years of Broadway (Mar. 30, 2011) Life Styles Special Olympics (Apr. 9, 2011) Life Styles clients exposure to the arts - Artoscape (May 17, 2011) Julie Thacker volunteered at the Omni Center for Peace Justice and Ecology; she compiled a group of mini-biographies of people who devoted their lives to peace, justice, and/or ecology. They were published on the Omni home page in March On the Omni Center, Fayetteville home page they can be accessed by clicking on the Hero button or you can go to the URL: REPORT 5 Special Collections Cataloging Unit (Mikey King and Judy Culberson) 2011 Statistics All locations (Ark Coll, Spec Coll, Main) Books: Titles Volumes Monographs (OCLC) Monographs (Original) Recataloged 12 Recataloged (Original OCLC records) 1 Total:

22 Judy s (and Mikey) contributions to special projects: Jerry Russell collection finished Nov. 2009; added in Fall 2010 (54 titles and 65 items) Wheaton Lane collection (21 titles and 32 items) Richard Loewer Goodbar collection (265 titles) Bookplate: Rwandan/Genocide books (12 titles) Resolved the location and labeling for Map Coll text and Map Coll shelves flat (July 2010) Titles Items Nonbooks: Microfilm (OCLC) 0 0 Microfilm (Original) 0 0 Microfilm (Recataloged) 0 0 CDROM (OCLC) 0 0 Maps (OCLC) 3 6 Maps (Original) 1 1 Maps (Recataloged) 1 1 Manuscripts (Original) 0 0 Audio cassettes 0 0 Audio cassettes (Original) 0 0 Audio CD (OCLC) 0 2 Audio CD (Original) 0 0 Video Cassettes (OCLC) 6 9 Video Cassettes (Original) 2 2 Kits (OCLC) 0 0 Video DVD (OCLC) 5 11 Video DVD (Original) Internet resources (Original) 0 0 Total: Bibliographic records (InfoLinks) Total New 51 Update 3192 Delete 197 Item records (InfoLinks) New 2092 Update 1560 Delete 400 Authority records (InfoLinks) New 35 Update 74 Delete 6 22

23 Authority/Supervisory Names/Subj./Series exported 209 Names/Subj. conflicts resolved 0 Series conflicts resolved 0 Names established 244 Names reviewed/edited 15 Subjects sent to SACO 0 Subjects assigned 759 Subjects reviewed 19 Series established 12 Series reviewed/edited 3 Call nos. assigned 333 Call nos. reviewed/edited 16 Rush titles processed 266 OCLC: lock and replace 4 OCLC: error reports/change requests 1 InfoLinks change requests 0 Expert community 41 Other work collaborations: Metadata for Dspace Mikey working with Amy Allen and Deb Kulczak in regard to the university archives. Level 4 transfers were reviewed by Deb Kulczak and Mikey. Accomplishments Library Committees: Mikey Library Service: Mikey Post Tenure Review, Diversity, Leisure reading/viewing group, Film series, Tenure, Promotion I Library greeter August 27, 3-4 p.m. University Committees: Mikey Institutional Animal Care and Use Committee, Transit, Parking and Traffic University Service: Mikey New Student Academic Convocation Living Library (Fall, Nov. 3-5 and Spring Apr. 6-8) 23

24 Community Service: Mikey KUAF fundraising, answering phones October 2009 and March 2010 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) REPORT 6 Special Formats Cataloging Unit Report July June 2011 Part One: Personnel Accomplishments Elaine Dong I. Committees 1. Library Committees Cataloging Policies and Practices Review Committee (Sep present) Organizational Structure Committee (April 2011 July 2011) 2. National Committees Co-Chair, Sally C. Tseng Professional Development Grant Committee, Chinese American Librarians Association (CALA) (July 2010 June 2011) CALA Membership Management System Task Force (Feb.2009 present) 3. International Service Library Research Group Advisor, Evergreen Education Foundation (Oct present) II. Continuing Education Office 2000 July 14, 2010 (Mullins 104) Supervisor Development Program Sep. 21 Nov. 30, 2010, 10 sessions at Clarion Inn Workers' Compensation Sep. 30, 2010 (ARKU ) Violence in the Workplace Oct. 05, 2010 (Mullins 104) AEAP: Supervisory Tools Oct. 06, 2010 (ARKU 504) 24

25 Diversity: Generations Oct. 12, 2010 (Mullins 104) RDA for Administrators: Managing the Transition in Your Library October 13, 2010 (Mullins 372b) Safety at the University Oct. 28, 2010 (ARKU ) Virtual Private Network Jan. 6, 2011 (Mullins 102) Emotional Intelligence Jan. 19, 2011 (Mullins 104) EBook Purchase model Jan. 24, 2011 (Mullins 102) Sexual Harassment Awareness Feb. 22, 2011 (Mullins 104) Repository Metadata: Challenges of Interoperability April 13, 2011 (Mullins 472B) EcoLogical Communities InfoSession-Energy Resolution 2011 April 19, 2011 (Mullins 102) ProQuest new platform April 27, 2011 (Mullins 102) Anne Gresham Anne served on the Libraries Film Series Committee and helped in planning and organizing the Film Festival held in April She acted in one promo video and produced another video for the Film Festival. Continuing Education Cedar Middleton New Employee Orientation Diversity: LGBT Legal & Social Issues May 23-24, 2011 (U of A Union) June 28, 2011 (U of A Union) Part Two: Personnel Changes Anne Gresham left the Special Formats Cataloging Unit LT position on May 11, 2011 Cedar Middleton was hired for the Special Formats Cataloging Unit LT position and began work on May 23,

26 Part Three: Unit Activities 1. URL Checker Project 1) Open Access Journals My unit started working on the URL Checker project in Jan At the beginning, my unit finished checking 26 open access journal records as assigned. We updated URLs for these records including deleting 4 obsolete URLs, adding notes to 4 records, and pointing out some title changes. In March 2011, with the help of Angela Black in the Serials Department and Beth Juhl from the Web Services, I created an URL error list with 509 various types of errors for all the Open Access Journal records. I checked all the records and fixed 454 URL errors, and sent 45 obsolete links and 10 changed titles to Cheryl, who fixed the errors on these records. By June 2011 the URL project on the open access journals was completed. 2) Government Document Internet Records In May 2011, with the help of Bridget Penrose in the Documents Processing Unit, I created an URL error list for all the government document Internet records. The result shows 42,166 errors. There will be further discussion on how to tackle these errors. 2. Honors Paper Cataloging project Since Oct. 2010, I have discussed with Amy Allen, the University Archivist, about the Honors Paper Project many times. I introduced related information such as U of A thesis procedures and ProQuest s Electronic Submission System, and learned functions and modules of Dspace (U of A Digital Archive System). We have discussed the ways to reduce duplicate work by cooperating and transferring metadata. More details will be discussed in order to design the best workflow. 3. Lisa/Smeadlink Project Anne Gresham worked on the project four hours per week from July 2010 to May She worked with Lisa Lindsey on processing all the thesis collection and the first 3.5 sections of dissertations. I. Routine Work 26

27 1. University of Arkansas Theses and Dissertations (TDs) TD original cataloging: 422 titles Subject Headings assigned: 1,203 headings Call numbers assigned: 422 New Authority records established: 452 records New TD accepted & processed: 238 titles TDs sent to ProQuest: 325 titles TDs returned from ProQuest processed: 412 records 2. Internet Monographs (Non TDs) 345 titles cataloged/recataloged in total: Original cataloging: Copy cataloging: Recataloging: 7 titles (4 free) 232 titles (41 free) 106 titles 3. Print Monographs My unit also helped fix some problematic records of print monographs: Call number assigned to monographs: 32 Books recataloged: 41 titles Books withdrawn: 3 titles 4. Audiovisual materials 294 titles cataloged/recataloged in total: Original cataloging: Copy cataloging: Recataloging: Withdrawn: Authority records established: 12 titles / pieces 278 titles/ 360 pieces 4 titles/pieces 33 titles/185 pieces 150 records The numbers of breakdowns are as follows: Video DVD 1 title/piece Original, 250 titles/ 330 pieces Copy, 4 titles/pieces Recataloged, 3 titles/pieces Withdrawn 27

28 Videocassette CD-ROM AudioCD Microfilm/Microfiche Slide 5 titles/pieces Original, 17 titles/19 pieces Copy, 29 titles/51 pieces Withdrawn 2 titles/3 pieces Original, 4 titles/5 pieces Copy 1 title/3 Pieces Copy 3 titles/pieces Original, 3 titles/pieces Copy 1 title/142 pieces Withdrawn 5. Loading E-Resource Records 1) Worked with Mary on loading the following seven series of full MARC ebook records into Millennium: R2 Digital Library (90 records, delete duplicate records 17 titles) American Song Online (3,229 records) American Film Scripts Online texts (1,009 records) Classical music library online (877 records) Classical scores library online (3,708 records) Synthesis digital library of engineering and computer science (232 records) Knovel electronic books (1,450 records) 2) Worked with Deb on loading seven series of e-resource records into Millennium: ProQuest Direct full-text journals (3, records) Ebsco full-text journals (15, , ,415 records) Ebsco report records (21,216 records) CAB online journals (497 records) Art Full-text Online Journals (260 records) Classical music library online (1,913 full MARC records) IEEE Xplore online conference proceedings (2,855 records) 28