It's not uncommon for us at the Carnegie-Vincent Library to have a large backlog of gift books. Gift books often arrive in large quantities. They are removed from boxes and placed on carts for collection development librarians to assess for the collection. As Technical Services Librarian, those that were accepted for the collection were given to me for copy, complex copy and original cataloging. Then I added holdings and items to complete the physical processing.
In June 2012, the Carnegie-Vincent Library migrated to OCLC WorldShare Management Services (WMS). As a result, I began considering ways to improve workflows and reduce redundancy in technical services processes. Working with WMS cuts down on duplication dramatically since there is no longer a need to transfer WorldCat records to an integrated library system. Also, I observed that copy cataloging was now at a level where many were accepted "as is" - requiring no edits at all.
Because WorldShare makes technical service processes much easier, I decided to work with a graduate assistant on a pilot project to see if student workers could do the majority of the gift book processing. Any books that were not ordered through a fund would fall into this category.
In WMS, this process takes place in the Circulation module. Through the Circulation module, a record is discovered and then, using a simple form, an item is added to the record indicating location, call number and barcode.
The first step in developing the pilot project was to create a model for the plan. The idea was to assign student workers to complete the processing with a graduate assistant supervising. To get the process started, I trained the graduate assistant and assigned her to work on processing until she felt well versed in the workflow. Then, the graduate assistant and I worked together to find student workers who met certain criteria: time available to spend on the project and an eye for detailed, precise work. As the pilot project moved forward, the graduate assistant took on more responsibility, which provided an excellent managerial experience for her and allowed me to perform other duties.
A serious concern for me was the quality of the output. Therefore, I created detailed instructions in writing for the graduate assistant and student workers. During training, it was emphasized that the first step, finding the record, was the most important. The catalog must have the right record with the right book. There are no exceptions. If the record was not complete, lacked a call number, or there were any questions at all about the record, it was set aside for me to check.
The rest of the procedure was straightforward. First, add the item, then write down the barcode number and include it on a slip with the book, and add book information to the Excel label template. When a cart is complete, I do a random quality check of the completed books. Any problems were discussed with the graduate assistant, so that she can incorporate them in ongoing training of the students.
The pilot project was implemented during the 2012 fall semester. Overall, the pilot project proved to be a success with more than 300 items cataloged and available in the system by the end of the semester. We'll probably only do this when the library has a large influx of gift books. But being able to process items through the Circulation module in WMS helps us minimize the backlog that sometimes develops due to a large donation.
Laura C. Slavin,
Technical Services Librarian, Lincoln Memorial University's Carnegie-Vincent Library
Here's a quick interview with Shelley Hostetler, OCLC's new Community Manager for the Developer Network. Shelley explains a bit about her role at OCLC and how to get involved with the Developer Network.
At OCLC, we've tried to put many of the tools most used by member librarians in one place, called the "Librarian's toolbox." This portal page on the OCLC website is one of those "where to find what" pages for a lot of things you and your staff may need to do in your daily work--definitely worth bookmarking! You can also find the link in the top navigation bar of almost any page on the www.oclc.org site:
Here's a partial list of what you can do from the toolbox page:
- Log on to variety of OCLC services and related sites
- Access and print OCLC forms
- Order OCLC services
- Link to helpful cataloging tools
- Get the latest Dewey Decimal Classification updates
- Explore a directory of other OCLC libraries
We hope the toolbox page is a helpful reference as you connect with OCLC services, staff and other members. It's a good link to hang onto because, as we all know, no one can remember everything!
The 259-page report, written by Jackie and a team of RLUK-recruited experts--Rachel Beckett, Alison Cullingford, Katie Sambrook, Chris Sheppard and Sue Worrall--makes a strong case for transforming special collections, including a set of 20 recommendations they believe will help address the key findings. The executive summary and recommendations are published in the main report and as a separate document.
Jackie explained that the project closely parallels an earlier special collections survey she led in 2010. Taking Our Pulse: The OCLC Research Survey of Special Collections and Archives (PDF) gave a similar, evidence-based review of the state of special collections in the U.S. and Canada. The survey instrument used in the new report is based on the one used earlier, with variations to accommodate both terminological differences and issues of particular interest for the UK and Ireland. To accommodate RLUK's desire to compare the state of its members' special collections with those of ARL libraries in the US and Canada, the current report includes a detailed comparison between the two.
Taken together, the reports establish a baseline for comparing practices in the US and Canada with those used in the UK and Ireland. This baseline also provides a starting point for later collaboration based on shared strengths.
Jackie shared that these reports are a familiar, personal endeavor--her entire career (30+ years and counting) has been spent working with archives and special collections in research libraries. She notes that OCLC Research and RLUK plan to pursue further collaborations--not only related to special collections, but in other areas of mutual interest.
If you work with kids... have kids... or like kids books and haven't heard of DOGObooks, you should check them out. It's the Web's largest site specifically devoted to kids' reading and book reviews by-and-for kids. DOGObooks is part of an online network where kids can engage with digital media and includes news resources for current events, content for use in the classroom and a place for kids to view G to PG-13 movie trailers and rate and review movies. Over 500,000 students and teachers use the site every month.
This is an excellent example of a network built around a segment of Internet users that overlaps with the work libraries do and, by extension, the work of the OCLC cooperative. The site already provides resources that public and school librarians clearly find useful. By partnering with OCLC through its use of the WorldCat Search API, DOGObooks can help take that conversation further, enabling its users to easily connect to libraries near them. It helps get library resources more directly into the workflows of students, teachers and anyone interested in kid lit. Which makes perfect sense for everyone involved.
More and more, we're finding partners like this who want to work with libraries, and are looking for efficient, powerful ways to make that happen. Libraries have a fantastic brand across audiences that publishers, software vendors and audience-specific services want to reach. By aggregating their data in WorldCat, OCLC members provide one important way to make these kinds of partnerships possible.
You can read more about our partnership programs here, and we're always looking for suggestions and ideas about possible new partners.
-- Cindy Cunningham
Director, OCLC Partner Programs