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Automating Collection Development, Streamlining Acquisitions and Outsourcing Copy Cataloging: New Partnerships with YBP,

Automating Collection Development, Streamlining Acquisitions and Outsourcing Copy Cataloging: New Partnerships with YBP, Innovative Interfaces and PromptCat. Prepared by: Allison Reeves, Carroll College areeves@cc.edu , 262-524-7180 June 2, 2005. Todd Wehr Memorial Library Carroll College.

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Automating Collection Development, Streamlining Acquisitions and Outsourcing Copy Cataloging: New Partnerships with YBP,

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  1. Automating Collection Development, Streamlining Acquisitions and Outsourcing Copy Cataloging: New Partnerships with YBP, Innovative Interfaces and PromptCat Prepared by: Allison Reeves, Carroll College areeves@cc.edu, 262-524-7180 June 2, 2005

  2. Todd Wehr Memorial Library Carroll College • 2400 FTE undergraduate and graduate students • Library staff • ½ time director • 5 professional librarians • 3 paraprofessionals • 6 part time supervisors • 36 work study students

  3. How can a small library excel when everyone is working 2 to 3 jobs within the library? • Automate collection management • YBP’s Gobi Export • YBP annual subscription • Streamline acquisitions • YBP’s Gobi Export and Innovative Interfaces • Innovative’s [409] Extended Approval Plan Interface • Outsource copy cataloging • YBP’s Gobi Export & Shelf Ready Service, Innovative Interfaces and OCLC’s PromptCat • PromptCat subscription

  4. Automating Collection Management:YBP’s Gobi Export and Gobi Express • Old Workflow • Librarians would collect information and find titles through a vendor • Copy and paste all vital information into an electronic form • Send to form to acquisitions • New Workflow • Librarians collect information and order books through GOBI 2 • If unavailable in GOBI 2, order the old way

  5. Streamlining Acquisitions:YBP’s Gobi Export and Innovative Interfaces • Old Workflow • Acquisitions would copy and paste information from the electronic form into the Innovative system to create an order record • Average of 2300 order records each year • New Workflow • GOBI Export is used to move selections into the Innovative system • Brief bibs with attached order records are automatically created • Funds are automatically encumbered

  6. Streamlining Acquisitions continued: • In the morning, acquisitions picks up the file of selections from YBP’s server and brings it into the Innovative system via ftp • The selections are filtered through the GOBI load table in our Innovative system • A brief bib is created with an attached order record

  7. Streamlining Acquisitions continued: • Orders are sent to YBP • Order record shows the time and date sent • The OPAC reflects the current status of the order record • Funds are encumbered • YBP sends confirmation

  8. Outsourcing Copy Cataloging:YBP’s Gobi Export, Innovative Interfaces and OCLC’s PromptCat • Old Workflow • Acquisitions would receive the invoices and manually enter the information into each order record • Cataloging would catalog all received items • Books would be individually processed • New Workflow • PromptCat provides complete OCLC MARC records and delivers YBP invoices • Funds are automatically expended • Item records are automatically created • YBP physically processes the books so they are shelf ready

  9. YBP’s Shelf Ready Service

  10. YBP: Automate collection management, streamline acquisitions and outsource copy cataloging • Implementation • Updated slip profile for collection development • Annual subscription for GOBI Export & Shelf Ready Processing • Technical Services Document • GOBI Export • PromptCat • Shelf Ready Processing

  11. Innovative Interfaces: Automate collection management, streamline acquisitions and outsource copy cataloging • Implementation • Innovative’s [408B] Electronic Ordering (BISAC) via email – we already owned • Innovative’s [409] Extended Approval Plan Interface – had to purchase • bibliographic, order, and invoice data maybe accepted from a vendor

  12. OCLC’s PromptCat: Automate collection management, streamline acquisitions and outsource copy cataloging Implementation • PromptCat subscription • EDX Assessment Form • Electronic MARC Subscription account • PromptCat Order Form

  13. April 2-5, 2004 IUG 2004 May 6, 2004 Decided to go with YBP and PromptCat June 20, 2004 Started working on technical services setup with YBP and PromptCat August 3, 2004 Started working on Extended Approval Plan with Innovative August 27, 2004 Started using new workflow September 7, 2004 Received first PromptCat file November 20, 2004 Turned over workflow February 18, 2005 All loading problems corrected Implementation Time Line

  14. Reflection • Library support • Working with three different vendors at the same time • Time frame • Schedule • Fiscal Year • Making sure all codes in Innovative, GOBI Export and PromptCat match

  15. Pure Joy!

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