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Coordinator/Presenter: Kelly Shook KentLINK Coordinator Kent State University Libraries and Media Services. Presenter: Margaret Maurer Assistant Professor Cataloging Manager Kent State University Libraries and Media Services.

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Coordinator/Presenter:

Kelly Shook

KentLINK Coordinator

Kent State University

Libraries and Media Services

Presenter:

Margaret Maurer

Assistant Professor

Cataloging Manager

Kent State University

Libraries and Media Services

Collaborating with III, Yankee Book Peddler and OCLC PromptCat to Maximize Technical Services Efficiencies at Record Load


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Where we plan to go today

  • What is PromptCat

  • Typical workflow for our new process

  • PromptCat / III / YBP and data loading

  • What the process can’t handle

  • Cost / benefit analysis

  • What we have gained?

  • Other options

  • Final words of advice


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YBP / PromptCat at KSU Libraries and Media Services

Fall 1999 - Started planning process

August 2000 - First firm order sent to YBP

October 2000 - Approval slip plan began at

YBP. PromptCat service started

March 2001 - Approval plan up and running

April 2002 – Successfully added our 7

regional libraries


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Basic Ordering Workflow

After faculty and liaisons send order requests to Acquisitions department, Acquisitions staff:

  • Select bibliographic citations in GOBI and fill out GOBI Smart screen

  • Process the selections on the GOBI website and create a file of GOBISelect records for export to YBP’s ftp site


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Basic Ordering Workflow (continued)

  • Pick up file from the ftp site and load into III.

  • Brief bib records and full order records created

  • Check for duplication

  • Order transmitted to YBP via BISAC email

    • Item is only now “on order”

  • YBP sends order acknowledgement


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Basic Ordering Workflow (continued)

  • When order is ready to ship to library, YBP sends an electronic manifest of titles to PromptCat


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De-Duplication at Load of GOBISelect records

  • Normal order record status = “o” [on order]

  • Loader de-duplicates using a Title Key match

  • If suspected duplicate order status = “1” [on hold]


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OCLC PromptCat

  • OCLC product to streamline cataloging and/or pre-order searching

  • Cooperatively implemented by OCLC and library materials vendors

  • A completely automated process requiring up-front planning and, once running, little human intervention


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MARC Record Selection

  • How Bibliographic Matches are made at PromptCat:

    • Match is made in advance in a separate process

    • Based on ISBN or Publisher Number (from 028)

    • The vendor control number and OCLC number are recorded in a matching database


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You can limit the records you receive based on

  • Encoding Levels

  • Cataloging Source

  • Record Type

  • WorldCat Holdings Set

  • Any record you don’t receive you can elect to receive a PromptCat Data Record (PDR) in place of


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    PromptCat Data Records (PDRs)

    • Used to deliver vendor data when you do not receive a full record

    • Delivered when there is no match OR multiple matches in WorldCat, or there is a match but our holdings are up on it, or there is a match but it doesn’t fit our profile

    • Can only be delivered when you receive your records on tape or through an EDX account (FTP or Product Services Web)


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    PromptCat Site IDs

    • Used to determine processing options

    • You may use:

      • Location

      • Subaccount number

      • Account number, or

      • Fund code

        Use as many as individual Site IDs you need, but you can only use one type for each account.


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    Current PromptCat Profiles

    KSUFM Direct and slip orders

    KSUAP Approval AutoShip books

    OCK Stark Regional direct orders

    OWK Trumbull Regional direct orders

    KREG Other KSU Regional direct orders


    Basic receiving workflow l.jpg
    Basic Receiving Workflow

    • YBP ships books to the library

    • Library picks up file of PromptCat records from OCLC’s ftp site and loads into III, matching off of order record number. Items, invoice lines (and maybe) order records are loaded as bibliographic record is overlaid

    • Acquisitions staff check / validate bib records and associated records


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    Basic Receiving Workflow (continued)

    • Check titles against invoice

    • Add received date to order record

    • Add barcode to book and scan into item record

    • Print labels


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    Basic Receiving Workflow (continued)

    • For no matches (PDR received) search OCLC again

    • Remaining non-matches routed to OCLC TechPro

    • Once all titles have been checked the electronic invoice is posted


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    PromptCat / III & Data Loading

    • III defines how we load records in batch

    • III requires item record and order record information to be in certain 9xx fields and subfields in order to “map” them to their proper places in item, order and invoice


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    PromptCat / III & Data Loading

    • Some of the information used to build the item, order and invoice records is default data provided by the loader

    • Some of the information is imported at load

    • Some of the information is imported at load if available. In the absence of data the loader will provide default data

    • Some of the information is system generated at load


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    KSUAP Profile Data mapping through PromptCat

    980 $ a – Invoice Date 981 $ o – Sub account #

    980 $ b – List Price 981 $ c = Order Location

    980 $ e – Net Price 945 $ L – Item Location

    980 $ f – Invoice # 945 $ s – Item Status

    980 $ g – Quantity > 1 945 $ t – Item IType

    981 $ b – Fund Code



    Ksu s extended approval plan interface l.jpg
    KSU’s Extended Approval Plan Interface

    • Unique in that we use one loader to do the following:

      • Create a brief bibliographic and order record for direct orders made on GOBISmart

      • Load records for direct orders that are cataloged by PromptCat and that overlay on order record number, overlaying the brief bibliographic record with a full bibliographic record and creating an item record and an electronic invoice line

      • Load PromptCat approval records consisting of full bibliographic records with item records, order records and invoice lines all loading in a single load


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    Key points about Kent State University’s Extended Approval Plan Interface

    • Interface de-duplicates on Title Key.

      • A Title Key is a 7 character code that is created from the Title or Series field of the record you create

      • The Title Key uses the first letter of each of the first seven words of the field


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    Key points about Kent State University’s Extended Approval Plan Interface (Continued)

    Interface de-duplicates on Title Key (Continued)

    • When creating the Title Key, subtitles and series numbering are eliminated from the title key by stopping at colons ( : ), semicolons ( ; ) and space-slash ( / )

    • Only the first 49 alphabetic characters of the field are used in the creation of the Title Key

    • Ampersands ( & ) are treated as the word "and"


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    Key points about Kent State University’s Extended Approval Plan Interface (Continued)

    • KSU’s Extended Approval Plan interface overlays on order record number (.o#)

    • We have also established settings for comparing the encoding level of the incoming record and the target record as another check

    • The creation of an item record is based on the presence of a 945 field


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    III Documentation Plan Interface (Continued)

    • Refer to Record # 102901 for Processing Approval Records and Firm Orders

    • Refer to Record # 102852 for Invoice Processing

    • Preference Questionnaire from Innovative Interfaces must be completed


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    Preferences Questionnaire from Innovative Interfaces Plan Interface (Continued)

    Please indicate your preferences for how your Extended Approval Plan

    Interface should operate. Where appropriate, default settings are

    noted. If you will be loading various combinations of data types from

    different vendors, please fill out a copy of this questionnaire for

    each vendor from whom you will receive data.

    1. List the vendor(s) from which you will receive records to process

    with this load table.

    Yankee Book Peddler and OCLC PromptCAT

    2. Which of your current MARC load tables (M2BTABs) should be used to

    derive the MARC field profiling for this new loading table?

    M2btab.b


    Preferences questionnaire from innovative interfaces continued l.jpg
    Preferences Questionnaire from Innovative Interfaces (Continued)

    3. Type of data to be loaded with this table (check all that apply):

    X_ Bibliographic records

    X_ Order records

    X_ Invoice information

    X_ Item records

    4. Do you want Bibliographic records loaded via the table to overlay existing records?

    _X_ Yes __ No (If no, skip to question #8.)

    5. When overlaying Bibliographic records, should INNOPAC protect any fields from being overlaid?

    __ Yes (default) _X_ No

    If yes, which fields?


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    Preferences Questionnaire from Innovative Interfaces (Continued)

    6. Do you want the interface to use the standard OCLC encoding level priority list (shown below) to determine record overlay?

    _X_ Yes (default) __ No

    Standard OCLC Encoding Level Priority List (in order):

    CODE Record Type

    <Space> Full LC (or other National Library)

    1 Full Record

    I Full Record (OCLC)

    2 Less than full

    K Less than full (OCLC)

    M Less than full from tape (OCLC)


    Preferences questionnaire from innovative interfaces continued36 l.jpg
    Preferences Questionnaire from Innovative Interfaces (Continued)

    Standard OCLC Encoding Level Priority List

    (In order, Continued):

    CODE Record Type

    4 Core record

    5 Partial (preliminary) record

    7 Minimal level cataloging (NSDP)

    8 CIP (Cataloging in process)

    u unknown

    z not applicable


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    Preferences Questionnaire from Innovative Interfaces (Continued)

    7. Based on your specified priority list, which incoming records should

    overlay existing records? Choose one.

    ____ a. Incoming records with lower priority

    ____ b. Incoming records with equal or lower priority

    ____ c. Incoming records with equal priority

    _X___ d. Incoming records with equal or greater priority

    ____ e. Incoming records with greater priority

    8. Do you want to load call numbers? The default behavior should be the same as that specified by the main cataloging (m2btab) file.

    _X_ Yes __ No (default)

    9. Do you want INNOPAC to automatically insert the system date in the

    CAT DATE field?

    _X_ Yes (default) __ No


    Preferences questionnaire from innovative interfaces continued38 l.jpg
    Preferences Questionnaire from Innovative Interfaces (Continued)

    10. Will you receive invoices in a currency other than the system's

    local currency?

    __ Yes _X_ No (default)

    11. Do you want to use specific "new record defaults" for the records created using this table?

    _X_ Yes __ No

    If so, please create these defaults and list their names:

    YBPB – YBP Bib Default

    YBPI – YBP Item Default

    YBPO – YBP Order Default


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    Other III Load Documentation (Continued)

    • Other documentation available on our website:

      http://www.library.kent.edu/~mmaurer/index.html

      • Bringing YBP Firm Orders from YBP into KentLINK

      • Loading OCLCPromptCAT Records for Firm Orders into KentLINK

      • Loading OCLC PromptCAT Records for Approval Items into KentLINK


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    Efficiencies (Continued)

    • Eliminated pre-order searching

    • When PromptCat records are loaded we receive a full bibliographic record, invoice and item record. This reduces cataloging costs, eliminates the need to key item records and entering payments individually

    • Reduces the amount of time it takes to get items to the shelf


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    More efficiencies (Continued)

    • Eliminates the need to print purchase orders

    • Reduces our postage cost because we are no longer mailing printed purchase orders

    • The more we order from YBP the better our discount


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    Vendor Benefits (Continued)

    • Vendor efficiencies

    • Our efficiencies and cost savings reinforce our desire to maximize our use of the process = more business for YBP / PromptCat

    • The more integrated workflow promotes a more stable economic relationship


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    This process can not handle everything (Continued)

    • Oversize books

    • Multiple copies

    • Non-circulating items in the Main Tower

      (Only one status and itype is transmitted for each title)

    • Cat dates for brief records


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    Problems (Continued)

    • Very dependable automated process

    • When problems happen to the process they happen to lots and lots and lots of records

    • Dependable customer service at YBP and at PromptCat


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    Annual Costs for Outsourced Cataloging (Continued)

    Cost per

    Total Cost # of Records Record

    FY 1997-98 $76,824.60 8,857 $ 8.67

    FY 1998-99 $66,433.59 8,050 $ 8.25

    FY 1999-00 $51,653.69 6,316 $ 8.18

    FY 2000-01 $50,714.09 10,117 $ 5.01

    FY 2001-02 $43,244.78 11,650 $ 3.71

    FY 2002-03 $36,698.05 13,650 $ 2.69

    FY 2003-04 $16,327 5,659 $ 2.89

    (Through 12/2003)

    Difference from

    FY 1997 to FY 2002 -$40,126.55 4,793 -$ 5.98


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    What have we Gained? (Continued)

    • Productivity of load of associated records

    • Many efficiencies

    • Lowered record costs

    • Re-professionalization of cataloging

    • Promoted centralized cataloging


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    Options that we have chosen not to use: (Continued)

    • PromptCat Cataloging Report

    • Catalog cards

    • Spine labels (electronic file)

    • Physical processing

    • Barcodes inserted in records / on items

    • Non-book records

    • PromptCat records from other vendors


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    Final words of advice (Continued)

    • Ask lots of questions

    • Nothing is written in stone

    • Keep an open mind

    • Create a unique process that works for you


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    URLs of Interest (Continued)

    Yankee Book Peddler:

    http://www.ybp.com

    YBP Technical Services: http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

    OCLC: PromptCat: http://www.oclc.org/promptcat/


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    Library Collections, Acquisitions, and Technical Services (Continued). v. 27 no2 (Summer 2003) p. 155-64


    Slide53 l.jpg

    Any Questions? (Continued)

    Kelly Shook - [email protected] – III & Loaders

    Margaret Maurer - [email protected] – PromptCat, overall process

    Michele Hurst - [email protected] - Acquisitions

    http://www.library.kent.edu/~mmaurer/index.html


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