Implementing Predictive Check-in at UCLA

1. Implementing Predictive Check-in at UCLA A Case History April 28, 2007 EndUser 2007 Conference Schaumburg, IL

2. Presentation Team • Lola Willoughby • Chair of the Voyager Acquisitions Implementation Team and the Voyager Predictive Serials Check-in Implementation Team • Reynaldo Quitos • Check-in & Bindery Section Head of the UCLA Library Print Acquisitions Department • Adam Benítez • Acquisitions Coordinator for the UCLA Law Library and will obtain his MLIS from UCLA in June 2007 • Jeff King • Serials Claiming, Invoicing & E-Resources Specialist

3. UCLA’s Library Systems • Orion • Early 80’s up to 1998 • Included predictive check-in • 17 patterns • DRA Taos & DRA Classic • Taos for OPAC, Circulation & Cataloging • Classic for Acquisitions • From 1998 to 2004 • Endeavor Voyager • 2004 to present

4. The UCLA Library http://www2.library.ucla.edu/libraries/533.cfm

5. 30,000 Serials • Difficult to determine exact number due to: • Multiple migrations • Backlogs • Cancellations/ceased titles • Cataloging & Acquisitions practices

6. UCLA Serials Predictive Check-in Team • Expand use of Voyager features: • Check-in • Claiming • Bindery • Training & Documentation

7. Implementation timeline • August 2005 - Social Sciences, Humanities, & Arts Print Acquisitions (SSHAPA) begins • October 2005 – additional training for SSHAPA staff • November 2005 – Sciences Acquisitions begins • January 2006 – Law Acquisitions begins • April 2007 – 7,510 titles coded for predictive check-in

8. Learning what to do • Yale and Cornell • Cornell’s patterns • Voyager’s patterns • 400+ available “out of the box” • Deleted these types: • Non-English enumeration • Non-UCLA labeled descriptions • Currently use 346 patterns

9. Current Pattern Count • Currently using 346 publication patterns • 160 “out-of-the-box” supplied by Endeavor • 186 original created by UCLA • 107 basic patterns • 79 complex patterns

10. Things we are not predicting • Titles with irregular publication schedules • Complex patterns • Newspapers • Monographic series • Titles with bimonthly and semi-weekly patterns

11. Training & Documentation • Need highly skilled staff • Pattern assignment is complex & detailed • Unit specific processes • Larger units not using claiming function • Not all units adding components for supplements and indexes • Some units will never code for prediction

12. Implementation Reynaldo Quitos UCLA Library Print Acquisitions Check-in/Bindery Section Head

13. Preparation for UCLA’s Implementation of Predictive Check-in • Re-linking projects • Recruitment of temporary contract employees • Training

14. UCLA’s major Acquisitions Depts. • Research Library • Social Sciences, Humanities, & Arts Print Acquisitions • Law Acquisitions • Sciences Acquisitions

15. Other UCLA Library Acquisitions • Special Collections • East Asian Library • Management Library • Music Library

16. UCLA Research Library Acquisitions • Social Sciences, Humanities, & Arts Print Acquisitions (SSHAPA) • Arts Library • College Library • Research Library • Began implementation August 2005

17. Research Library’s Plan • Hire 4 full-time temporary contract employees • Delegate re-linking to career staff • Delegate current work to contract employees • Back-up for tasks done by career staff • Back up for predictive check-in • Assign patterns while doing check-in • Set-up components for 3 libraries with multiple shelving locations

18. Law Library’s Plan • Began implementation January 2006 • No extra staffing • Re-linking work finished in advance • Neat & Clean cut-off of holdings displayed in OPAC • Patterns assigned during check-in and binding

19. Implementation Process for Sciences Acquisitions • Project plan • Data gathering, set-up • Timeline • Statistics • Training • Quality Control • Voyager Predictive Check-in

20. Sciences Acquisitions’ Plan • Recruitment of one temporary contract employee for 6 months • 4 major unbound periodicals locations • Science & Engineering Library (3 locations) • Geology, Chemistry, EMS • Biomedical Library • Set-up in advance of check-in of 1st issue • Review of ca. 3,500 titles

21. Data gathered to assign pattern and claim interval • Publication schedule from verso • Total number of issues per volume • Total number of volumes per year • Total number of issues per year • Anomalies to regular prediction

22. Compare to Voyager Cat. holdings

23. Edit Voyager Cat. holdings to end “866”

24. Assigning a predictive component

25. Testing the prediction

26. Adjusting “expected date”

27. OPAC display before prediction

28. OPAC display after Predictive Check-in

29. What One Person Can Do! • Pilot project for Geology Collection’s 160 titles • November 2005 • 106 titles out of 160 predicted (66%) • Projection of Workload: • One contract employee could review approximately 4,000 titles in 5 months, or 800 titles per month • Approximately 2,400-2,500 (about 60%) could be set-up for prediction in 5 mos., or 480-500 per month

30. Sciences Acquisitions’ Timeline • February 2006 • Meg Rodriguez begins with Chemistry’s 180 titles • March-April 2006 • Engineering & Math Sciences’ 850 titles • April-July 2006 • Biomedical Library’s 2,200 titles • August 2006 • “real-world” stats: • 95/150 titles per week, or 380/600 titles predicted per month (63%)

31. UCLA’s Statistics: August 1, 2006 • Sciences Acquisitions’ statistics: Total # of titles predicted: 2,200 Total # of titles reviewed: 3,415 (Sciences Acquisitions entered 33% of all predicted titles for the UCLA Library & re-linked nearly 6,500 records after review of about 7,600 purchase orders) • Statistics for all UCLA Library (Social Sciences, Humanities, & Arts Print Acq., Law Acq., Sciences Acq.): Total # of titles predicted: 6,731

32. Sciences’ Statistics

33. Results from Sciences’ Implementation • Title is predictable • Use basic pattern • Create original basic pattern if no existing pattern or has bugs • Title is canceled or ceased • No efforts made toward setting up prediction • Title is too irregular to predict • Option to use “complex” patterns in Voyager • Option to use “non-predictive component” for irregulars Complex or Irregular 25% Canceled or Ceased 10% Predictable 65%

34. Training • How to Check-in Predicted Issues • Location-by-location basis • Quality Control • Pattern Changes • Fixing Problems • Clean-up Project • Bind canceled/ceased titles

35. An (annual, 1 piece/yr.) Be (biennial, 1 every 2 yrs.) Bm (bimonthly, 6/yr.) Bw (biweekly, 26/yr.) Da (daily, 365/yr.) Mo (monthly, 12/yr.) Qr (quarterly, 4/yr.) Sa (semiannual, 2/yr.) Sm (semimonthly, 24/yr.) Sw (semiweekly, 104/yr.) 3xWk (three times a week, 144/yr.) 3xMo (three times a month, 36/yr.) 3xYr (three times a year, 3/yr.) Tr (triennial, 1 every 3 yrs.) Wk (weekly, 52/yr.) Each frequency is manipulated by using a combination of enumeration & chronology patterns, to create as many patterns as needed Match patterns with publication schedules UCLA currently uses about 350 patterns, each of which is based on one of these 15 frequencies 1st segment of Pattern Structure 15 Voyager Frequency Groups

36. Pattern Structure 1 2 3 Qr-v,4no|yr 1 2 3 {frequency}-{enumeration}|{chronology}

37. Pattern Structure: Enumeration 2 Qr-v,4no+|yr 2nd segment { 1st level cap.},{max# for 2nd level cap.}{2nd level cap.}{“+” if needed for cont.} v 4 no + (does not Restart)

38. 18 issues per year 3 volumes per year 6 issues per volume Mo=12/year, Sm=24/year Use “semi-monthly” Sm-yr,3v,6no Semi-monthly frequency = Sm 1st level = yr Max # for 2nd = 3 2nd level = v Max # for 3rd = 6 3rd level = no Using “year” as primary enumeration

39. How it works 1 2 3 1 2 Qr-v,4no|yr Sm-yr,3v,6no Segment 1 is the frequency, followed by “-“ {frequency group}- Segment 2 is the enumeration, followed by “|” {1st level cap.},{max# for 2nd level cap.}{2nd level cap.}{“+” if needed for cont.}| • Level captions are separated by commas • 1st level caption cannot repeat. Segment 3 is the chronology {chronology for yr,mo,day as needed} • Terms are separated by commas • note: do not use chronology if year is used in enumeration.

40. Bindery, Claims and Work-Arounds Adam BenítezUCLA Law LibraryAcquisitions Coordinator

41. UCLA Bindery • 4 sections: • Biomedical Library • Law Library • Young Research Library • Service point for Arts, College, East Asian, Management & Music libraries • Science & Engineering Library • University of California Bindery - Oakland, CA • Services all 10 campuses

42. LARS Bindery System

43. Supplements & Indexes • Bound together with corresponding volume • Deleted from holdings • For predicted issues, undisplay from Serials History

44. Bindery using Voyager • Bindery Maintenance set-up • Bindery shipment preparation • Bindery returns • Processed via Cataloging Client.

45. Bindery Maintenance Set-up • Create volumes: • Set up 3-5 volumes

46. Bindery Maintenance Set-up • Bindery Notes • Library Instructions field • Bib or Holdings ID = LARS internal ID • Indicate supplements and indexes • Special instructions

47. Bindery Pull Slip

48. Bindery Shipment Preparation • Creating item record • Indicate “at bindery” status • Temporary barcode is the LARS job/piece# • Edit item type, enumeration, chronology and copy as necessary

49. Bindery Shipment Preparation • Collapse in Bindery Maintenance • Undisplay of unbound • Creates 85X/86X fields in holdings • Delete volume in Bindery Maintenance

50. OPAC Display of Collapsed Volume with “At Bindery” Status