Cross Training to Reduce a NonPrint Backlog. Micheline Brown Margaret Fain Kimbel Library, Coastal Carolina University OLAC/MOUG 2000 Conference October 14, 2000. Coastal Carolina University
Kimbel Library, Coastal Carolina University
OLAC/MOUG 2000 Conference
October 14, 2000
Until 1993, Coastal Carolina College (CCC) was a branch of the University of South Carolina (USC). While under the USC system, the university’s System Library Services (SLS) performed most of the technical services functions, including acquisitions and cataloging (both of new materials and uncataloged materials within the libraries). Because of the volume of materials to be cataloged by SLS for all of the university system libraries (9 campuses) and their lack of interest in cataloging nonprint materials, cataloging CCC’s nonprint materials was a very low priority for SLS.
On July 1, 1993, Coastal Carolina College separated from the USC system and became Coastal Carolina University (CCU). For the next 2 years, CCU contracted with SLS to continue performing the acquisitions and cataloging of its materials. During the USC/SLS time period, in order to provide access to its media materials, Coastal’s Media LTA compiled listings of the materials in notebooks organized by their locations (backlog, video collection, picture file, etc.). These uncataloged materials were assigned accession numbers. The notebooks were helpful, but were limited in providing access since the materials were not in either the card catalog or the online catalog, thus there was no subject access to the materials or wider awareness of their availability. Access to the media materials was dependent primarily on the knowledge of the media collection by the Media LTA and the Media Student Assistants.
At the same time CCU became independent from USC, CCU began investigating the purchase of a new online integrated library system. In 1996, when Kimbel Library (CCU) assumed all technical services functions, the new library system (Innopac by Innovative Interfaces Inc. – III) was implemented. Therefore, not only was the Technical Services Department staff learning how to copy catalog for the first time, but they were also learning how to use computers. Therefore, media materials continued to be a low cataloging priority. Our media collection was a heavily circulated part of the library’s collection despite the fact that the majority of the materials were not accessible except through the title listings in the notebooks and the knowledge of the Media Collection staff. It was apparent that cataloging of this collection was becoming more and more imperative.
Until 1993, Coastal Carolina College (CCC) was one of 9 branch campuses of the University of South Carolina (USC) system.
USC’s Systems Library Service (SLS) performed most of CCC’s technical services functions, including acquisitions and cataloging. SLS allows no copy or original cataloging to be done at the branches. Only minimal local location changes are allowed for records in the NOTIS system.
Cataloging media materials was a low priority for SLS and stayed that way. CCC stops asking for cataloging for nonprint materials.
During the USC/SLS time period, in order to provide access to its newly purchased media materials, Coastal’s Media LTA compiled listings of the materials in notebooks organized by their locations (backlog, video collection, picture file, etc.).
On July 1, 1993, Coastal Carolina College separated from the USC system and became Coastal Carolina University (CCU). In 2000, student enrollment is 4,500.
For the next 2 years, CCU contracted with SLS to continue performing the acquisitions and cataloging of its materials and continues to use USC’s NOTIS catalog.
July 1995, OPAC and Circulation modules of III are implemented. Cataloging and Acquisitions are not implemented till July 1996.
Technical Services Department staff learn how to use computers and how to copy catalog at the same time.
Media materials are heavily used despite their non-appearance in the OPAC. Cataloging media becomes one of many priorities in a department that is newly establishing itself.
Oct. 1997 Decision made to retain ANSCR for compact discs and LP’s. Discussed textbook classification scheme and options for local classification schemes for maps, posters, and pictures.
Oct. 1998 Group meets and clarifies procedures for on-the-fly records, processing new videos, handling circulating periodicals in Media, consolidations of media locations and overall status of cataloging efforts to date.
Identified individuals with vested interest and ability:
Developed training procedures:
Divided project into manageable components:
Assistant Head of Public Services learned on the job (often making educated guesses) and by cataloging large amounts of the same type of material. Additional challenges were cataloging materials that had been in the library, had circulated, and did not have original housing or production information available.
Allowed for evolving level of ability to catalog and increasing difficulty of materials to be cataloged.
1994 30% of materials housed in Media Collection are accessible in the online catalog.
2000 90% of materials housed in Media Collection are accessible in the online catalog.
1994 Media Collection materials are arranged on the shelves in the following locations:
Backlog (in locked cabinets)
Periodicals (in file cabinet)
Horry County curriculum guides
Scores (in file cabinet)
2000 Media Materials are arranged on the shelves in the following locations:
1997-98 9,207 total media items circulated
1999-00 14,263 total media items circulated 64% increase
1997-98 1,805 videos circulated
1999-00 3.808 videos circulated 47% increase
1997-98 2,227 media location items circulated
1999-00 4,340 media location items circulated 51% increase
Finish database clean-up.
Load library holding tapes into OCLC.
Catalog K-12 textbook collection.