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Developing an Online System for Book Selection and Ordering @ Hong Kong Baptist University Library & Lingnan University Library Wing Woo (HKBU) and Owen Tam (Lingnan). 4th Annual HKIUG Meeting 9th December 2003.

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4th annual hkiug meeting 9th december 2003

Developing an Online System for

Book Selection and Ordering

@

Hong Kong Baptist University Library &

Lingnan University Library

Wing Woo (HKBU) and Owen Tam (Lingnan)

4th Annual HKIUG Meeting

9th December 2003

developing an online system for book selection and ordering @ hong kong baptist university library

Developing an Online System for Book Selection and Ordering@Hong Kong Baptist University Library

Wing WooAcquisitions Librarian

background
Background
  • “How to use Innopac Webpac to facilitate selection, ordering, and collection assessment functions”
    • by Mr. Y.O. Li, 2nd HKIUG (December 2001)
  • Award

“First Be Innovative! Awards – Most Innovative Use of Staff Module”

    • April 2002
background1
Background
  • Library Coordinators Program @ HKBU Library
    • No. of Library Coordinators (Faculty/School): 41
    • No. of Subject Liaison Librarians: 13
  • Major Approval Plans
    • YBP, DataBank,

Chung Hwa (中華), Man’s (文星)

development of online book selection program a chronology
Development of Online Book Selection Program: A Chronology
  • November 1999
    • launch the program with YBP approval books
  • November 2001
    • Man’s catalogues and YBP approval slips (a.k.a. Yellow slips)
development of online book selection program a chronology1
Development of Online Book Selection Program: A Chronology
  • April 2003
    • 6-month cumulation of Man’s catalogues and yellow slips
    • estimate cost of selections
  • June 2003
    • streamline the processing procedure of on-site selections
selection flow for library coordinators
Selection Flow for Library Coordinators
  • 1st round
    • sort by subject or discipline
  • 2nd round
    • all non-selected items from 1st round
    • allow coordinators to select items of other disciplines
  • 3rd round(Man’s catalogues and yellow slips only)
    • non-selected items from 2nd round
    • stay for 6 months
selection flow for library coordinators1
Selection Flow for Library Coordinators
  • Other feature
    • view selected items
  • Time interval of each round
    • 2-week
    • E-mail notification to library coordinators
slide9

First Page of

Online Selection Program

slide10

Selection Rounds

View selected items

slide11

1st Round:

Discipline Specific

slide12

Sample Page of

Online Yellow Slips

(First Round)

Html link to check

holdings via Webpac

slide13

2nd Round Selection of

Yellow Slips: Sort by DDC

slide14

DDC Sorting: up to

the Tenth Level

slide15

View Selected Items:

An example

Estimated total cost

slide16

Sample Page of Online

Man’s Catalogue

slide18

On-site Book Selection (1)

Enter ISBN instead of marking

from title list(s)

slide19

On-site Book Selection (2)

Selected Title is displayed

after selection
After Selection...

Download selections from NT server

Automatic duplicate checking program (ISBN & Author – Title keyword searching)

Non-duplicate selections are converted into MARC record

Upload to INNOPAC with bibliographic data (supplied by vendor) & order records (suggestor name, fund code, est. price)

developing an online system for book selection and ordering @ lingnan university library

Developing an Online System for Book Selection and Ordering@Lingnan University Library

Owen TamTechnical Services Librarian

background2

Lingnan University Library

Background
  • Replacing paper whenever possible
    • Major Book Vendors
      • English: YBP, Blackwell’s
      • Chinese: Chung Hwa, Mans, Peace Book, Joint Publishing
  • Greater academic staff involvement
    • Not just the 14 Departmental / Programme representatives & Library staff
  • Sharing the successful experience of HKBU Library
additional features

Lingnan University Library

Additional Features
  • Accepting more vendors’ book lists
  • Authenticate users individually – for fund matching and discipline specific selection lists
  • Endorsement by Programme Directors (eg. BA, BBA, BSS, etc)
  • Monthly Financial Reports online for ALL academics
selection ordering procedures

Lingnan University Library

Selection & Ordering Procedures

Check existing collection & merge different vender book files

Financial Reports

Remove duplicate records before upload to system

Cumulative Results

Ordering

E-mail Notification

Endorsement

User Authentication

Selection

accepting more vendors book lists

Lingnan University Library

Accepting more vendors’ book lists
  • In addition to:
    • English books --> YBP
    • Chinese books --> Man’s book (文星)
  • We add:
    • English books --> Blackwell’s
    • Chinese books --> Joint Publishing (三聯), Peace (和平) & ChungHwa (中華)
problems of having multiple vendor book lists

Lingnan University Library

Problems of having multiple vendor book lists
  • Different vendor book lists have different formats & contents
  • Some vendors do not want to follow our standard
  • Need to convert “non-standard” book lists to the format support by our system
example blackwell s book lists

Lingnan University Library

Example – Blackwell’s book lists
  • No fund codes & Dewey numbers
  • Only have “LC descriptions”
  • We use Excel macros to generate Dewey numbers & fund codes from “LC descriptions”
accepting more vendors book lists1

Lingnan University Library

Accepting more vendors’ book lists

Blackwell’s file has no Dewey numbers & Fund codes

accepting more vendors book lists3

Lingnan University Library

Accepting more vendors’ book lists

Excel macros used to generate Dewey numbers

accepting more vendors book lists4

Lingnan University Library

Accepting more vendors’ book lists

Dewey numbers inserted into Blackwell’s book file

merge book lists remove duplicat es

Lingnan University Library

Merge Book Lists & Remove Duplicates

3 steps:

  • New book lists checked against library collection
  • Merge vendor book lists and remove duplicate records
  • Merged list checked against the cumulative book list
new book lists checked a gainst innopac

Lingnan University Library

New Book Lists Checked Against INNOPAC

Books which the library already has will be removed from the list

merge vendor book lists and remove duplicate records

Lingnan University Library

Merge vendor book lists and remove duplicate records

Duplicate records with less information will be removed

Dup.

Dup.

Dup.

Dup.

email notifications

Lingnan University Library

Email Notifications
  • Biweekly
    • New book data uploaded
  • Weekly
    • Selection endorsed by Programme Directors
email notification new books for selection

Lingnan University Library

Email Notification – New Books for Selection

Subject: Library News: New Book Data loaded to Book Selection System

Date: 24 Nov 2003

From: Lingnan University Library <library@ln.edu.hk>

To: ft-academic-lu@smtp.ln.edu.hk, pt-academic-lu@smtp.ln.edu.hk

Dear Colleagues,

New book data have just been loaded to the book selection

system at

http://libbook.ln.edu.hk

Please take some time to select titles that you would like the Library to order for your program. As print runs for academic books are comparatively short, it would be appreciated if you could select books in two weeks after receiving this email.

The Library will proceed to order your recommendations after obtaining endorsement from your program director. If you have questions about book selection or the book selection system, please call the Acquisitions Librarian, Eugenie, at ext.8553 or send email to libacq@ln.edu.hk.

Thank you for your attention.

Acquisitions Section

University Library

email notification selections for endorsement

Lingnan University Library

Email Notification – Selections for Endorsement

Subject: Book Recommendation endorsement

Date: 23 Nov 2003

From: Libacq <libacq@ln.edu.hk>

To: sckchan@ln.edu.hk, pounder@ln.edu.hk, leew@ln.edu.hk

Dear Colleagues,

The library has received book recommendations for your program, please

review the recommendations at:

http://libbook.ln.edu.hk

(Please look for the link: "Endorsement Sub-system”)

The Library will proceed to order the recommendations on receiving your

endorsement. If you have questions, please call me at ext.8553 or send

email to libacq@ln.edu.hk.

Thank you for your attention.

Regards,

Eugenie

Acquisitions Librarian

user authentication

Lingnan University Library

User Authentication
  • Access restricted to Lingnan staff
  • Email Address & Programme Code are logged from Innopac
  • Map book fund and provide discipline specific book lists according to Programme Codes in patron record
slide40

Lingnan University Library

Log in -- key in Barcode & PIN

user authentication1

Lingnan University Library

User Authentication
  • Innopac Patron API is used
  • Barcode and PIN will be sent as URL: http://library.ln.edu.hk:4500/PATRONAPI/BARCODE/PIN/pintest
  • If valid, Innopac will return “RETCOD=0”
user authentication2

Lingnan University Library

User Authentication
  • Then, the barcode will be sent as URL: http://library.ln.edu.hk:4500/PATRONAPI/BARCODE/dump
  • System return the whole patron record:

P TYPE[p47]=1

E-MAIL ADDR[pz]=libsys@ln.edu.hk

PCODE3: 151 (History Programme)

1 = Staff

Email

Programme Fund

slide43

Lingnan University Library

Email is logged

Programme Fund is assigned

user authentication3

Lingnan University Library

User Authentication
  • Discipline specific book lists provided according to Programme Codes
slide45

Lingnan University Library

Book selection page for Arts Programme

slide46

Lingnan University Library

Book selection page for Business Programme

endorsement of books selected

Lingnan University Library

Endorsement of Books Selected
  • All selections need Programme Directors’ endorsement
  • Only Programme Directors or their authorized representatives can make endorsement
slide48

Lingnan University Library

Endorsement

Log on to the system

slide50

Lingnan University Library

Patron API & ASP can check

Endorsement

slide51

Lingnan University Library

Choose the Programme

cumulative results 6 month

Lingnan University Library

Cumulative Results (6-month)
  • To check selections endorsed/rejected
  • Kept for 6 months
slide54

Lingnan University Library

Choose the Programme

slide56

Lingnan University Library

Choose the Programme

online financial reports

Lingnan University Library

Online Financial Reports
  • Financial Reports are updated monthly and available online
  • How many orders have been placed?
  • How much free balance is left?
further enhancements

Lingnan University Library

Further Enhancements
  • Develop programme for merging vendor book lists & removing duplicates
  • Keyword searching of book lists
  • Orders tracking -- Pull
  • Book arrival alert by email -- Push
  • Generating bib. & order records for upload to Innopac