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Kelly Shook Margaret Maurer KentLINK Coordinator Assistant Professor, Head of Catalog & Metadata Kent State University Libraries and Media Services IUG 2005 – San Francisco, California May 2, 2005.

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slide1
Kelly ShookMargaret Maurer

KentLINK Coordinator Assistant Professor, Head of

Catalog & Metadata

Kent State University Libraries and Media Services

IUG 2005 – San Francisco, California

May 2, 2005

Telnet to Millennium: Collaborating with PromptCat and Vendors to Maximize Technical Services Efficiencies at Record Load

Kent State University Libraries & Media Services

ybp promptcat at ksu
YBP / PromptCat at KSU
  • The PromptCat process at KSU
  • PromptCat / III / YBP and data loading
  • What the process can’t handle
  • Cost/benefit analysis
  • Moving the process to Millennium
  • Other maintenance issues
  • Final words of advice

Kent State University Libraries & Media Services

ybp promptcat at ksu libraries and media services
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

September 2002 Began accepting much more member

cataloging copy

Summer 2003 GOBI2

March 2005 Moved batch load process to

Millennium

???????? Edifact? (ISBN-13)

Kent State University Libraries & Media Services

de duplication at load of gobiselect records
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]

Kent State University Libraries & Media Services

oclc promptcat
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

Kent State University Libraries & Media Services

marc record selection
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

Kent State University Libraries & Media Services

you can limit the records you receive based on
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

Kent State University Libraries & Media Services

bibliographic record evaluation at record receipt
Bibliographic Record Evaluation at Record Receipt
  • Is it a match?
  • Cataloging source (DLC)
  • Member copy guidelines

Kent State University Libraries & Media Services

promptcat data records pdrs
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

Kent State University Libraries & Media Services

promptcat site ids
PromptCat Site IDs
  • Used to determine processing options
  • You may use:
    • Location
    • Sub account number
    • Account number, or
    • Fund code

Kent State University Libraries & Media Services

promptcat iii data loading
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

Kent State University Libraries & Media Services

promptcat iii data loading15
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

Kent State University Libraries & Media Services

ksuap profile data mapping through promptcat
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

Kent State University Libraries & Media Services

ksu s extended approval plan interface
KSU’s Extended Approval Plan Interface
  • Unique in that we use one loader to:
  • Create a brief bibliographic and order record for direct orders made on GOBISmart
  • Overlay brief bibs with PromptCat records that load with associated item records and electronic invoice lines
  • Load PromptCat approval records with associated item records, order records and invoice lines - all loading in a single load

Kent State University Libraries & Media Services

extended approval plan interface key points
Extended Approval Plan Interface – Key Points
  • 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

Kent State University Libraries & Media Services

extended approval plan interface continued
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"

Kent State University Libraries & Media Services

extended approval plan interface continued22
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

Kent State University Libraries & Media Services

millennium implementation
Millennium Implementation
  • March 2005 KSU decided to move loads into Millennium.
    • Loading Approval Records from YBP and OCLC PromptCat.
    • Loading Firm Orders from YBP, and then overlaying them with PromptCat bibliographic records.

Kent State University Libraries & Media Services

millennium implementation24
Millennium Implementation
  • Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled.
    • Used documentation we created for load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client.

Kent State University Libraries & Media Services

millennium implementation25
Millennium Implementation
  • Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled.
    • A lot of trial and error went into this process.
    • Documented and produced screen shots as we went through the process.

Kent State University Libraries & Media Services

millennium implementation26
Millennium Implementation
  • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium.
    • Process for loading records has been decreased in time and number of steps.
    • A review file can be created at the time of record load.

Kent State University Libraries & Media Services

millennium implementation27
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation28
Millennium Implementation
  • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium.
    • All steps can be done via the Millennium Acquisitions module.

Kent State University Libraries & Media Services

millennium implementation29
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation30
Millennium Implementation
  • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium.
    • No longer have to change directories to retrieve files from OCLC.

Kent State University Libraries & Media Services

millennium implementation31
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation32
Millennium Implementation
  • Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium.
    • Prompted to delete files as part of the process rather than an option.
    • Ability to view record specifics, edit certain fields, change currency, accept/reject records and process order records from one screen.

Kent State University Libraries & Media Services

millennium implementation33
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation34
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation35
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation36
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation37
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation38
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation39
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation40
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation41
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation42
Millennium Implementation
  • Cons for Loading Approval Records from YBP and OCLC PromptCat via Millennium.
    • Currently we do not see any cons with this process being done in Millennium

Kent State University Libraries & Media Services

millennium implementation43
Millennium Implementation
  • Loading Firm Records from YBP was the next load we tackled.
    • Used documentation we created for load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client.
    • A lot of trial and error went into this process.

Kent State University Libraries & Media Services

millennium implementation44
Millennium Implementation
  • Pros for Loading Firm Records from YBP via Millennium.
    • Documented and produced screen shots as we went through the process.
    • Process for loading records has been decreased in time and number of steps.
    • All steps can be done via the Millennium Cataloging module.

Kent State University Libraries & Media Services

millennium implementation45
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation46
Millennium Implementation
  • Pros for Loading Firm Records from YBP via Millennium.
    • Via the login manager you can designate the load profile to be used for the load.

Kent State University Libraries & Media Services

millennium implementation47
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation48
Millennium Implementation
  • Pros for Loading Firm Records from YBP via Millennium.
    • A virtual review file can be created at the time of record load.

Kent State University Libraries & Media Services

millennium implementation49
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation50
Millennium Implementation

Kent State University Libraries & Media Services

millennium implementation51
Millennium Implementation
  • Pros for Loading Firm Records from YBP via Millennium.
    • Load statistics now include every transaction that happened during the load.

Kent State University Libraries & Media Services

millennium implementation52
Millennium Implementation

Encumbrance will be posted to fund histm = $40.00

25 70 JEWS AND GENDER IN LIBERATION F INSERT b30144462 MAT = 0 INSERT o257679x

P.O. printed No disencumbering

RECORD LOADING STATISTICS

Input file - 52660316.mrc.vmarc

Start date - March 16 06:29PM Error file - 52660316.mrc.errlog

End date - March 16 06:29PM

m2btab file - m2btab.pcat

Number of input records - 25 Number of linked order records –25

Number of errors - 0

NEW EXISTING INPUT TOTAL RECORDS REC #S ASSIGNED RECORDS RECORDS RECORDS CREATED START STOP OVERLAYED REJECTED READ BIBLIOGRAPHIC

25 b3014422x b30144462 0 0 25 ORDER 25 o2576557 o257679x 0

Kent State University Libraries & Media Services

millennium implementation53
Millennium Implementation
  • Cons for Loading Firm Records from YBP via Millennium.
    • Currently we do not see any cons with this process being done in Millennium

Kent State University Libraries & Media Services

millennium implementation54
Millennium Implementation
  • Observations made during the transition between Telnet and Millennium
    • Moving the load processes from telnet to Millennium was relatively painless.
    • Providing step by step documentation with screen shots eased staff fear and anxiety.
    • The added functionality and ease sold the idea of moving to Millennium.

Kent State University Libraries & Media Services

millennium implementation55
Millennium Implementation
  • Documentation for both the telnet and Millennium load processes can be located at the following url:

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

Kent State University Libraries & Media Services

this process can not handle everything
This process can not handle everything
  • 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

Kent State University Libraries & Media Services

problems
Problems
  • 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

Kent State University Libraries & Media Services

on going maintenance
On-going Maintenance
  • It’s a complex process that requires maintenance and periodic examination – and a sense of humor
    • Missing item records
    • De-duplication at load
    • Connexion changes

Kent State University Libraries & Media Services

slide60
Annual Costs for Outsourced Cataloging

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 $32,328.27 12,289 $ 2.63

FY 2004-05 $14,582.33 5,661 $ 2.58

(Through Dec 2004)

Difference from

FY 1997 to FY 2004 -$44,496.33 3,432 -$ 6.04

urls of interest
URLs of Interest

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/

Kent State University Libraries & Media Services

slide63
Any Questions?

Kelly Shook (III & Loaders)

kshook@lms.kent.edu

Margaret Maurer (PromptCat, overall process)

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

mmaurer@lms.kent.edu

Michele Hurst (Acquisitions)

mhurst@lms.kent.edu

Kent State University Libraries & Media Services