Wanted to represent all newly received documents in the library's online catalog, phase out the paper shelflist, and automate circulation of documents.
The J. Robert Van Pelt Library is pleased with the shipping list service. "Records are added to the database in a timely manner."--Sherry Engle, Government Documents Project Librarian, Michigan Technological University
The J. Robert Van Pelt Library at Michigan Technological University was seeking a means to obtain better bibliographic control over its documents records and streamline processing. Before deciding to subscribe to Shipping List Service (SLS), the Documents Librarian contacted other MARCIVE libraries, Kansas State University and Montana State University, Billings. They provided invaluable information which led the Library to subscribe. The Library already had a good relationship with MARCIVE through its 1990 Retrospective Extraction and subsequent years of MARCIVE Enhanced GPO Database Subscription.
JRVP Library determined that it wanted Shipping List Service SuDoc Number labels for paper and electronic publications. Ms. Sherry Engle, Government Documents Project Librarian, relates, "We wanted barcodes for paper and electronic monographs, even though at that time Voyager (the library's online catalog) did not support this feature. (Automatic creation of holdings and item records was added in Voyager 97.1.) We excluded serials and most congressional publications from our profile. MARCIVE places the tmp number in an 035$a field, and we had MARCIVE create a 599 note field containing the year, month, and 'tmp MARCIVE.' This field is used for database clean-up purposes. We also requested a 949 field, the one that Voyager uses to create holdings and item records. Subfield $a repeats the SuDoc number, subfield $b the location code, and subfield $c the barcode number. We elected to have our records divided into four files based on format location codes: paper, electronic, microfiche, and maps. This decision was based on the version of Voyager then in use. Implementation of Voyager 97.2 should allow the library's files to be merged into one."
Ms. Engle goes on to describe the internal profiling they did in preparation for the services. "Within Voyager, the Library's Systems Administrator set up import/replace profiles. These profiles are important as they determine where in the bibliographic record the system should search for information. Two profiles were established for documents. One is used for the bulk import of SLS records and the other for manual processing and full record loads. Both profiles instruct the Voyager Cataloging Module to replace based on the contents of the 035$a field (system number). The profile used for bulk imports is configured to create holdings and item records based on the contents of the 949 fields."
1. If possible, receive smart barcodes for microfiche monographs. Our processing time would be reduced if we had a quick means of determining which fiche were serials and which were monographs. This is not always obvious from the fiche headers.
2. Take advantage of MARCIVE's offer to send test files. Ask for files of 10-20 records. Use these files to see how your system handles overlaying records. --Two pieces of good advice from Sherry Engle
The Library's automation department FTPs Shipping List Records into Voyager on a weekly basis. Documents staff check in documents. Student workers open boxes, label and barcode documents. They divide the receipts into three piles. Those with labels and barcodes (monographs), those with just labels (serials), and those without labels (problems). Shipping Lists are kept with the monographs. Two documents staff then check receipts against the Shipping List records. Paper and electronic monographs are quickly processed. Serial record holdings are edited to reflect newly received volumes. Location codes are corrected for those items the library shelves differently, such as reference materials. Verification of microfiche receipts takes considerably longer than does verification of paper items, and microfiche records also are much more likely to be delayed than paper. Problem documents (those for which no record can be found in the Library's catalog) are referred to the Documents Librarian.
Full records are loaded monthly, with the bulk of these records overlaying SLS records. As part of the load process, automation staff generate a report which indicates the number of records processed, the number of records added to the database, and the number of records replaced (overlaid). It also provides the first and last bibliographic record numbers for the non-overlaying records. These non-overlaying records are examined one at a time to determine why they did not overlay. There are a number of reasons this may occur including Internet-only resource, maps sent directly, congressional publications, serial records, records for items received prior to 1997, and shipping list records deleted due to non-receipt. In recent months, the bulk of the non-microfiche records have been Internet-only resources. Most non-overlaying microfiche records are for congressional publications. These records are suppressed until the fiche is received.
The Library runs two semi-annual reports used for database clean-up purposes. These are reports on Shipping List records older than 6 months and any records without holdings. Records without holdings are records that have slipped through the cracks. Receipt of these items is verified and holdings added or the record deleted as appropriate.
As a result of subscribing to the SLS service, the Library has been able to show new documents quickly in the OPAC, close the paper shelflist, and automate circulation of the Library's government documents.
For information on how your library can experience the same success, please contact Joan Chapa at MARCIVE, Inc., 1-800-531-7678 or jchapa@marcive.com .