The Long Way to Shelfready in Oxford

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The Long Way to Shelf-ready in Oxford

• Alice Keller
• Oxford University Library Service
• September 09

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6 Steps to shelf-ready in Oxford

• 1. Negotiate suitable contracts with vendors
• 2. Find pioneer libraries
• 3. Establish common processing standards
• 4. Agree classification details
• 5. Roll out service to all libraries
• 6. Reclassify old sequences
• 7. Implement EDI

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1. Negotiate suitable contracts with vendors
(2006)
A GUIDE to the UNIPROC MONOGRAPHS AND STANDING
ORDERS AGREEMENT SEPTEMBER 2006 OCTOBER
2010
Oxford started detailed discussions with
Blackwell and Dawson in late 2007 (within the
UniProc framework)
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2. Find pioneer libraries (early 2008)
Health Care Library, JR Hospital, Oxford
Social Science Library, Oxford
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• Heather Sherman, Dawson BooksYour project is
  certainly generating a lot of interest amongst
  other customers. I think there's a definite
  element of, If it's OK for Oxford, then it must
  be OK for us.To some extent you are pioneers
  within the older research universities who have
  traditionally been either resistant to
  outsourcing servicing, or have not faced the
  pressures to streamline workflows that the newer
  universities have faced.

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3. Establish common processing standards (July
2008)
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Processing standards for OULS open shelf/lending
collections To be used initially for outsourcing
of processing to vendors. Version 05/08/08
Library specific information (optional). Stop
using date stamps, use this label for other
useful information, e.g. address of library, how
to renew books. Where date stamping cannot be
discontinued, attach this label to back of front
cover. Provided by library.
Edge-stamp books on top edge with library name
(optional). Provided by library. If too thin,
on verso of title page.
Barcode. Location defined by library (taking
existing self-issue machines into consideration).
Provided by CRD.

The End
Tattle tape Centrally provided by CRD.
LC Shelf- mark
FN 565 .BIN
iv
v
Tattle tape (optional). Provided by CRD.
Verso of title page Stamp with Oxford
University Library Services Bodleian Library.
Provided by CRD.
No tick (pencil) to indicate that item is
tattle-taped. Ticks will only be used in future
in retro-tattle projects.
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Our first shelf-ready event What is
Shelf-ready?30 July 2008

• Speakers
• Louise Clarke (SSL)
• Anne Gerrish (HCL)
• Simon Trowbridge (LCC Coordinator)
• Dawson (Heather Sherman)
• Blackwell (Andy Soanes)
• Jackie Harrison (University of Hertfordshire)

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4. Agree classification details (Aug 2008)
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LC classification and OULS

• 2005/06 Decision to use LC Classification
• But implementation was incomplete and
  inconsistent
• 2008 Appointment of a LCC Coordinator
• Policy document LC classification and OULS
  local practices and plans for August 2008
• Since then
• Preparation of documentation
• Staff training introductory sessions
• Communication with vendors to discuss details
• Authorisation of exceptions
• Pilot project for reclassification

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LC classification and OULS what helped

• 2 large research libraries in Oxford already used
  LCC.
• Plans for new Humanities Library necessitated a
  common scheme.
• Libraries can only fully benefit from shelf-ready
  if they use LCC.
• Some (but not all) academics supported the
  recommendation in favour.

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• Common practices and local variants
• Three Letter Code (TLC)
• Only Vere Harmsworth uses LCC without TLCs.
• Taylor uses TLCs, but there are exceptions
  because of the particular complexity of the
  Literature Class.
• Publication Dates
• Vere Harmsworth, Taylor and Sackler add the date
  of publication at the end of classmarks. The
  other libraries, up until now, have not added
  them.
• Notation
• Where notation (in OLIS) is concerned, Taylor,
  Sackler, RSL and Rhodes House place a space
  before a TLC DC611.P983 DEL 1996
• SSL and Education place a dot JC423.DEM
• RSL, in line with the National Library of
  Medicine classification, places a space after the
  initial letter or letters of the class HE
  365.142 SMI

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Use of LCC in Oxford

• Libraries using LCC in Aug 08
• Taylor Institution Library
• Taylor Bodleian Slavonic and Modern Greek Library
• Sackler Library (Art collection only)
• Education Library
• Social Studies Library
• Vere Harmsworth Library
• Experimental Psychology Library
• Radcliffe Science Library
• Rhodes House
• Two borderline cases
• Latin American Centre Library
• Music Faculty Library

• Started using LCC since Aug 08
• Refugee Studies Centre
• Oriental Institute Library
• New Bodleian Reading Room, Oriental Collections
• Chinese Studies Library (August 09)
• Bodleian Japanese Library (?? August 09)
• History Faculty Library
• Philosophy Faculty Library
• English Faculty Library
• Sainsbury Library, Said Business School
• Eastern Art Library
• Theology Faculty Library
• Tylor Library (Anthropology) (August 09)

• Not (yet) using LCC
• Law Library (Moys Classification)
• Continuing Education (Dewey Decimal
  Classification)
• Bodleian Reading Rooms
• Sackler Library
• Health Care Library (NLM Classification)

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5. Roll out service to all libraries (2008/09)
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Our second shelf-ready event Shelf-ready books
the next chapter 29 July 09

• Speakers
• How shelf-ready really came to Oxford (Alice
  Keller)
• Making shelf-ready work in the Education Library
  (Kate Williams)
• Break-out session with Dawson OR Blackwell
• Reclassification re-invented (Simon Trowbridge,
  Kate Alderson-Smith, Kerry Webb)
• EDI progress report (Ann Evans)

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Making shelf-ready work at the Education Library

• Kate Williams
• kate.williams_at_education.ox.ac.uk

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Whats normal about Education?

• Collection mostly Library of Congress
• Little specialised processing
• No date stamps
• 2008-09
• 59 - Blackwell
• 25 - Dawson
• 16 - other (e.g. Amazon, Abebooks etc)

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Whats interesting about Education?

• Minor deviations from LC for Education
• Teaching resources not LC
• Extra loan-type labels (overnight / reference)
• Out-source some cataloguing to Social Science
  Library

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How have these affected shelf-ready?

• Specify order location SSL/EDU
• (Dawson and Blackwell)
• Specify the classification, where necessary
• (Dawson and Blackwell)
• Specify loan type overnight, reference etc
• (Blackwell)

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How effective has it been?

• Length of time
• Average 15-18 working days (similar to before)
• Quality of processing
• Mainly good
• Minor hitches with barcodes and bookplates

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Barcode over text
Bookplate over text
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What isnt shelf-ready?

• 16 other purchased books
• Legal deposit material
• Donations
• Theses and dissertations

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What have we gained?

• Uniform processing
• TIME for more interesting things!
• Weeding library stock over 4,000 items
• Reclassification all normal collection and
  oversize
• Online reading lists
• Facebook page

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Reading lists with links to OLIS, e-journals,
e-books
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Comments from users
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Fans!!
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Sohow effective has it been?

• Very!
• Good delivery times
• High processing standards
• Flexibility for individual needs
• Saves us time
• Wins fans!!

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6. Reclassification of old sequences (pilot
project 2009)
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Re-classification reinvented

• An introduction to Humanities
• re-classification project
• Kate Alderson Smith, Simon Trowbridge, Kerry Webb
• Oxford University Library Services

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Development of the ROQ-Humanities and Mathematics
Library

• Being built as part of the Humanities ROQ
  development
• Consolidation of up to 14 separate collections
• Built in two phases (Phase One complete 2013?)
• All newly acquired material LC-ed from beginning
  of 2009
• Material that may be moved in Phase One of
  ROQ-HML 340,000 items
• Based on traditional model in-house re-class
  would take c.4.3 years or more than 40,860 staff
  hours

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Process of capturing classmarks
GEAC ADVANCE
Library As Holdings

CURL
Library As Holdings plus LC cm
Library As Holdings
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Process of capturing classmarks
Library As Holdings plus LC cm
Library As Holdings plus LC cm

Library As Holdings virtually reclassified to
Oxford Standard LC
Library As Holdings plus LC cm
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Next steps

• Generate shelf-labels from the file
• Hoping to automate
• Apply shelf-label
• Shelf-by-shelf or blitz approach
• Re-arrange the shelves
• As above
• Amend the catalogue
• Automate

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Case Study English Faculty Library
Main Library location contains 77 of the stock
(71,249 volumes)
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Next steps

• Work closely with Systems Department to produce a
  perfect file to work from.
• Run a pilot project to reclassify a small section
  of the library.
• Produce a Project Plan based on workflows tested
  during pilot project.
• Plan to reclassify over the next 3 summers.

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7. Implementation of EDI in Oxford
Ann Evans, Head of Acquisitions, CRD
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Constraints to implementing EDI

• EDI must work with the ILS that you currently
  have.
• For Oxford the EDIFACT standard is not compatible
  with Geac Advance.
• We had to purchase the Acquisitions module of
  Vubis (Infor) to solve this.
• Trying to get EDI to match our workflows and/or
  vice versa.

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How will it work (as currently planned but
subject to change) (1)

• Subject librarians will select their book orders
  on either Blackwells (Collection Manager) or
  Dawsons system (EnterBooks/EnterProfile).
• They will click a button which will create a file
  of these titles known as Proposals.
• The file will be turned into a Quotes file by
  the supplier.
• The Quotes file contains one file of MARC
  records and one file of orders.
• All files will be sent to Oxford by FTP.
• Oxford will load the MARC bibliographic records
  onto Advance and onto Vubis.
• The orders will be loaded onto Vubis. An program
  will create an On order piece in Advance.

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How will it work (as currently planned but
subject to change) (2)

• The Bodleian will check their new orders and send
  the file back as a confirmed file to the
  supplier. 
• Other libraries will skip this step and just
  send the file back as firm orders.
• Items will be received on Vubis and an automated
  program will populate the Advance On Order
  piece records with the real barcode and change
  the status from On Order to In Processing.
• Any further cataloguing required will be done on
  Advance.
• On receipt (still manual), files of EDI invoices
  will also be sent to Vubis from the supplier. 
  These will automatically create invoices on
  Vubis.
• Invoices will be authorized manually.

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The real story of Shelfready in Oxford
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The End