4th Annual HKIUG Meeting

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Developing an Online System for Book Selection
and Ordering _at_ 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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Developing an Online System for Book Selection
and Ordering _at_Hong Kong Baptist University
Library
Wing WooAcquisitions Librarian
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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

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Background

• Library Coordinators Program _at_ HKBU Library
• No. of Library Coordinators (Faculty/School) 41
• No. of Subject Liaison Librarians 13
• Major Approval Plans
• YBP, DataBank,
• Chung Hwa (??), Mans (??)

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Development of Online Book Selection Program A
Chronology

• November 1999
• launch the program with YBP approval books
• November 2001
• Mans catalogues and YBP approval slips (a.k.a.
  Yellow slips)

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Development of Online Book Selection Program A
Chronology

• April 2003
• 6-month cumulation of Mans catalogues and yellow
  slips
• estimate cost of selections
• June 2003
• streamline the processing procedure of on-site
  selections

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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 (Mans catalogues and yellow slips
  only)
• non-selected items from 2nd round
• stay for 6 months

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Selection Flow for Library Coordinators

• Other feature
• view selected items
• Time interval of each round
• 2-week
• E-mail notification to library coordinators

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First Page of Online Selection Program
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Selection Rounds
View selected items
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1st Round Discipline Specific
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Sample Page of Online Yellow Slips (First Round)
Html link to check holdings via Webpac
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2nd Round Selection of Yellow Slips Sort by DDC
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DDC Sorting up to the Tenth Level
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View Selected Items An example
Estimated total cost
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Sample Page of Online Mans Catalogue
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Sample Page of Title List (Language, ??)
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On-site Book Selection (1)
Enter ISBN instead of marking from title list(s)
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On-site Book Selection (2)
Selected Title is displayed
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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)
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Statistics of Online Book Selection 2001/02 and
2002/03
Hong Kong Baptist University Library
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Developing an Online System for Book Selection
and Ordering _at_Lingnan University Library
Owen TamTechnical Services Librarian
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Background
Lingnan University Library

• Replacing paper whenever possible
• Major Book Vendors
• English YBP, Blackwells
• 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

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Additional Features
Lingnan University Library

• 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

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Selection Ordering Procedures
Lingnan University Library
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
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Accepting more vendors book lists
Lingnan University Library

• In addition to
• English books --gt YBP
• Chinese books --gt Mans book (??)
• We add
• English books --gt Blackwells
• Chinese books --gt Joint Publishing (??), Peace
  (??) ChungHwa (??)

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Problems of having multiple vendor book lists
Lingnan University Library

• 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

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Example Blackwells book lists
Lingnan University Library

• No fund codes Dewey numbers
• Only have LC descriptions
• We use Excel macros to generate Dewey numbers
  fund codes from LC descriptions

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Accepting more vendors book lists
Lingnan University Library
Blackwells file has no Dewey numbers Fund codes
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Accepting more vendors book lists
Lingnan University Library
Excel macros used to generate fund codes
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Accepting more vendors book lists
Lingnan University Library
Excel macros used to generate Dewey numbers
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Accepting more vendors book lists
Lingnan University Library
Dewey numbers inserted into Blackwells book file
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Merge Book Lists Remove Duplicates
Lingnan University Library

• 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

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New Book Lists Checked Against INNOPAC
Lingnan University Library
Books which the library already has will be
removed from the list
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Merge vendor book lists and remove duplicate
records
Lingnan University Library
Duplicate records with less information will be
removed
Dup.
Dup.
Dup.
Dup.
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Email Notifications
Lingnan University Library

• Biweekly
• New book data uploaded
• Weekly
• Selection endorsed by Programme Directors

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Email Notification New Books for Selection
Lingnan University Library

• Subject Library News New Book Data loaded to
  Book Selection System
• Date 24 Nov 2003
• From Lingnan University Library
  ltlibrary_at_ln.edu.hkgt
• To ft-academic-lu_at_smtp.ln.edu.hk,
  pt-academic-lu_at_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_at_ln.edu.hk.
• Thank you for your attention.

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Email Notification Selections for Endorsement
Lingnan University Library

• Subject Book Recommendation endorsement
• Date 23 Nov 2003
• From Libacq ltlibacq_at_ln.edu.hkgt
• To sckchan_at_ln.edu.hk, pounder_at_ln.edu.hk,
  leew_at_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_at_ln.edu.hk.
• Thank you for your attention.

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User Authentication
Lingnan University Library

• 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

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Lingnan University Library
Log in -- key in Barcode PIN
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User Authentication
Lingnan University Library

• Innopac Patron API is used
• Barcode and PIN will be sent as URL
  http//library.ln.edu.hk4500/PATRONAPI/BARCODE/PI
  N/pintest
• If valid, Innopac will return RETCOD0

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User Authentication
Lingnan University Library

• Then, the barcode will be sent as URL
  http//library.ln.edu.hk4500/PATRONAPI/BARCODE/du
  mp
• System return the whole patron record
• P TYPEp471
• E-MAIL ADDRpzlibsys_at_ln.edu.hk
• PCODE3 151 (History Programme)

1 Staff
Email
Programme Fund
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Lingnan University Library
Email is logged
Programme Fund is assigned
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User Authentication
Lingnan University Library

• Discipline specific book lists provided according
  to Programme Codes

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Lingnan University Library
Book selection page for Arts Programme
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Lingnan University Library
Book selection page for Business Programme
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Endorsement of Books Selected
Lingnan University Library

• All selections need Programme Directors
  endorsement
• Only Programme Directors or their authorized
  representatives can make endorsement

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Lingnan University Library
Endorsement
Log on to the system
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Lingnan University Library
Endorsement
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Lingnan University Library
Patron API ASP can check
Endorsement
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Lingnan University Library
Choose the Programme
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Lingnan University Library
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Cumulative Results (6-month)
Lingnan University Library

• To check selections endorsed/rejected
• Kept for 6 months

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Lingnan University Library
Choose the Programme
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Lingnan University Library
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Lingnan University Library
Choose the Programme
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Lingnan University Library
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Lingnan University Library
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Lingnan University Library
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Online Financial Reports
Lingnan University Library

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

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Financial Reports
Lingnan University Library
Click here
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Financial Reports
Lingnan University Library
Select Programme
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Financial Reports
Lingnan University Library
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User Guide
Lingnan University Library
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User Guide
Lingnan University Library
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Further Enhancements
Lingnan University Library

• 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

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Thank you!