STODOCS Cataloging Project

• Search Aleph (by title, SuDoc number, etc.)
o Use matching Docs bib if item record is missing
o Use matching Docs item if item record has fake barcode
o Do not add print holding to fiche/film bib
o Retain fiche/film holding attached to print bib

• If not in Aleph, search OCLC
o Accept all levels of OCLC copy
o Create K level originals

• Prefer serial and serial/analytic treatment over comprehensive analytics
o Link partial analytics in Aleph to serial record as needed; include note “Some listed by separate title” on holding
o Move items for brief circ bibs to serial title and suppress bibs

• Do not upgrade records to CONSER or BIBCO standards
• Do not create authority records unless needed to improve efficiency
• Add SuDoc number to bib
• Code 008/28 for government publication
• Optionally use HOL 866 field for ceased titles
• Use UFSTO DOCS for Sublibrary/Collection
• Add TKR STODOCS yyyymmdd
• Withdraw/Discard duplicate items within UFSTO DOCS collection (retain best copy)
• Retain UFSTO DOCS items that duplicate items in other collections

Sometimes the call number on a bound volume does not match the SuDoc call number on the piece. This can happen for several reasons (for instance, items which were taken out of the Docs collection and put into Reference will have LC call numbers on the spine).


Since the SuDoc number is indexed from the BIB record and the barcode number will lead the Shared Storage Facility staff to the item, the decision has been made to ignore the call number discrepancies on the spine.

On-site
• space available off stacks area
• temperature low 50’s in winter and high 50’s/low 60’s in summer (space heaters needed)
• ports available for laptops
• possibly spotty wireless in stacks
• need to provide transportation for students
• building open 8-5 M-F but arrangements could be made for extended hours (possible security issue)



Campus
• space available in LE Rm 300
• exempt staff, if hired, could use own workstations
• deliveries to campus would impact Facilities

300,000 piece count; title count not available
Working assumptions: majority of items serials/series; majority in English

In December 2008 Documents staff identified a sampling of items from the storage documents collection to use for a pilot cataloging project. The selected items provided a broad overview of the types of bibliographic issues presented by the collection. Based on the 100+ titles cataloged, the following guidelines were developed along with an estimate of staffing needs for the overall project.


Per a recommendation from Dean Russell, a more detailed pilot project is proposed. The goal is to catalog and process some of the large serial runs in order to gain a better understanding of the FTE needed to catalog the collection as a whole. The bulk of the work would be done at the storage facility utilizing three Cataloging staff members and one OPS worker over a period of 6-8 weeks during February-March. Jackie Brown and Hank Young, both skilled catalogers with serials experience, would devote .20 FTE each to the pilot. Terri Smith, a database maintenance paraprofessional, would be assigned .50 FTE to handle the initial inspection and copy download as well as oversee the processing (barcoding primarily). Josie Garcia, OPS worker, would assist Terri with the physical handling and processing, working .50 FTE. Terri and Josie worked closely together at the storage facility for the Library West reclassification project. The cost of hiring Josie would be $8/hour plus required benefits = $8.20 x 20 = $164 x 8 = $1,312 (Josie was making $8/hour when she worked on the Library West project). It is hoped that laptops needed for the pilot could be checked out from IT.


A concern that bears mentioning at this point is the expectation that cataloging the collection will be extremely labor-intensive, particularly if attempting to operate within a narrow timeframe of 2-3 years. To relieve some pressure, we propose that the Congressional Serial Set (1,590 linear feet), which is in the process of being cataloged by Carol Harris and Mary Wisnieski of the Documents Department, be transferred to storage and a significant portion of the storage documents collection (entire collection 4,809 linear feet) be returned to campus. This will allow us to catalog the balance of the storage documents collection at a more manageable pace.

Welcome everyone to the StoDocs blog.

As you know, we have a mission to catalog approx. 300,000 federal government depository items for the new shared storage facility. After running an initial cataloging project, Judy Russell thought it would be good to run a second pilot project for eight weeks. The first two weeks have been very informative as we have had three catalogers, Terri Smith from Database Maintenance, and Jossie Garcia going to the Auxiliary Library Facility (ALF) and working on these en masse.

The primary goal of this blog is to help us write the procedures that will be used to finish the project once the second pilot has been completed. It will also serve as an additional place for staff to communicate in addition to emails and face-to-face discussions.

Everyone who is on the StoDocs email list should have editing privileges on this blog, so don’t be shy about posting questions, comments, or concerns.