Building a Virtual Last Copy Collection using iLink

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Building a Virtual Last Copy Collection using
iLink

• SNRG 2008 Panel Session
• Mary Mallery, Ph.D.,
• Suxiao Hu and Mei Ling Chow,
• Montclair State University

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Presentation Outline

• Montclair State University Overview
• VALE New Jersey Consortium
• VALE Cooperative Collection Management Committee
• Model Last Copy Programs
• Virtual Collections
• VALE Last Copy Program Pilot Project

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Mapping the Spheres of Influence
VALE
MSU Budget
State Library
Library
Circulation Dept.
Reference Dept.
Middle States
Sirsi
MSU Faculty
BCCLS
NJ State
MSU Students
OCLC
ACRL
Citrix
MSU
Federal Gov.
Microsoft
Administration
Acquisitions
National
L.C.
Cataloging Dept.
Presidential Task Forces
MIS
Acad. Computing
INFOlink
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VALE Last Copy Repository White Paper 2005
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RLG Policy Frameworks for Shared Print
Collections 2007
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What is a Virtual Collection?
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VALE Last Copy Pilot Project

• Three VALE member libraries,
• Montclair State U.,
• William Paterson U. and
• Rutgers U. Libraries ,
• volunteered in May, 2007 to identify items at
  risk in their circulating collections (excluding
  Special Collections items) that fit the criteria
  in the VALE Last Copy Guidelines and to define
  procedures for editing and loading the MARC
  records of these books into a shared virtual
  collection (VLCC) hosted by the New Jersey State
  Library JerseyCat Union Catalog.

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VLCC Pilot Project

• The first task the VLCC Pilot Project members
  agreed upon was to test and document how to
• identify last copy books in the circulating
  collection,
• establish local policies for labeling these
  items,
• edit the MARC records according to VLCC policies
  for identification in the JerseyCat Union
  Catalog,
• import the MARC records into the JerseyCat Union
  Catalog VALE Last Copy Collection, and
• report on the first phase of the project at the
  VALE Users Conference in January, 2008.

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Montclair State University VLCC First Phase
Implementation

• I.) Assemble the VLCC Pilot Project Team
• Assoc. Dean, Tech. Services
• Head, Cataloging Dept.
• Head, Collection Management
• Head, Circulation Dept.
• Systems Librarian

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II.) Define VLCC Timeline

• Meet with Team to review VLCC criteria, define
  terms, and solicit ideas from pilot project
  members, May, 2007
• Check MSU local policies and investigate tools
  for identification of last copy items in the MSU
  collection, June, 2007
• Training on MARC record editing using AG Editor
  for JerseyCat VLCC Union Catalog, July 2007
• Import records into VLCC Union Catalog, October,
  2007
• Coordinate first phase implementation with other
  VLCC pilot project members, November, 2007
• Outline next steps with other VLCC pilot project
  members, and
• Write report on VLCC pilot project, December,
  2007
• Report on VLCC pilot project at VALE Userse
  Conference, January,2008.

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III.) Break down Activities with Key Managers

• 1) Identify items in the circulating collection
  (Key Managers Systems Librarian Head,
  Cataloging Head, Coll. Management)
• 2) Narrowing Results from print list of books
• a) Eliminate reprints and fixed field data
  errors (Key Manager Head, Cataloging)
• b) List and pull remaining books published before
  1850 and place in Special Collections (Key
  Managers Head, Collection Management Head,
  Circulation and Head, Cataloging)

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Assemble the VLCC Pilot Project Team

• Assoc. Dean, Tech. Services
• Head, Cataloging Dept.
• Head, Collection Management
• Head, Circulation Dept.
• Systems Librarian
• Cataloging Librarian

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Establish Local Policies

• Titles in the circulating collection
• Titles published prior to 1900
• Titles published before 1850 will be transferred
  to
• the Special Collections
• Titles published between 1850 and 1900 will be
• the VLCC candidates

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Identify VLCC candidates using different tools

• Integrated Library System (SirsiDynix GL3.1)
  Bibliographic report
• SirsiDynix Directors Station report
• WorldCat Collection Analysis Tool report

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Sirsi Unicorn Report
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SirsiDynix Directors Station
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WorldCat Collection Analysis Tool
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Review Verify the VLCC Candidates
Pull Books off the Shelf Place Books Back on the
Shelf
Edit Load MARC Records into JerseyCat
Run Report
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III.) Break down Activities with Key Managers

• 4) List, check circulation history and pull
  remaining list of books, published after 1850 and
  before 1900, off the shelf to see if any of the
  books are missing and place on book truck for
  Cataloging review.(Key Manager Head, Circulation
  Dept.)
• 5) Review circulation history and condition of
  books and select for Bindery/Mending, order
  reprint second copy if heavily circulated, or for
  VLCC registry. (Key Manager Head, Cataloging
  Head, Collection Management)

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III.) Break down Activities with Key Managers

• 6) Edit MARC record for VLCC items
• a) in local MSU book catalog and
• b) in JerseyCat Union Catalog (Key Manager Head,
  Cataloging Dept.)

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VLCC books are still in stacks, Item Cat 1 is
used to form the virtual collection within the
existing collection.
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VLCC books stay in stacks but will not be
circulated.
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Staff note about VLCC is added to prompt
circulation staff when patrons want to check out
VLCC books.
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Prepare MARC records of VLCC to be uploaded to
JerseyCat

• 1. Run the Extract Keys for MARC Export report
  in SIRSI.

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2. After the report is finished, use the MARC
Export Utility wizard to export MARC records to
the hard drive. (e.g. C\Documents
Settings\MeiLing\Sirsi\Workflows\mlc.marc.exp)
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3. Add 541 field to the MARC records (in the hard
drive) by an MARC editing software before
uploading to Jersey Cat. (MarcEdit is a nice
free program for this) 4. FTP the edited MARC
records to Autographics who handles loading
them into JerseyCat.
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Procedures for directly editing MARC records in
Jersey Cat

• Log into JerseyCat, New Jersey's statewide
  virtual catalog and interlibrary loan system.
• http//njsl-agent.auto-graphics.com

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• Check off Montclair State and New Jersey State
  Union Catalog.

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• Search book by title.

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4. Click on title
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• Check that the call number is correct.

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6. Insert 541 njm and HLD vlcc
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7. Click on File gt Save to database
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IV.) Break down Activities with Key Managers

• 7) Annual review of status of items in VLCC
  locally, especially track circulation of VLCC
  items, and in the JerseyCat Union Catalog (Key
  Manager Assoc. Dean)

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RUL VALE Last Copy Workflow
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Run Reports

• Report selects
• Imprints prior to 1900
• 193,135 titles
• Include only titles in circulating collections
• 39,566 titles
• Exclude titles held electronically and/or held in
  non-circulating libraries such as Special
  Collections
• 38,723 titles
• Exclude serials
• 37,023 titles

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Upload File to VLCC collection

• Update Item Record with code for VLCC
• After item records have been updated, select
  records with VLCC code for export

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RUL Pilot Project Progress

• Titles in N Classification
• 1,505 items in 1,091 titles
• Most items in the Art library but some located in
  other units
• ALEXANDER - 50 items
• ANNEX 46 items
• ART 1325 items
• CAMDEN 13 items
• DANA 6 items
• DOUGLASS 54 items
• KILMER 11 items

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WPUNJ VLCC Procedures

• Note WPUNJ has the Voyager ILS
• Identify titles
• By location
• Remove imposters (reprints, pseudo-marcs, etc.)
• 2. Confirm availability
• a. Pull books from shelves

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WPUNJ VLCC Procedures

• 3. Selectors review/provide assistance
• Check circulation
• Check for price and availability
• c. Check OPAC for other copies, editions, etc.
• 4. Catalogers batch edit selected VLCC items and
  upload (directions on pbwiki)

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William Paterson University
http//valebcmc.pbwiki.com/Vale_Last_Copy_records_
WPU
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VLCC Next Steps

• VLCC Training April, 2008 20 libraries sent
  participants for training in VLCC Program.
• Volunteers from the VALE Last Copy Pilot Project
  are going on the road this summer making on-site
  visits to help VALE libraries build their own
  Last Copy Collection Teams.

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Save books from this fate!
http//www.youtube.com/watch?vcwihz7iZlx0
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Thank you!

• Contact Mary Mallery, Ph.D.
• Email mallerym_at_mail.montclair.edu
• Suxiao Hu
• Email hus_at_mail.montclair.edu
• Mei Ling Chow
• Email chowm_at_mail.montclair.edu