ABSTRACT

1
WORKFLOW
ITEMS RECLASSED BY LC

• METHODS
• Data gathering and spreadsheet
• Automated data extraction from NOTIS database
• Creation of "master file" spreadsheet,
  including
• Title and NOTIS record number
• Dewey and LC call numbers
• Number of copies
• Owning location(s)
• Charges
• Call number conversion
• Call number verification, assignment and
  conflict resolution between NOTIS/OCLC 050/090
• Automated call number search, extraction and
  flip
• Search Worldcat through OCLC Z39.50 using OCLC
  or LCCN
• De-dupe in favor of call in OCLC if numbers
  are identical
• Keep both call s if not identical for manual
  review
• Search RLIN and State University Library
  databases if no call number available
• "Flip" call number after complete conversion
• Server use and file folder structure
• Store master files on library server

ABSTRACT Dual classification systems (Dewey and
LC) and a complex floor plan presented challenges
for patrons in the main campus library at the
University of Florida, despite ample signage. A
much needed library expansion including a new
Humanities and Social Sciences Library building
will make it easier for patrons to locate library
materials and has offered an opportunity to
consider reclassification as a means of further
simplifying patron access. This poster session
will provide an overview of the innovative
process for collection review, de-selection and
reclassification of materials we employed by
quickly and efficiently using the NOTIS database,
library computer network, laptop computers and
Excel spreadsheets. Coordinating this
library-wide project required team efforts on
many fronts. To coordinate the required workflow
activities the project team had to consult and
involve key staff in Technical Services, Access
Services, Public Services, Collection Management
and Systems. The collaborative efforts of all
units involved were critical to the success of
the project and to meeting our deadline. The
presentation highlights the purpose, scope,
planning, and implementation of the project.
Lessons learned and recommendations are
instructive for other libraries considering
applying new technologies to reclassification
projects. Our own library has already begun
applying many of the lessons learned through this
project in other efforts as we shift collections
to allow construction to move forward.

• ISSUES
• Material not on shelf (NOS)
• In circulation, lost/missing
• Call number conversion
• Z class number/topical number conflict for
  bibliographies
• Monographic series
• Classed together by local practice (vs. LC
  treatment)
• Volume sets
• Split among locations with dual classification
• Shelving problems
• Shifting and projecting space adequately
• Student assistants
• Budgeting, hiring, training, tracking
• Collection review
• Timely review by CM selectors, proper data
  format for communicating decisions, limit changes
  to project scope
• Communication
• Collaboration with staff across divisional lines

• RESOURCES
• Human Resources
• Student Assistants
• 412 hours at 26 items/hour (re-shelving process
  not included)
• Library staff time not included
•  Programming assistance
• Spreadsheet and related programs for automated
  functions provided by John Hein, Head of
  Technical Services, University of North Florida
• Locally developed software to facilitate label
  printing
• Equipment
• Four laptops with barcode scanners
• High quality spine label printer
•  Supplies
• Brodart SuperBond labels
• Miscellaneous supplies, including color-coded
  book slips

• RESULTS
• Items reclassed
• Total reclassed 10,789
• Items transferred to other owning locations
• Total transferred 2,308
• Items withdrawn
• Total withdrawn 1,191
• Linear feet
• Main collection 737.6 L.F.
• Transfers to branches 164.08 L.F.
• Total cost
• Physical processing cost 2,408
• Student labor 2,248
• Labels 160
• Unit cost 0.23/item
• Indirect cost of staff time not included

• INTRODUCTION
• Scope
• Biography collection totaled about 15,000 items,
  locally classed with letter B before the Dewey
  number
• Goals
• Simplify patron access and eliminate separate
  collection
• Simplify use of the monographic collection
• Improve patron training
• Facilitate information desk assistance with
  access to library materials
• Test innovative methods and highlight potential
  problems
• Motivation
• Dual classification systems
• Complex library floor plan
• New library building

SPREADSHEET

• CONCLUSIONS
• Coordination is key
• Staff from Access Services, Technical Services,
  Public Services, Systems and Collection
  Management consult and coordinate workflow
  activities
• Automated process
• Combination of NOTIS database, library computer
  network, laptop computers and Excel spreadsheets
  for quick and efficient process
• Timely completion date
• Completion in six months (Oct. 2003-March 2004),
  prior to Aleph LMS implementation, April 2004