May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services1 Kelly ShookMargaret Maurer KentLINK CoordinatorAssistant Professor,

May 2, 2005 IUG, San Francisco, California

Kent State University Libraries & Media Services

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Kelly Shook Margaret Maurer KentLINK Coordinator Assistant Professor, Head of

Catalog & Metadata

Kent State University Libraries and Media Services

IUG 2005 – San Francisco, CaliforniaMay 2, 2005

Telnet to Millennium: Collaborating with PromptCat and Vendors to Maximize Technical Services Efficiencies

at Record Load



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YBP / PromptCat at KSU

The PromptCat process at KSU PromptCat / III / YBP and data

loading What the process can’t handle Cost/benefit analysis Moving the process to Millennium Other maintenance issues Final words of advice



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YBP / PromptCat at KSU Libraries and Media Services

Fall 1999 Started planning processAugust 2000 First firm order sent to YBPOctober 2000 Approval slip plan began at

YBP. PromptCat service startedMarch 2001 Approval plan up and runningApril 2002 Successfully added our 7 regional

librariesSeptember 2002 Began accepting much more member

cataloging copy Summer 2003 GOBI2March 2005 Moved batch load process to

Millennium???????? Edifact? (ISBN-13)

YBP / PromptCat Overview

YBPKSU



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De-Duplication at Load of GOBISelect records

Normal order record status = “o” [on order]

Loader de-duplicates using a Title Key match

If suspected duplicate order status = “1” [on hold]



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OCLC PromptCat

OCLC product to streamline cataloging and/or pre-order searching

Cooperatively implemented by OCLC and library materials vendors

A completely automated process requiring up-front planning and, once running, little human intervention



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MARC Record Selection

How Bibliographic Matches are made at PromptCat: Match is made in advance in a separate

process Based on ISBN or Publisher Number

(from 028) The vendor control number and OCLC

number are recorded in a matching database



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You can limit the records you receive based on

Encoding Levels Cataloging Source Record Type WorldCat Holdings Set

Any record you don’t receive you can elect to receive a PromptCat Data Record (PDR) in place of



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Bibliographic Record Evaluation at Record Receipt

Is it a match? Cataloging source (DLC) Member copy guidelines



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PromptCat Data Records (PDRs)

Used to deliver vendor data when you do not receive a full record

Delivered when there is no match OR multiple matches in WorldCat, or there is a match but our holdings are up on it, or there is a match but it doesn’t fit our profile



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PromptCat Site IDs

Used to determine processing options

You may use: Location Sub account number Account number, or Fund code



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PromptCat / III & Data Loading

III defines how we load records in batch

III requires item record and order record information to be in certain 9xx fields and subfields in order to “map” them to their proper places in item, order and invoice



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PromptCat / III & Data Loading

Some of the information used to build the item, order and invoice records is default data provided by the loader

Some of the information is imported at load Some of the information is imported at load

if available. In the absence of data the loader will provide default data

Some of the information is system generated at load



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KSUAP Profile Data mapping through PromptCat

980 $ a –Invoice Date 981 $ o –Sub account #980 $ b –List Price 981 $ c –Order

Location980 $ e –Net Price 945 $ L –Item Location980 $ f –Invoice # 945 $ s –Item Status980 $ g –Quantity > 1 945 $ t –Item IType981 $ b –Fund Code

http://www.library.kent.edu/~mmaurer



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KSU’s Extended Approval Plan Interface

Unique in that we use one loader to: Create a brief bibliographic and order

record for direct orders made on GOBISmart Overlay brief bibs with PromptCat records

that load with associated item records and electronic invoice lines

Load PromptCat approval records with associated item records, order records and invoice lines - all loading in a single load



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Extended Approval Plan Interface – Key Points

Interface de-duplicates on Title Key. A Title Key is a 7 character code that is

created from the Title or Series field of the record you create

The Title Key uses the first letter of each of the first seven words of the field



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Extended Approval Plan Interface (Continued)

Interface de-duplicates on Title Key (Continued)

When creating the Title Key, subtitles and series numbering are eliminated from the title key by stopping at colons ( : ), semicolons ( ; ) and space-slash ( / )

Only the first 49 alphabetic characters of the field are used in the creation of the Title Key

Ampersands ( & ) are treated as the word "and"



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Extended Approval Plan Interface (Continued)

KSU’s Extended Approval Plan interface overlays on order record number (.o#)

We have also established settings for comparing the encoding level of the incoming record and the target record as another check

The creation of an item record is based on the presence of a 945 field



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Millennium Implementation

March 2005 KSU decided to move loads into Millennium. Loading Approval Records from YBP

and OCLC PromptCat. Loading Firm Orders from YBP, and

then overlaying them with PromptCat bibliographic records.



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Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled. Used documentation we created for

load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client.



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Loading Approval Records from YBP and OCLC PromptCat was the first load we tackled. A lot of trial and error went into this

process. Documented and produced screen

shots as we went through the process.



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Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. Process for loading records has been

decreased in time and number of steps. A review file can be created at the time

of record load.



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Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. All steps can be done via the

Millennium Acquisitions module.



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Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. No longer have to change directories to

retrieve files from OCLC.



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Pros for Loading Approval Records from YBP and OCLC PromptCat via Millennium. Prompted to delete files as part of the

process rather than an option. Ability to view record specifics, edit

certain fields, change currency, accept/reject records and process order records from one screen.



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Cons for Loading Approval Records from YBP and OCLC PromptCat via Millennium. Currently we do not see any cons with

this process being done in Millennium



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Loading Firm Records from YBP was the next load we tackled. Used documentation we created for

load process in telnet and compared to III documentation provided via III User Manual for loading these records via Millennium client.

A lot of trial and error went into this process.



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Pros for Loading Firm Records from YBP via Millennium. Documented and produced screen

shots as we went through the process. Process for loading records has been

decreased in time and number of steps. All steps can be done via the

Millennium Cataloging module.



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Pros for Loading Firm Records from YBP via Millennium. Via the login manager you can

designate the load profile to be used for the load.



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Pros for Loading Firm Records from YBP via Millennium. A virtual review file can be created at

the time of record load.



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Pros for Loading Firm Records from YBP via Millennium. Load statistics now include every

transaction that happened during the load.



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Encumbrance will be posted to fund histm = $40.00 25 70 JEWS AND GENDER IN LIBERATION F INSERT b30144462 MAT = 0 INSERT o257679x P.O. printed No disencumbering

RECORD LOADING STATISTICS Input file - 52660316.mrc.vmarc Start date - March 16 06:29PM Error file - 52660316.mrc.errlog End date - March 16 06:29PM m2btab file - m2btab.pcat Number of input records - 25 Number of linked order records –25 Number of errors - 0

NEW EXISTING INPUT TOTAL RECORDS REC #S ASSIGNED RECORDS RECORDS RECORDS CREATED START STOP OVERLAYED REJECTED READ BIBLIOGRAPHIC 25 b3014422x b30144462 0 0 25 ORDER 25 o2576557 o257679x 0



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Cons for Loading Firm Records from YBP via Millennium. Currently we do not see any cons with

this process being done in Millennium



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Observations made during the transition between Telnet and Millennium Moving the load processes from telnet

to Millennium was relatively painless. Providing step by step documentation

with screen shots eased staff fear and anxiety.

The added functionality and ease sold the idea of moving to Millennium.



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Documentation for both the telnet and Millennium load processes can be located at the following url:

http://www.library.kent.edu/~mmaurer



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This process can not handle everything

Oversize books Multiple copies Non-circulating items in the Main

Tower(Only one status and itype is transmitted for each title)

Cat dates for brief records



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Problems

Very dependable automated process

When problems happen to the process they happen to lots and lots and lots of records

Dependable customer service at YBP and at PromptCat



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On-going Maintenance

It’s a complex process that requires maintenance and periodic examination – and a sense of humor Missing item records De-duplication at load Connexion changes

Cost Per Record for Outsourced Cataloging

$0.00

$2.00

$4.00

$6.00

$8.00

$10.00

$12.00

July 1998 to December 2004

November 2000

Annual Costs for Outsourced Cataloging

Cost per

Total Cost # of Records Record

FY 1997-98 $76,824.60 8,857 $ 8.67FY 1998-99 $66,433.59 8,050 $ 8.25 FY 1999-00 $51,653.69 6,316 $ 8.18FY 2000-01 $50,714.09 10,117 $ 5.01FY 2001-02 $43,244.78 11,650 $ 3.71FY 2002-03 $36,698.05 13,650 $ 2.69FY 2003-04 $32,328.27 12,289 $ 2.63 FY 2004-05 $14,582.33 5,661 $ 2.58(Through Dec 2004)

Difference from FY 1997 to FY 2004 -$44,496.33 3,432 -$ 6.04



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URLs of Interest

Yankee Book Peddler:http://www.ybp.com

YBP Technical Services: http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

OCLC: PromptCat: http://www.oclc.org/promptcat/

http://www.ybp.com/

http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

http://www.ybp.com/ybp/DomIndex.html?tech_services.html&1

http://www.oclc.org/promptcat/

Library Collections, Acquisitions, and Technical Services. v. 27 no2 (Summer 2003) p. 155-64

http://olc5.ohiolink.edu/bin/gate.exe?f=toc&state=7koenh.2.1&expr=ALL&p_s_ALL=%28Library-Collections,-Acquisitions,-and-Technical-Services%29.JNBR.&p_op_ALL=ADJ&a_search=Search



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Any Questions?Kelly Shook (III & Loaders)

[email protected] Maurer (PromptCat, overall process)

http://www.library.kent.edu/[email protected]

Michele Hurst (Acquisitions)[email protected]

May 2, 2005 IUG, San Francisco, California Kent State University Libraries & Media Services1 Kelly ShookMargaret Maurer KentLINK CoordinatorAssistant Professor,

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