2005-2006

Monographic Services Division
ANNUAL REPORT
July 1, 2005 to June 30, 2006

I. EXECUTIVE SUMMARY

Prepare a summary of no more than 200 words highlighting the most significant accomplishments, changes, or innovations which have occurred in your area of responsibility this past year.

Monographic Services had a productive year acquiring and cataloging new materials, maintaining the library database, and providing subject access for digital collections.  Significant improvements in service were made through new workflows to provide titles requested through the online catalog and in receiving and cataloging of books in Monographic Acquisitions.  New initiatives included purchase of selected titles requested through ILL, addition of script data for titles in Arabic, Hebrew and Cyrillic scripts, and conversion from BISAC to EDIFACT transmission of order requests.

II. MAJOR ACTIVITIES, ACCOMPLISHMENTS, OR SIGNIFICANT CHANGES

Enumerate major projects, accomplishments, and activities for the year.  Briefly describe significant changes in such areas as user services, facilities, technology, equipment, and infrastructure.  Include alteration, elimination, or transformation of services and procedures as well as redesign of processes.

As of March 1st, Monographic Services became part of Resource Acquisitions and Description/Information Technology Services, under Bill Jordan, Associate Dean of Libraries.

Reviewed strategic directions for the division, affirmed the importance of a number of ongoing efforts, and chose additional projects.  Contributed to strategic discussions in RAD/ITS and the Libraries as a whole.

Made substantial revisions to workflows for receipt and cataloging in Monographic Acquisitions, with the goal of speeding materials through the division.  Established a new workflow, Expedited Processing, which uses the best cataloging records from national-level libraries and accepts them with limited review.  Expanded the use of record checking in MS Access beyond approval and firm-order PromptCat records to additional approval plans, gifts, previously acquired and other types of materials.

Began to add script fields for newly cataloged titles in Arabic, Hebrew and Cyrillic scripts.

Implemented a pilot project, together with Inter-Library Borrowing, to purchase selected new titles that were requested for borrowing.

Contributed cataloging to numerous digital collections, and maintained existing collections by updating information to current standards.

Improved procedures for locating in-process materials with user holds.  Reorganized the cataloging distribution area to make materials easier to locate.

Moved the great majority of book vendors from BISAC to EDIFACT transmission of orders, in preparation for implementation of the ISBN-13 standard at the end of the calendar year.

Cataloged an increasing amount of media materials, particularly in foreign languages. In all we cataloged materials in over 50 languages, for a total of 878 titles, which is over 30 percent of the titles handled.  In the non-Western languages, 80% of this cataloging was original.

In the Database Management Section, continued work on the retrospective cataloging of pre-1976 U.S. government documents, and provided support for a reclassification project of Dewey call numbers in the Suzzallo main stacks.  Completed a project to create brief bib records and resource records for Special Collections materials.  Made arrangements to load OCLC holdings for Marcive records.

Completed a cataloging project with Backstage Library Works for 80 Thai books requiring original cataloging, and began a second project with 45 books.

Revised YBP approval profiles over the course of two visits with vendor representatives.

Implemented DACS, a new content standard for cataloging records for archival materials.

Resolved problems with incorrect encumbrances in Innovative fund reports.

Developed and implemented a policy for graphic novels.

Continued to automate selection and ordering by profiling two new vendor websites for online ordering and export:  Baker & Taylor TitleSource 3 and Casalini Libri.

Using 21st Century funds, Diana Brooking, Marsha Maguire and Eileen Llona worked on the Metadata Implementation Group's METS Pilot Project. (METS is an XML standard for capturing metadata about digital resources, linking to the digital files described by the metadata, and setting up a hierarchical structure for complex digital resources.) The group created METS records that included legacy metadata from CONTENTdm and technical metadata extracted from image files, and began testing DSpace as a digital repository for METS records and linked digital image files.

Participated in national tests of OCLC software:  Connection Client beta tests in October/November and May/June, and a test of a FRBR interface to WorldCat in FirstSearch in March/April.

Contributed to national standards by reviewing an initial partial draft of RDA—Resource Description and Access, and the report on Functional Requirements and Numbering of Authority Records (FRANAR).

I. OPPORTUNITIES, ISSUES, OR CONCERNS FOR THE COMING YEAR

Media materials, particularly video and DVD, continue to grow at a fast pace.  Overall, we need greater cataloging support in this area, and the problem is particularly acute for International Studies.

The student hourly budget continues to be flat, which poses a problem in the longer term because the role of student workers continues to expand and is the one area of flexibility in our staffing allocation.

Procedures for acquiring e-books demand increasing attention.  The marketplace continues to be in flux, and as the number of e-book orders grows, increasing time will be spent on them.  Some of our internal procedures developed for serials will not scale to monographs because of the larger number of publishers and titles.  Also, our organization by format is a stumbling block to efficient routing and placement of orders:  publishers and users are indifferent to format (“serial” vs. “monograph”) and packages of mixed format or titles sold with mixed business models do not fit neatly.

II. MAJOR ACQUISITIONS, GIFTS, OR GRANTS RECEIVED

Friends of the Libraries Grant:  Special Collections Map Cataloging

July - September 2005

Received $3,500 to catalog maps in Special Collections and the Map Library.

21st Century Grant: Archive on DSpace the Accompanying Material With UW Theses

May - June 2006

Received $3,446 to convert old formats and for a student worker to transfer data to DSpace.

III. PERSONNEL

Libraries Personnel will provide a list of appointments, promotions, transfers, resignations, and retirements for use in the Personnel Section.  Add additional personnel information that is not provided centrally.

A. APPOINTMENTS

B. PROMOTIONS, TRANSFERS, RESIGNATIONS, AND RETIREMENTS

C. HONORS AND AWARDS

D. APPOINTMENTS AND ELECTIONS TO LIBRARY OR UNIVERSITY RELATED OFFICES OUTSIDE OF THE UW LIBRARIES

Diana Brooking

Member, Task Force on Non-English Access, Association for Library Collections and Technical Services, American Library Association

Cathy Gerhart

Past Past President, Online Audiovisual Catalogers (OLAC)

Janet Heineck

Member, Bylaws Revision Committee, Middle East Librarians Association

Marsha Maguire

Oral History Metadata Consultant, Seattle Museum of History and Industry

Member, Board, American Folklore Society/American Folklife Center (Library of Congress) Ethnographic Thesaurus

Chair, Best Practices Working Group, Northwest Digital Archives

Adam Schiff

Chair, Task Group to Update the SACO Participants' Manual, Standing Committee on Training, Program for Cooperative Cataloging

Chair, RDA Examples Group for Part A, Chapters 6-7 and Part B, Joint Steering Committee for the Revision of AACR

Member, Task Force for Reviewing RDA Documents, Continuing Resources Cataloging Committee (CRCC), Association for Library Collections and Technical Services, American Library Association

E. PUBLICATIONS, PRESENTATIONS, PERFORMANCES, AND EXHIBITIONS

Diana Brooking

Two guest lectures for cataloging classes in the iSchool:  Foreign Language Cataloging, and Metadata:  Beyond AACR2 and MARC (with Marsha Maguire).

Jacqueline Coats

Presentation on workflow redesign and Panelist, ALCTS Acquisitions Managers and Vendors Interest Group, American Library Association Midwinter Conference, San Antonio

Cathy Gerhart

Pre-conference Workshop on music cataloging (8 hours) and Workshop on music uniform titles (90 min.) at the Oregon Library Association, April 5th and April 7th.

Presentation at the Joint Meeting of the West Coast Chapters of the Music Library Association, April 28th, on my publication, Annotated Bibliography of Double Wind Quintet Music.

Published on the Web a bibliography entitled "Annotated Bibliography of Double Wind Quintet Music”  (ongoing) URL: http://faculty.washington.edu/gerhart/dwqbibliography/

Marsha Maguire

Two guest lectures for classes in the iSchool:  EAD for Museum Studies, and Metadata:  Beyond AACR2 and MARC (with Diana Brooking) for cataloging.

Maguire, Marsha and Adam L. Schiff. 2006. What's in a (Family) Name? DACS, LCSH, and Mixed-Standard Catalogs.  Electronic address: http://hdl.handle.net/1773/2518

Maguire, Marsha and Adam L. Schiff. “Family Names Used as Subject Headings in MARC Catalog Records,” Descriptive Notes (Summer, 2006). Electronic address:  http://www.archivists.org/saagroups/descr/sum2006.pdf

Major revision of the NWDA Best Practice Guidelines for Encoded Archival Description.

Adam Schiff

Taught the ALCTS/PCC workshop "Basic Subject Cataloging Using LCSH" for the Victorian Librarians Association in Victoria, B.C. in October 2005, for the Oregon Library Association in Portland, Or. in November 2005, and for the University of Calgary in Calgary, Alta. in March 2006

Guest lecture for the Advanced Cataloging class at the I-School on cooperative cataloging, April 2006

Maguire, Marsha and Adam L. Schiff. 2006. What's in a (Family) Name? DACS, LCSH, and Mixed-Standard Catalogs.  Electronic address: http://hdl.handle.net/1773/2518

Maguire, Marsha and Adam L. Schiff. “Family Names Used as Subject Headings in MARC Catalog Records,” Descriptive Notes (Summer, 2006). Electronic address:  http://www.archivists.org/saagroups/descr/sum2006.pdf

Schiff, Adam. 2005. “New edition of SACO Participants' Manual forthcoming,” ALCTS Newsletter Online 16(6).  Electronic address: http://www.ala.org/ala/alcts/alctspubs/alctsnewsletter/vol16no6/

F. DEGREES RECEIVED BY STAFF

G. OTHER SIGNIFICANT ACCOMPLISHMENTS

IV. MAJOR GOALS, OBJECTIVES, AND ISSUES FOR 2006-2007

Tie to the Key Action Areas of the Strategic Plan if appropriate.

Act on decisions made concerning the recommendations of the International Studies Cataloging Task Force.

Establish permanent workflows for records with series headings, based on decisions made by the Program for Cooperative Cataloging.

Review record retention policies with staff.  Review and archive order records in Innovative in accordance with newly established policies.

Monitor the transition to ISBN-13 and takes steps as needed to ensure correct ordering and receipt of materials.

Write a proposal for shelf-ready books from YBP for firm-order and approval accounts.

Write a proposal for vending of out-of-print materials and review it with IRC.

If funded, implement an ongoing Table of Contents service.

Test, implement, and train on two vendor websites for online ordering and export:  Baker & Taylor TitleSource 3 and Casalini Libri.  Investigate online ordering with Coutts and Book House.

Finish EDIFACT conversion for Baker & Taylor and two remaining small vendors.

Set up EDIFACT invoicing for YBP added-copy accounts when available, and investigate the possibility for other firm-order vendors, e.g. Casalini.

Load the EIS Index into Innovative and complete a project to catalog titles with existing copy in OCLC.

Complete documentation for new procedures to add script to records for Arabic, Hebrew and Cyrillic.  Plan a retrospective project to add script to Arabic records.  Work with IOG to plan a conversion of the Innovative database to Unicode.

Deliver a training program on Millennium Cataloging for catalogers in the division.

Work with OCLC to load CONTENTdm records into WorldCat.

Create a plan to clean up uniform titles and review it in the Public Services Forum.

 

STATISTICAL APPENDIX

Tables should include statistics for current year.  Please highlight any significant changes or trends.  UW Seattle circulation, instruction, gate count, reference sampling, and collection size statistics will be provided centrally.

2004/05 – 2005/06 Comparison

Acquisitions Activity

 

2004/05

2005/06

% Change

Electronic Order Requests

23,467

23,379

-.4%

Firm Orders

12,217

5,049

-58.7%

Approvals

7,205

7,418

+3.0%

Total Records Processed

42,889

35,846

-16.4%

 

 

 

 

Approval Receipts

7,826

7,418

-5.2%

Approval Returns

317

111

-65.0%

Approval Return Rate

4.1%

1.5%

-2.6%

 

 

 

 

Claims

0

0

---

Pro Forma Invoices

256

112

-56.3%

VISA Orders

752

938

+24.7%

Media

1,807

1,986

+9.9%

Rush Orders

1,440

1,124

-21.9%

Rush Receipts

1,936

2,119

+9.5%

Vols. Sent to Cataloging

10,293

11,578

+12.5%

 

 

 

 

Backlog

June 2005

June 2006

 

Order Requests

110

233

+111.8%

Receipts

50

561

+1022%

Gifts

5,382

4,670

-13.2%

 

Cataloging Activity

 

2004/05

2005/06

% Change

New Titles Cataloged

 

 

 

Original

5,505

6,044

+9.8%

Complex Copy

21,086

22,677

+7.5%

Quick Cataloging – Acquisitions

26,590

21,718

-18.3%

Quick Cataloging - Cataloging

10,340

11,623

+12.4%

Minimal Level

4,540

6,053

+33.3%

Total

68,061

68115

+.08%

 

 

 

 

Added Copies

10,752

7,859

-26.9%

Added Volumes

1,746

2,179

+24.8%

Rush Materials

1,308

1,833

+40.1%

 

 

 

 

Catalog  Maintenance

 

 

 

Central withdrawals/discards

1,253

3,952

+215.4%

Recataloging

170

309

+81.8%

 

 

 

 

NACO Headings

3,430

4,871

+39.4%

SACO Headings

1,024

1,385

+35.3%