Government Documents

Disposition Project Made Easy

with Aleph V.18

2009 ELUNA Conference

May 8, 2009

Presenters: Nancy Hershoff, Biscayne Bay Library

Florida International University

Daniel Cromwell

Florida Center For Library Automation

Florida International University

Florida International University

• First public, urban, research institution in Miami-Dade

• Opened for classes in 1972 with 5,667 students – the largest opening day enrollment in U.S. collegiate history

• Has more than 38,000 students, 1000+ full-time faculty, and more than 134,000 alumni

• One of the 25 largest universities in the nation

• Ranked first in the nation among four-year colleges for awarding bachelor’s and master’s degrees to Hispanic students

• Law School and Medical School

• Green Library, Biscayne Bay Library, Engineering Library, Law Library, Medical Library, Pine Center Library,Wolfsonian Museum Library, and digital Libraries

Florida Center for Library Automation

• Provides automation services that assist the libraries of Florida’s publicly-

funded universities in meeting their teaching and research objectives for

students and faculty.

• To achieve this mission, FCLA provides computer services that assist the

libraries in their daily operations and record keeping as well as providing

students and faculty with electronic access to scholarly materials.

• These services include the operation of a shared Integrated Library

Management System, licensing of electronic resources, and providing the

repository and support for digital versions of library-owned collections.

• FCLA is located in Gainesville, Florida, and is attached administratively to

the University of Florida.

Two federal depository collectionsserving two distinctive congressionaldistricts

Green LibraryGovernment Documents Department

Department Head + 1-2 librarians + 2 SLTAs

Biscayne Bay LibraryGovernment Documents Section

Documents Librarian + 1 SLTA

Biscayne Bay Library Documents Section

1976 – established with 1 Documents Librarian, 1 SLTAand student assistants

1977-1989 - high turn-over for the librarian position

1990 - Documents Librarian hired again

1997 – Documents Reference Librarian appointed

2003 – Both librarians departed

2004 – Weeding of federal depository materials started

2005 – Decision made to drop depository status and dispose of the collection

April, 2008 – Disposition project automated

October, 2008 – All records properly withdrawn/suppressed in Aleph, OCLC holdings deleted

April, 2009 – Compilation of disposition lists completed

Federal Documents Disposition Project

Administrative Aspects

Technical Aspects

Lessons Learned

Administrative Aspects:

Why dispose of the collection?1. Low usage, high cost, little publicity

Direct cost - $75-175 K annually2. Budget reduction3. Increasing availability of online resources4. Duplication of efforts between campuses5. Administrative realignment, centralization

of services and merger of collections

Types of materials involved1. Print depository materials – monographs, serials, maps,

pamphlets2. Electronic materials – floppy disks, CD-ROMs, DVDs, data

sets, online resources3. Microform – microfiche and microfilm4. Miscellaneous – local procedures, in-house created

manuals, VHS

Administrative Aspects (cont’d)

Volume – 19,689 unique bibliographic records, 112, 482 holdings records,

and 88,731 item records to withdraw/suppress in Aleph

96,487 OCLC bibliographic records to have holding symbol removed from

Issues involved

1. Sheer volume2. As little manual work as possible3. Project leader with no prior experience in government documents4. Database maintenance librarians’ concerns and worries5. Shared bibliographic records between campuses and among

various collections6. Compilation and distribution of disposition lists7. Speed and efficiency8. Equipment and shared drive – slowness and downtime9. All steps are reversible

Administrative Aspects (cont’d)

Planning process

1. Use inventory method – work with laptop computers, extension cords, hand-held optical scanners – time consuming, labor intensive, idea abandoned

2. Effective Aleph searching and global change is the way to go3. Batch delete FXN holding symbol from OCLC bib records4. Disposition lists compilation and distribution, disposing of items5. Equipment upgrade and staffing support6. Resources dedicated to the project – 20% of 1 librarian, 1 SLTA, 1

OPS student assistant and 2 FWS student assistants

Technical Aspects:

Five types of activities in Aleph:

1. Retrieval and withdrawal of item records

2. Retrieval and suppression of holdings records3. Retrieval and suppression of appropriate

bibliographic records4. Retrieval and extraction of appropriate files

containing OCLC record numbers for OCLC holding symbol removal

5. Compilation of disposition lists

Retrieval of item records for withdrawal:

1. Use the General Retrieval Form (ret-adm-01) under

Services/Items/General Retrieval Form

2. Name an output file

3. Retrieve by (1) sublibrary and (2) item collection

Sublibrary and collection names must be in all caps

4. Submit completed search form

5. Use output file as input file to run Items - Update Item

Records (manage-62) in order to set IPS to WD

FIBDC

WKRM

128003-001480

ADM System no. Item sequence no.

FIU50 Services-Items-ret-adm-01

FIBDC WKRM 156 items

7/10/2008

128003001480

128003001490

128003001500

128003001510

128003001520

128003001530

128003001540

128003001550

128003001560

128003001570

128003001580

128003001590

128003001600

128003001610

128003001620

128003001630

128003001640

128003001650

128003001660

128003001670

128003001680

128003001690

128003001700

128003001710

128003001720

128003001730

128003001740

128003001750

128003001760

128003001770

128003001780

128003001790

128003001800

128003001810

271605000010

275931000010

277247000010

wkrm

WD

BB Library US Documents Disposition Project

Item Withdrawal Report

8/21/2008

Collection Name No. of Items Global Change Run Time Duration

wkrm 1568/20/08, 2:08 -2:08 p.m. < 1 min.

ussst 1,4378/20/08, 2:09-2:10 p.m. 1 min.

usov 368/20/08, 2:10-2:10 p.m. < 1 min.

usmrd 3,0718/20/08, 2:11-2:13 p.m. 2 min.

usmic 1678/20/08, 2:14-2:14 p.m. < 1 min.

usmfc 34,8778/20/08, 2:22-2:32 p.m. 10 min.

usmap 5238/21/08, 8:09-8:10 a.m. 1 min.

usav 348/21/08, 8:11-8:11 a.m. < 1 min.

ref 918/21/08,8:11-8:11 a.m. < 1 min.

eric 2608/21/08, 8:12-8:13 a.m. 1 min.

us-01 10,0008/21/08, 8:20-8:23 a.m. 3 min.

us-02 10,0008/21/08, 8:30-8:33 a.m. 3 min.

us-03 10,0008/21/08, 8:36-8:39 a.m. 3 min.

us-04 10,0008/21/08, 8:40-8:44 a.m. 4 min.

us-05 8,0798/21/08, 8:46-8:49 a.m. 3 min.

88,731 < 36 min.

Retrieval of holdings records for suppression:

1. Connect to the FIU60 HOL Library

2. Use the Retrieve Catalog Records Form (ret-01)

3. Name an output file

4. Retrieve by sublibrary and collection names

Sublibrary and collection names must be in all caps

5. Submit completed search form

6. Use output file as input file to run Global Changes (manage-21)

in order to add (1) STA SUPPRESSED and (2) the WDN notes

to 852

wkrmhldg

852##bFIBDCFIBDC

852##cWKRMWKRM

FIU60 Services-Retrieve Catalog Records (ret-01)

FIBDC WKRM 76 holdings records

7/24/2008

000138761FIU60

000163716FIU60

000170827FIU60

000342838FIU60

000343248FIU60

000343483FIU60

000343490FIU60

000343492FIU60

000343494FIU60

000343498FIU60

000343691FIU60

000344210FIU60

000344881FIU60

000344883FIU60

000345641FIU60

000351324FIU60

000352941FIU60

000366189FIU60

000368293FIU60

000386272FIU60

000386588FIU60

000404156FIU60

000422652FIU60

000429860FIU60

000434341FIU60

000448539FIU60

000477358FIU60

000514016FIU60

000519834FIU60

000526883FIU60

000531809FIU60

000531959FIU60

000532333FIU60

000534452FIU60

000534537FIU60

000534623FIU60

000534981FIU60

000559717FIU60

000562995FIU60

000564353FIU60

000564356FIU60

000564453FIU60

Holdings System No.

00013876-FIU60

852##

$$xWdn 8/25/08 nh

STA

$$aSUPPRESSED

BBC Library US Documents Disposition Project

Holdings Suppression Report

8/27/2008

Collection Name No. of Holdings Global Change Run Time Duration

usav 288/25/08, 11:25-11:25 a.m. < 1 min.

ref 918/25/08, 11:50-11:50 a.m. < 1 min.

eric 4,3788/25/08, 11:52-11:56 a.m. 4 min.

usmap 5218/25/08, 12:21-12:22 p.m. 1 min.

usmfc 29,0428/25/08, 12:26-12:55 p.m. 29 min.

usmic 2,7428/25/08, 2:05-2:08 p.m. 3 min.

usmrd 1,2758/25/08, 2:12-2:15 p.m. 3 min.

usov 248/25/08, 2:23-2:23 p.m. < 1 min.

ussst 6,0698/25/08, 2:30-2:36 p.m. 6 min.

wkrm 768/25/08, 3:01-3:01 p.m. < 1 min.

us-1 10,0008/25/08, 3:02-3:11 p.m. 9 min.

us-2 10,0008/25/08, 3:44-3:52 p.m. 8 min.

us-3 10,0008/26/08, 8:20-8:28 a.m. 8 min.

us-4 10,0008/26/08, 11:08-11:18 a.m. 10 min.

us-5 10,0008/26/08, 6:17-6:32 p.m. 15 min.

us-6 10,0008/27/08, 8:00-8:10 a.m. 10 min.

us-7 8,2368/27/08, 8:50-8:58 a.m. 8 min.

112,482 < 118 min.

Retrieval of bib records for suppression:

1. Connect to the FIU01 (BIB) Library

2. Use the CCL query box to search for bib records.

Combine WSC, WST, and boolean operators to

retrieve unique bib records and save result sets

on server. WSC is the Keyword Sublibray/Collection

index. WST ist the Keyword Status index.

For example, the following search is

conducted to retrieve the depository maps collection

records at the Biscayne Bay Library:

wsc=fiudc usmap not wsc=fiudc not wsc=fielr

not wst=suppressed not wsc=fibbl not wsc=fibbl

not wsc=fibdc us

Retrieval of bib records for suppression (Cont’d)

3. Carefully examine records in saved file

4. Run Global Changes (manage-21) on saved files to add

Tag - STA, Subfield - $$aSUPPRESSED

FIBDC WKRM - Unique Records

CCL Search Keys wsc=fibdc wkrm

not wsc=fibbl

not wsc=fiugl

not wsc=fiudc

not wsc=fielr

not wst=suppressed

7 records

001058092FIU01

000905724FIU01

000693448FIU01

000682450FIU01

000444109FIU01

000422233FIU01

000108503FIU01

001058092 – FIU01

Aleph System Number

wsc=fibdc wkrm not wsc=fibblnot wsc=fiugl not wsc=fiudcnot wsc=fielrnot wst=suppressed

bibwkrmbibwkrm1

STA

$$aSUPPRESSED

BBC Library US Documents Disposition Project

Bib Suppression Report

9/18/2008

Collection Name Unique Record Cout Global Change Run Time Duration

wkrm 79/17/08, 3:39-3:39 p.m. < 1 min.

ussst 8129/17/08, 3:46-3:48 p.m. 2 min.

uspam 3309/17/08, 3:56-3:58 p.m. 2 min.

usov 49/17/08, 3:59-3:59 p.m. 1 min.

usmrd 5639/17/08, 4:00-4:03 p.m. 3 min.

usmic 6529/17/08, 4:03-4:04 p.m. 1 min.

usav 79/17/08, 4:05-4:06 p.m. 1 min.

ref 199/17/08, 4:08-4:08 p.m. < 1 min.

usmap 2269/17/08, 4:08-4:09 p.m. 1 min.

usmfc 4,5139/17/08, 4:35-4:48 p.m. 13 min.

eric 4,2579/18/08, 7:48-7:57 a.m. 9 min.

us 8,2999/18/08, 8:15-8:38 a.m. 23 min.

19,689 < 58 min.

Retrieval and extraction of appropriate files containing

OCLC record numbers for OCLC holding symbol removal:

1. Connect to FIU01

2. Use the CCL query box to conduct WSC searches.

3. Save search results on server and remember the file name.

4. Run Print Catalog Records-Columar Format (print-08) to

print OCLC record numbers of retrieved records.

5. Copy and paste printed lists into Excel files.

6. Submit a completed OCLC Batchload Order Form to obtain a

Project ID from OCLC.

Retrieval and extraction of appropriate files containing OCLC record

numbers for OCLC holding symbol removal: (cont’d)

7. Send Excel files to OCLC.

8. Receive OCLC batchload reports and review them.

Adjust the rep_tab_short table to add a special “Report Format” to print the 035 (OCoLC) field only

OCLCwkrmOCLCwkrm1

Compilation of disposition lists:

1. Create a tickler Macro, e.g.DISPPOSITION LIST 10/03/08 TD10

2. Scan items and run Marco to insert tickler into bib.

3. Retrieve by tickler content every 200 items scanned.

4. Save retrieved results on server.

5. Run Print-08 (Print Catalog Records – Columnar Format)over saved files to generate lists containing SuDoc number, title, and year. Adjust the rep_tab_short table to extract the 082 field. Preview printed lists in Aleph and then copy and paste them into Excel.

1. Set up a TKR browse index.

2. Use Macro Express to createa macro containing the ticklertag with desired field contentfor tickler retrieval, e.g. TKR$$aDISPOSITIONLIST 10/09/08 TD12.

Lessons Learned:

1. Initial assumptions and hypotheses need to be tested and then modified or abandoned.

2. Allow ample time to “play” with the system.

3. Discuss projects with colleagues and reach out to available experts for ideas and advice.

4. Flexible with timeline initially; haste makes waste.

5. Modify, modify, and modify work procedures.

6. Communicate, communicate, and communicate.

7. Archive all procedures and retrieved files.

Thank you!

Mission Accomplished!