Kelly ShookMargaret Maurer

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Telnet to Millennium Collaborating with
PromptCat and Vendors to Maximize Technical
Services Efficiencies at Record Load

• Kelly Shook Margaret Maurer
• KentLINK Coordinator Assistant Professor,
  Head of
• Catalog Metadata
• Kent State University Libraries and Media
  Services
• IUG 2005 San Francisco, California
• May 2, 2005

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YBP / PromptCat at KSU

• The PromptCat process at KSU
• PromptCat / III / YBP and data loading
• What the process cant 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 process
• August 2000 First firm order sent to YBP
• October 2000 Approval slip plan began at
• YBP. PromptCat service started
• March 2001 Approval plan up and running
• April 2002 Successfully added our 7 regional
• libraries
• September 2002 Began accepting much more member
• cataloging copy
• Summer 2003 GOBI2
• March 2005 Moved batch load process to
• Millennium
• ???????? Edifact? (ISBN-13)

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YBP / PromptCat Overview
KSU
YBP
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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 dont 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
  doesnt 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
  Location
• 980 e Net Price 945 L Item Location
• 980 f Invoice 945 s Item Status
• 980 g Quantity gt 1 945 t Item IType
• 981 b Fund Code

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http//www.library.kent.edu/mmaurer
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KSUs 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)

• KSUs 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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Millennium Implementation

• 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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Millennium Implementation

• 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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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation
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Millennium Implementation

• 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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Millennium Implementation

• 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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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation

• 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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Millennium Implementation
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Millennium Implementation
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Millennium Implementation

• Pros for Loading Firm Records from YBP via
  Millennium.
• Load statistics now include every transaction
  that happened during the load.

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Millennium Implementation
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 0629PM Error file - 52660316.mrc.errlog
End date - March 16 0629PM 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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Millennium Implementation

• 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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Millennium Implementation

• 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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Millennium Implementation

• 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

• Its a complex process that requires maintenance
  and periodic examination and a sense of humor
• Missing item records
• De-duplication at load
• Connexion changes

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• Annual Costs for Outsourced Cataloging
• Cost per
• Total Cost of Records Record
• FY 1997-98 76,824.60 8,857 8.67
• FY 1998-99 66,433.59 8,050 8.25
• FY 1999-00 51,653.69 6,316 8.18
• FY 2000-01 50,714.09 10,117 5.01
• FY 2001-02 43,244.78 11,650 3.71
• FY 2002-03 36,698.05 13,650 2.69
• FY 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/Dom
  Index.html?tech_services.html1
• OCLC PromptCat http//www.oclc.org/promptcat/

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Library Collections, Acquisitions, and Technical
Services. v. 27 no2 (Summer 2003) p. 155-64
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• Any Questions?
• Kelly Shook (III Loaders)
• kshook_at_lms.kent.edu
• Margaret Maurer (PromptCat, overall process)
• http//www.library.kent.edu/mmaurer
• mmaurer_at_lms.kent.edu
• Michele Hurst (Acquisitions)
• mhurst_at_lms.kent.edu