QuickBibs DeCentralizing Item Record Entry While Maintaining Centralized Bibliographic Control

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Quick-Bibs De-Centralizing Item Record
EntryWhile Maintaining Centralized Bibliographic
Control

• Finger Lakes Library SystemIthaca, New York
• Rex Helwig

2008 Polaris Users Group Conference
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About the Finger Lakes Library System

• 33 Member Public Library System
• We span 5 counties in central New York State from
  Lake Ontario to the Pennsylvania border
• We provide centralized bibliographic entry
• We entered over 32,000 new Bib records over the
  last 12 months which includes the 16,000
  Quick-Bibs entered by our member libraries.

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The Objective

• To develop a process that would allow member
  libraries to enter item records for newly
  acquired materials into Polaris when an
  appropriate Bib record does not already exist in
  order to make them immediately available for
  their patrons.
• To provide enough bibliographic information to be
  entered into the Quick-Bib to facilitate
  searching and processing, but without requiring
  so much as to be burdensome for member libraries.
• Keep it simple enough so that little cataloging
  knowledge or training is required.

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The Old Workflow

• If the member library wanted to enter a newly
  acquired item where an appropriate bib record did
  not exist, they would have to fill out a Please
  Process slip and send the item to FLLS
  Headquarters so we could import and edit the new
  Bib record, adding the item record with default
  values. We would then send the item back to the
  owning library so they could edit their item
  record and place the item out for the patrons.

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How We Got There

• Our pre-1995 workflow consisted of a centralized
  ordering and, receiving, cataloging and item
  entry so the libraries had to wait for us to
  complete the process before they could circulate
  their items.
• From 1995-2005 we moved to vendor processing and
  the libraries ordered and received their
  pre-processed materials. They would enter very
  brief bib and item records called Fast-Adds
  which are like the Polaris On the fly records
  by creating them during a check-out to a Test
  Patron. The libraries submitted the data to
  FLLS via forms cards thus making the items
  immediately available. This resulted in several
  libraries entering identical bib information that
  the others couldnt use.

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The Old Workflow Had To Go

• When we migrated to Polaris we were confronted
  with a fairly substantial Fast-Add mess. We
  found that we a had thousands of Fast-Adds on
  the system that the member libraries had never
  submitted the supporting data on. The Polaris
  On the fly option would have allowed the
  continuation of that but we didnt want to
  compound the problem by carrying that workflow
  into the future.

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The New WorkflowQuick-Bibs

• I will break this down into 3 sections
• How we set it up and why we did it that way.
• How the member library enters a Quick-Bib.
• How we process the Quick-Bib and how we handle
  problem records.

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Quick-Bib Setup

• We relied heavily on the Bib Template
  functionality in Polaris.
• We created a Quick-Bib template for each member
  Library/Branch for the following formats
• Audio Book
• Book
• Music Recording
• Video Recording
• We changed the ownership for the templates to the
  appropriate Branch and assigned only the Access
  permission for their Bib Templates in their
  Permission Group.

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Quick-Bib Setup

• In the following examples you will see that each
  template has the minimum number of tags to
• Allow patrons to find the item(s) in PowerPac and
  present them with a reasonably correct format
  icon. We included the 007 tag to accomplish
  this.
• Allow staff to find the item(s) in the Staff
  Client.
• Provide enough pertinent information to allow
  FLLS cataloging staff to make a match.

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Quick-Bib SetupAudio Book Template
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Quick-Bib SetupBook Template
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Quick-Bib SetupMusic Recording Template
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Quick-Bib SetupVideo Recording Template
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Quick-Bib Setup Tags

• What to enter (every field must have data
  entered)
• 020 - ISBN (if no ISBN, enter none)
• 024 - EAN/UPC note that the UPC which should
  have an indicator one is now three so that
  Polaris can detect it during the post-edit merge
  of the Quick-Bib and the permanent bib. (if no
  EAN/UPC, enter none)
• 028 - Publisher number (with all letters and/or
  numbers) plus name of publisher if no number,
  instead of none. Entering the name of
  publisher is useful when searching OCLC.

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• 035 - This is the part of the template that helps
  the cataloging staff to pull off member specific
  Quick-Bibs (e.g. Apalachin Library would be
  apalaudio, etc.). The fllsaudio is in every
  member library template which allows us to
  process all of a specific format regardless of
  the library.
• 100 - Author, editor, or none. When the
  Quick-Bib you created is filed you may get an
  authority prompt since these are on the system
  for only about two weeks, we ignore the prompt.
  In fact, all subsequent prompts are ignored
  except the one that might detect a duplicate bib
  (missed when performing an initial search on
  Polaris) or another Quick-Bib in this case,
  quit the Quick-Bib process and add the new item
  record.

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• 245 - No initial article, subfields all one
  string. Sometimes it may be useful to add DVD or
  VHS or large type which helps us search for bib
  records.
• 300 - The physical description field gives us
  another method to identify this record as a
  Temporary Quick-Bib.
• The rule of thumb we follow is that, you cannot
  enter None in both the 020 and 024 tags. If
  you dont have valid information for at least one
  of those tags then dont create a Quick-Bib, send
  the item in instead.
• It breaks down this way All tags are used for
  searching but the 020 024 are used for merging.

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Creating the Quick-Bib

• The library follows the standard procedure for
  determining if a suitable Bib already exists in
  Polaris to attach their new item to by searching
  by ISBN and then Title or Author.
• If a Quick-Bib is needed the next step is to
  click on the New button on the Polaris Toolbar.
  Select Bibliographic Record, select Existing
  Template and select the Quick-Bib that
  corresponds to the format of the item that you
  need to enter.

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(No Transcript)
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Quick-bib Template
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Fill Out the Quick-Bib
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Create the Item Record
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Quick-Bib Processing

• The first step is to identify the Quick-Bibs that
  you want to process by searching for them in the
  Bib Find Tool and creating a Record Set for the
  Quick-Bibs we want to process at that time.
• Change the By to Other system number
• In the For enter one of the terms that is in
  each of the Quick-Bib templates like ApalBook
• You could enter FLLSBook to search for all of
  the Book Quick-Bibs or APAL to search for all
  of that branches Quick-Bibs regardless of format.
  The different variations allow for the
  individual catalogers to modify the workflow to
  suit their needs.

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Searching for the Quick-Bibs
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Move them to a Record Set
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Working from the Record Set
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Copying the Primary Search Point
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Selecting the Bib Records using OCLC, BookWhere
or other method

• We primarily use OCLC but the workflow is the
  same using BookWhere.
• Search OCLC by ISBN (if that is unsuccessful we
  use the other identifying fields like 024, 028,
  100 or 245).
• Save the selected Bib record to the local MARC
  import file (you can perform any editing that you
  want on the OCLC record prior to saving).
• Once all of the Quick-Bib records have been
  searched and the MARC records are saved to the
  local file, we Express import them into Polaris.

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Imported Provisional Bib Records
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Editing the Imported Bib Records
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Saving Replacing the Quick-Bib
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The New Post-Merged Quick-Bib
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The Deleted Post-Merge Quick-Bib
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The Quick-Bib Record SetTracking the Work Flow
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The Imported Bib Record SetTracking the Work Flow
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Problem Records

• If we cant find a suitable Bib record based on
  the information in the Quick-Bib, we send a
  screen shot (preferably by email) to the library
  asking that the item be sent in.
• We also add to the Quick-Bib a 092 tag that has
  MR (material request) and the date. We use the
  092 so that when you search for Quick-Bibs, it
  shows up in the search results.
• Once a month, we send another screen shot asking
  again for the item and adding that date to the
  092 tag for tracking reason.
• Note the four pipes under publication date
  no date in Quick-Bib this is handy for sorting
  out Quick-Bibs from permanent bibs that have
  dates. The TB (temporary bib) and date numbers
  are for those items that we have actually seen
  but cannot find bibs for yet most of these are
  for cheap DVDs that do not deserve original
  cataloging and no bibs are available.  

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Tracking Problem Records
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Tips

• Watch for Quick-Bibs that are created on the
  wrong format template. This will prevent Polaris
  from recognizing the new Bib as a duplicate so
  you wont be able to replace the old Quick-Bib.
• If the title is enhanced to include DVD etc.
  the title doesnt collapse into the Uniform title
  until after the Quick-Bib is replaced.
• We dont use the Publisher for duplication so
  we add the Publishers name.
• Incorrectly entered ISBNs require some detective
  work which will take extra time.
• Item Call s. Member libraries use the spine
  labels from pre-processed items. They may also
  use call s of similar items in Polaris.
  Recently we have been recommending an
  experimental OCLC classification site
  http//deweyresearch.oclc.org/classify2/