May 2001 Monthly Report 18

BIBLIOGRAPHIC SERVICES MONTHLY REPORT for May 2001

Bibliographic Services catalogued 3,072 titles in May 2001.

CATALOGUE ENHANCEMENT

Multivolume Clean-up Project: Mary Slinn and Linda Smith corrected 16 titles and 93 volumes.

COMPUTING

Heather Fraser met with Doug Fenwick, Walter Griffatong and Howard Hui of LCS to begin looking at three outstanding departmental objectives from 2000/2001. These are: implementing SIRSI's Z39.50 client, SmartPort; testing global changes to bibliographic records in the database and developing a new headings list in the Unicorn 2000 environment.

After this preliminary meeting, Nancy Hall of Monograph Acquisitions also began to meet with us to look at SmartPort specifically. I am very pleased to report that we were successful in getting it to work with the help of Doug, Walter, Howard. On one occasion, a SIRSI technical support person answered some of our questions via conference call. At the present time SmartPort training documentation is being prepared by Nancy and Heather. We also continue to work with LCS to set up and test the Z39.50 policies for the library catalogues to which we would like to connect for record downloading.

Heather, Doug, Howard and Walter were also successful in testing global changes in the test database. Global corrections to the following headings were made, Masculinity (Psychology) to Masculinity; Chance compositions to Aleatory Music; and Man, Prehistoric to Prehistoric peoples. A total of 1239 headings were changed. Globals are now possible because Unicorn 2000 supports immediate dynamic indexing. Similar to NOTIS, there is a report in SIRSI that is associated with the global change feature to show what will be changed before the database is actually modified. This report however, only shows what records will be changed, not how the text will be modified. Doug, Howard and Walter are investigating the report set up to see if it is possible to produce a report in SIRSI which will show both the text being modified and how it will be modified.

Heather, Doug, Howard and Walter also talked about what might be involved with creating a new headings list. The purpose of a new headings list is to identify headings new to the database. It would assist with database maintenance by identifying headings not under authority control. In order to begin the process of creating such a list, our authority validation policies will be modified so only the base part of the heading for topical headings will be validated, and the minimum part of the heading for personal, corporate names or meeting names, geographic headings, etc. Once the levels of validation have been identified, Doug, Walter and Howard hope to be able to help with the modification of the policies by finding a way of copying the new policy information from one tag to another within each format.

MEETINGS ATTENDED

Campbell Organizational Survey May 3, 10, 28 H. Pitka

Cataloguing Committee: May 16 D. Adams, H. Fraser,

C. Ohlers

IT Training Committee: May 1 H. Fraser

LMC: May 30 H. Fraser


BIBLIOGRAPHIC SERVICES – STATISTICS

I. SEARCHING AND CATALOGUING WORKFLOW

Searching

COPY

AG-CANADA

OCLC

FOUND

146

541

NOT FOUND

69

169

YR. TO DATE FOUND

146

541

YR. TO DATE NOT FOUND

69

169

Records Exported to AG-Canada and OCLC

NO. OF RECORDS

May 2001

YEAR TO DATE

Exported to AG-Canada and OCLC

2,210

2,210

Monographs in Progress

Number:

Waiting to Be Searched 0 bays

Searched and Waiting to Be Catalogued 45 bays (7 bays are YBP plus 3 bays are gifts moved to

storage)

Searched Once and No Copy Found 0 bays

Searched Twice and No Copy Found 1 bay

Visual Materials in Progress

Titles received from SMIL: 9(includes 2 donations)

Titles in progress: 207(includes 0 donations)

NFB titles catalogued: 2(Year to date: 2)

NFB titles searched: 0(Year to date: 0)

Note: SMIL staff input 2 provisional records for items in the NFB donation this month.



Rush Cataloguing

1. Number of Rush Cataloguing Requests

(Identified at Other Stages): 83

Year to date:83

2. Number of Rush Requests at the In-Process Stage: 152

Year to date: 152

Found 117

Not Found 15

Returned (On-Order) 7

Returned (Already Cat.) 13

Time Spent Locating: 10 hours or 8 min./title

(3 people searching requests)

Government Documents Cataloguing

Titles catalogued include FR, SC – all formats: 517

Year to date: 517

Serials Cataloguing

Titles catalogued: 38

Year to date:38

E-Journals Catalogued

Titles catalogued: 120

Year to date:120

E-Books Catalogued (includes electronic version of York theses)

Titles catalogued: 124

Year to date:124

Maintaining URLs

Records containing URLs checked: 5,363

Records containing broken links: 9

Year to Date 9

Links repaired: 9

Year to Date 9

Irreparable links: 0

Year to Date 0

URLs deleted: 0

Year to Date 0



ll. CATALOGUE ENHANCEMENT

A. Bibliographic Records

Maintenance on Bib. Records (Corrections) 83

Year to Date 83

Transfers 2

Year to Date 2

Error Reports 0

Year to Date 0

Withdrawals 9(regular workflow)

Year to Date 9

0 (missing list)

Year to Date 0

Reinstates6

Year to Date 6

Deleted from YL315

Year to Date 315

Deleted from AG-Canada 124

Year to Date 124

Deleted from OCLC 0

Year to Date 0

Linking problems 1

Year to Date 1

Unlinked books linked 1

Year to Date 1

Titles recatalogued 130

Year to date 130

Titles reclassified 56

Year to date 56

B. Authorities

Authority deletions: 9

Year to Date 9

Authority Maintenance on Headings in Bibliographic Records: 155

Year to Date 155

Authority Maintenance on Authority Records: 3

Year to Date 3

New Authority Records Created: 0

Year to Date 0

Authority Records Loaded:195

Year to Date 195

lll. OTHER

TOTAL WITHDRAWALS AND WEEDING INCLUDING SPECIAL PROJECTS

Withdrawn

from Collection

Transfers to Storage

Withdrawn from Storage

Missing List

Frost

6

Scott

2

Scott Gov Docs

5

SMIL Videos

2

Steacie

2

358

TOTALS

BG

BG GOV DOCS

BG REF

FROST

6

FROST GOV DOCS

SCOTT

2

SCOTT GOV DOCS

5

SCOTT GV

SCOTT H

SCOTT R

SMIL (videos)

2

STEACIE

2

358

BOOKS REQUESTED FROM STORAGE AND TRANSFERRED BACK TO COLLECTIONS

Library

Numbers Requested

Year to date

Frost

1

1

Steacie

3

3

Scott

6

6

Journals

0

0

TOTALS

10

10

NUMBER OF DISKS COPIED FOR BOOKS WITH COMPUTER DISKS

Format

Original Disks Copies

Original Disks Year to date

Replacement Disks Copied

Replac. Disks Year to date

3 ½"

5

5

4

4

5 ¼"

0

0

0

0