May 2002 Monthly Report 66

BIBLIOGRAPHIC SERVICES MONTHLY REPORT for May 2002

Bibliographic Services catalogued 3655 titles in May 2002

In Appreciation

During late April and throughout the month of May we have been short staffed as a result of illnesses in the department. Remaining staff stepped in and took on extra duties to ensure that our workflow continued as smoothly as possible. Doug Adams who "backs up" our workflow coordinator, Linda Smith, stepped in to take care of some of her duties during Linda's absence prior to his vacation. Thank you Doug!

While Doug is on vacation, Linda Gamble from Monograph Acquisitions has taken over many of Linda Smith's duties including the processing of "In-Process" requests. I would like to thank Linda for taking this on and Nancy Hall for kindly agreeing to Linda's assistance as well as that of Savka Marijan from Monograph Acquisitions who also assisted in locating the requested material. Thank you Savka!

Catalogue Enhancement

H. Fraser worked with Doug Fenwick to devise a method for extracting MARC records for ejournals in Yorkline, changing data in the records, e.g. URLs and then re-loading and overlaying the original record. The purpose of this exercise is to facilitate changing URLs in Yorkline particularly when there are large numbers of records involved. We will soon be testing this to change the URLs for all Elsevier, Academic Press, Springer, Wiley and Kluwer journals over to the new OCUL server.

238 MARC records for the Proquest Nursing Journals were added to Yorkline. I would like to thank Doug Fenwick for his patience and perseverance in getting these records loaded as working with this file proved to be a challenge for a variety of reasons!

Multivolume Clean-up Project:

Mary Slinn corrected 2 titles and 20 volumes.

MEETINGS ATTENDED

Access to Collections Forum

May 29

Heather F., Marcia S., Carol O.

Cataloguing Committee

Not held

LMC

May 13

Heather F.

Web Review Committee

May 21

Heather F.

Web Review Committee (subgroup – Electronic resources)

May 8

Heather F.

Scott Ref. Weeding Project

May 7

Heather F.

Steacie Dept. Head Search Committee

May 9

Heather F.

Bib. Services Appt. Committee

May 27-May 28

Heather F., Mary S.

Staff

Carol Ohlers presented "Music Cataloguing – a 30 Year Perspective" May 27, 2002 at the Annual conference of the Canadian Association of Music Libraries, Archives, and Documentation Centres (CAML)

During the month of May, Marcia Salmon had orientations to the following Scott Library departments and York Libraries branches: Resource Sharing, Frost Library Map Library, Steacie Library, Business and Government Publications Library, Scott Reference, Sound and Moving Image Library, Library Facilities, Serials and Electronic Acquisitions, Monographic Acquisitions and Circulation.

Other

Janice Millard from Trent University visited on May 3rd to ask about SIRSI in preparation for their database migration from DRA to SIRSI.

The Bibliographic Services Appointment Committee began interviewing candidates for the Bibliographic Services Librarian position on May 27 and May 28. Candidates were introduced to the staff and

given a tour of the department by Daphne Clunies and also met informally with the department over light refreshments.


BIBLIOGRAPHIC SERVICES – STATISTICS

I. SEARCHING AND CATALOGUING WORKFLOW

SmartPort

COPY

AG-CANADA

OCLC

LC

NLC

U of Alberta

U of Toronto

Melvyl

Laval

Western

FOUND

162

1214

151

63

110

8

0

0

10

YEAR TO DATE FOUND

162

1214

151

63

110

8

0

0

10

Records Exported to AG-Canada and OCLC

NO. OF RECORDS

May 2002

YEAR TO DATE

Exported to AG-Canada and OCLC

2635

2635

Monographs in Progress

Number:

Waiting to Be Searched 1 1/2 bays

Searched and Waiting to Be Catalogued 45 ½ bays (includes 11 bays of YB)

Searched Once and No Copy Found 2 ½ bays

Searched Twice and No Copy Found 0 bay

Visual Materials in Progress

Titles received from SMIL: 39 (includes 22 donations)

Titles in progress: 88 (includes 0 donations)

Rush Cataloguing

1. Number of Rush Cataloguing Requests

(Identified at Other Stages): 73

Year to date: 73

2. Number of Rush Requests at the In-Process Stage: 227

Year to date: 227

Found 209

Not Found 10

Returned (On-Order) 6

Returned (Already Cat.) 3

Time Spent Locating: 22 hours or 7 min./title

(4 people searching requests)

Minimal Level Cataloguing

Type of Record

Number added to Yorkline

Number added Year-to-date

CPC

5

5

Government Documents Cataloguing

Titles catalogued include FR, SC – all formats: 160

Year to date: 160

Serials Cataloguing

Titles catalogued: 109

Year to date: 109

E-Journals Catalogued

Titles catalogued: 423

Year to date: 423

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

Titles catalogued: 45

Year to date: 45

Maintaining URLs

Records containing URLs checked: 14,865

Records containing broken links: 60

Year to Date 60

Links repaired: 56

Year to Date 56

URLs deleted: 4

Year to Date 4

ll. CATALOGUE ENHANCEMENT

A. Bibliographic Records

Maintenance on Bib. Records (Corrections) 16

Year to Date 16

Transfers within the same library 1517

Year to Date 1517

Transfers between branches 0

Year to Date 0

Transfers to storage 716

Year to Date 716

Withdrawals 2 (regular workflow)

Year to Date 2

0 (missing list)

Year to Date 0

Reinstates 0

Year to Date 0

Deleted from YL 133

Year to Date 133

Deleted from AG-Canada 0

Year to Date 0

Deleted from OCLC 0

Year to Date 0

Linking problems 0

Year to Date 0

Unlinked books linked 3

Year to Date 3

Titles recatalogued 100

Year to date 100

Titles reclassified 31

Year to date 31

B. Authorities

Authority deletions: 24

Year to Date 24

Authority Maintenance on Headings in Bibliographic Records: 141

Year to Date 141

Authority Maintenance on Authority Records: 2

Year to Date 2

New Authority Records Created: 0

Year to Date 0

Authority Records Loaded: 269

Year to Date 269

lll. OTHER

TOTAL WITHDRAWALS AND WEEDING INCLUDING SPECIAL PROJECTS

Location

Withdrawn

from Coll.

YTD

Trans. to Stor.

YTD

Withdrawn from Stor.

YTD

Missing

List

YTD

BG

BG Ref

Frost

5

5

Fr. Gov Docs

Scott

Scott Ref

Scott Gifts

Scott Gov Docs

75

75

Scott GV

Scott Lost

Scott H

Scott Q

94

94

Scott R

Scott S

5

5

Scott T

96

96

617

617

SMIL (films)

SMIL (videos)

Steacie

STORAGE AND TRANSFERRED BACK TO COLLECTIONS

Library

Numbers Requested

Year to date

Frost

0

0

Steacie

0

0

Scott

1

1

Journals

0

0

TOTALS

0

0

NUMBER OF DISKS COPIED FOR BOOKS WITH COMPUTER DISKS

Format

Original Disks Copied

Original Disks Year to Date

Replacement Disks Copied

Replacement. Disks Year to Date

3 ½"

5

5

0

0

5 ¼"

0

0

0

0