1

Kathryn Gomard

ILS 506 – Info Analysis and Organization

Dr. Sche

Term Project

December 1, 2005

Objective

To gain an understanding of the impact and usage of the OPAC by library personnel and the library automation system they support; to acknowledge the implications the integrity of the OPAC has on public access to information sources; and to learn what cataloging support comes from the library consortia and what is done internally.

E.C. Scranton Memorial Library, Madison, CT

1. Introduction to the library

a)Setting and History – Established in 190l as a free public library, this downtown library has responded over the years to the changing community population and demographic shifts and has evolved into a public space that is viewed today as a vital anchor of the town center and a “living room” for the community. Since the 1860's the town has evolved from a mainly farming community to one entertaining a large summer resident population attracted to the town's beaches and Long Island Sound. Most year-round residents are in the executive, professional, technical, and managerial arenas, with employment in Hartford, New Haven, FairfieldCounty and New York. Population has grown from 1500 in 1900 to over 17,000 today. Quality of life and the educational system has produced a steady rise in the number of young families, seniors, and residential and commercial development. Demand for continued educational excellence and municipal services have provided a constant challenge for the town.

A major building addition to the library was completed in 1965-6, more than doubling the original building space. A second expansion was completed in 1987-89, again doubling the square footage to the 17,700 square feet of today. Within the last seven years, the library has seen an 11% increase in adult circulating books, an 88% increase in adult videos, and a 123% increase in audio circulation. Adult programs have also increased almost five-fold and children’s programs have broadened over 42%.

The current building supports two main areas. The original building houses the children’s department, including Family Place, children’s programs and a historical collection/small Boardroom. The “new” space includes main circulation, reference, teen section, adult collection, computers, reading space, periodicals, ILL station, and bestsellers.

The facility has a collection of over 118,000 books, AV items, and language tapes along with over 200 newspapers and magazines. Services also include video cassettes for overnight use, community calendar listings for coming events, and home delivery services for the home bound.

Organizational Structure –

-The Library Board of Directors, the governing body of Scranton Library

-Management - Director, Assistant Director

-MLS librarians – Reference, ILL, Teen

-BA Librarians - Children’s Head Librarian, Circulation

-Paraprofessionals and Aids – Circulation, Cataloging, Children’s, Acquisitions

b) Library Mission Statement

“The Mission of the E.C. Scranton Memorial Library is to fulfill the lifetime learning, information, cultural enrichment, and enjoyment needs of Madison’s adults, teens and children in a comfortable and inviting community setting with the assistance of knowledgeable and helpful staff and volunteers.”

c) Special features/collections

  • Inter-Library Loans (ILL)
  • Local Historical Collection
  • Audio-Visual Collection
  • Community Pamphlet Collection
  • 36 Book Groups, including OneTown – One Book Program

d) Technology

  • Member of LION (Libraries Online, Inc.) Consortium since 1995 – Provide Epixtech 2002 Integrated Library System. Through LION, Scranton uses Dynix and Horizon Information Portal 2.1 for cataloging and interface. Avanti software used for OPAC interface.
  • Computerized in 1995, after one year retro-conversion from card catalog. Project manager was Assistant Director. Planning done by committees (circulation, acquisitions and cataloging), library directors, and Board of directors.
  • Internet access is provided and maintained through the town server.
  • To qualify for federal funding, all terminals are filtered and thus restricted.
  • Computer stations:

- Seven general use, two teen, and four children – for internet access, word-processing, spreadsheets, subscriptiondatabase and serials access

- OPAC - public access: four terminals (2 adult, 2 children)

- IPAC: two terminals

- Administrative/Departmental (ILL, Reference, Cataloging, Circulation, Children): eight terminals, seven with associated bar code scanners or light pens

  • Wireless Access
  • Plug-ins for laptops
  • Patrons sign up for 30 minute time slots.

e) The Library System Network – LION (Libraries Online, Inc.) - Features

  • One of several library networks in the state of CT.
  • 22 library member library institutions
  • Mission: to provide quality library resources and services through a consortia approach of shared high quality bibliographic database and accompanying services.
  • 650,000 titles available as “items-in hand” for lending
  • Over 2 million records in database
  • Provides remote public access for searching database, renewing checked-out materials, placing holds, reviewing account activity.
  • Operates 24/7/365 with minimal downtime
  • Provides centralized support for hardware and software maintenance, training and updates.
  • CODI (Customers of Dynix, Inc.) events offered.
  • Provides cataloging services insuring MARC standards from LC and OCLC using AACRII, level 2, ISBD and LC subject headings.
  • Minimizes cataloging costs through shared database
  • Internet access and email accounts for all library staff
  • Software modules included in Epixtech system for library management of 8 subsystems - Acquisitions, Cataloging, Circulation, Community Resources, PAC, Serials control, Reserve Book Room, and WebPAC
  • Configured for 300 users, expandable to 800.
  • Currently serves 250 terminals in 25 locations
  • Manages multiple user software licenses
  • Provides access to commercial databases
  • Provides LION committee and taskforce list serves
  • WebPAC – allows access to Z39.50 compliant databases

2. Cataloging Subsystems Overview –

a)Acquisitions – Dynix Acquisitions module not used. Purchases are primarily from Baker and Taylor. Separate accounting and order tracking system is used for Baker and Taylor account. Baker and Taylor provide item labeling service which includes adding DDC # (per Madison approved tables)[1] and Madisoncollection code[2] to spine label, as well as Scranton Library identifier label to inside cover. The DDC# and collection codes are used by cataloger when creating a bib record.

b)ILL – Item requests are submitted to ILL librarian in several ways – on paper via circ or reference desk, via email from book groups, and from LION requests from patrons and other libraries. The librarian will search and request items via LION first, then reQuest, and then OCLC. When item is delivered to library, she will attach it to patron record as ‘hold’. Circ will call patron and do check out.

c)Reference – Can access LION for searches. Uses MCIRC menu to check patron records, holds and items out, if needed. Uses MCAT menu to view bib records. Changing patron records or bib records requires special access login. Patron changes are done at Circ desk. Asst. Director does record changes.

d)Circulation – Functions:

  • Create and edit borrower records
  • Track patron type codes
  • Check items in and out, and renew
  • Process borrower requests and holds
  • Generate circulation notices for overdue/lost items
  • Generate borrower “items out” review
  • Compile and print circulation statistics reports
  • Create “fast adds” to catalog for uncataloged items or temporary loans
  • Enter ISBN, Author, title, barcode, collection code and item type[3]
  • Access Holdings records
  • Access Dynix records

e) Reports - Runs Statistical reports functions from cataloging and circulation modules.

Examples:

  • Patron Activity
  • Patron Demographics
  • Overdue fines
  • Collection type activity
  • I-Type activity
  • Loans by season
  • ILL activity
  • Shelflists

f) Cataloging – Module Functions

  • Types of Records

1)Bib – information about a title (Dynix, MARC or non-MARC)[4]

2)Holdings –details of title copies in catalog (Dynix)[5]

3)Authority (MARC) – subject headings when cataloging an item not in the LION system

  • Creating Records – Use Dynix workforms on system menu

1)Automatically – by attaching to a bib record already on the system; most

often used when cataloging new items,[6] this method of creating records is 85%successful. Initial search in LION system is by ISBN #. Review for positive match MARC tags:

-100 (Author)

- 245 (Title)

- 250 (Edition Statement),

- 260 Publication info

- 300 Physical Description

- 500 Notes

- 700 Added Entries.

Attach LION record to bar code. Add:

-I-Type

-Call #

-Copy/Vol.

-Agency Secondary (MAD)

-Price

-Item Note (Mo/Yr entered)

-Discharge note (additional info for circ, i.e. damage, # of CD’s in set, etc.).

2) Manually – when creating “fast-adds” at circulation (Enter author, title and barcode); and when no match occurs in catalog process. In this case, ISR (Initial Search Record) is created to get item quickly into circulation (Barcode, ISBN, title, description, series). ISR submitted to LION to find a MARC record. If none found, record returned to Scranton cataloger to create a MARC record. Subject headings found by searching LION’s authority files from cataloging menu. Field 035- Original cataloging agency entered. Begin with MAD or 59 followed by 5th – 9th digits from barcode to create LION system control #.

  • Searching – Options available on Dynix menu

1)Bib records for updating catalog or creating lists

2)Holdings records for editing or deleting records or creating shelf lists

3)Authority records for creating new records’ subject headings

3. Cataloging Module for Bibliographic records and Database Management

a)Library Automation System - Epixtech Integrated Library System 2002 and

Dynix Horizon Information Portal 2.1

b)Bibliographic Databases for MARC records

  • LION – Membership paid as onetime upfront fee upon joining. Annual fees also apply. Exact figures were unattainable.
  • Library of Congress through LION membership
  • OCLC through LION membership

c)Bibliographic Sharing – All 22 members of LION contribute their collection

records to LION database. LION shares entire database to reQuest. LION is responsible for providing backup support for records as well as disaster management.

LION member libraries:

4. Cataloging Standards and manuals

a) Cataloging Rules and Standards: LION adheres to AACRII Level 2, ISBD, and Library of Congress Subject Headings and Free Floating Subdivisions: An Alphabetical Index. MARC records come from LC and OCLC. Authority files come from LION. Scranton Library uses Dewey Decimal Classification System, and has the 20th edition available onsite. They also have Sears List of Subject Headings (12th ed.) and Subject Headings for Children, a list of Subject Headings used by Library of Congress with Dewey Numbers Added (1994).

b) Systems Manuals

  • Feeding MARC to the LION: a MARC Tagging and Matching Manual, Subcommittee of the Bibliographic Task Force of LION
  • Bibliographic Committee Manual

Bibliographic record instructions and workforms from LION

  • Circulation Task Manual

Rules/guidelines for LION operating system

  • Dynix Cataloging User’s Guide
  • Dynix Circulation User’s Guide

c) Authority Files: Obtained from LION who adheres to Library of Congress Subject Headings and Free Floating Subdivisions: An Alphabetical Index.

d) Unique Cataloging Practice

Collection codes and I-types unique to Scranton Library catalog are used in all Dynix records.

LION System Control # is used in 035 MARC field when library does original cataloging of an item. This is an eight digit number beginning with library code (59 for Madison) followed by the 5th – 9th digits from the library bar code.

5) Library Management and Operation Personnel

a) Library Automation System

- Originally chosen by Library Director, Assistant Director (also acting as Project Manager), and Library Board of Directors

- Installation and Maintenance of System – LION

- Onsite Management and Troubleshooting – Assistant Director

- Training – done by LION. Coordinated through Assistant Director

b) Selection of Database Services

Provided through LION, OCLC and vendor subscription. Decision making through Director and Asst. Director.

c) Copy Cataloging

Done by part-time paraprofessional (non-MLS). Began as volunteer and learned on the job. Has been in position for 20 years.

d) New Bib records – Done by Para-cataloger.

e) Database Management – done by LION for consortium

LC records loaded weekly into database. LION searches LC and OCLC for MARC records to add to the catalog. All discrepancies and changes to records must be researched and approved by LION. Training and product updates done by LION.

f) Troubleshooting – System maintenance provided by LION. Daily issues handled by Assistant Director (MLS trained) who acts as Systems Administrator. She will consult LION for assistance if needed.

Impressions

This exercise was most helpful in applying the cataloging basics learned in class. Specifically, it was interesting to see how MARC records are used to not only support the integrity of the catalog, but also to enhance it. Using LC subject headings as links to other sources both on the catalog and online offers increased ease of navigation and access to information. By expanding on this quality, one might even view the library catalog and website as primary search tools.

Therefore, it is clear that accuracy and depth of bib record entries facilitates patron searching. One must adhere to consortium cataloging standards and practices in order to insure this service.

It has been adequate to use a para-cataloger at Scranton Library to achieve the catalog conversion and updating. However with copy cataloging, her function has become automatic and hurried in order to get items into circulation quickly. I wonder, as the IPAC develops and becomes more sophisticated, if a new function will be added to “enhance” records to fuller MARC standards and internet links. I imagine that function to be split between consortium control and onsite librarians. LC and OCLC provide the information. It’s a matter of having available trained staff to perform the function.

In addition, it was quite evident how important training is to the understanding and operation of library automation systems. A distinct advantage of the consortium is that input via committee comes from all libraries. Not only does the consortium approach allow expansion of catalog offerings, it dramatically extends staff assets. Consortia committees share input from all 22 libraries as well as plan for ongoing collective training.

Management support, town and institutional finances, and professional development all play a role in effectively sustaining library missions. As a means towards servicing a client community, MLS training is justified and essential in supporting the library catalog and subsystems as the backbone of the information system.

References

Dynix Corporation. (July 2002). Dynix Cataloging User’s Guide. epixtech, Inc.: Provo, Utah.

Dynix Corporation. (July 2002). Dynix Circulation User’s Guide. epixtech, Inc.: Provo, Utah.

Libraries Online, Inc. website (n.d.). Retrieved November 26, 2005 from

The E.C. Scranton Memorial Library website (last modified 11/25/2005). Retrieved November 21, 2005 from

[1] See Attachment 1

[2] See Attachment 2

[3] see attachment 5

[4] see Attachment 3

[5] see Attachment 4

[6] see Attachment 6