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Alayne Mundt Sandler, Metadata LibrarianAnne C. Elguindi, Director of Information Delivery Services

American University LibraryManaging the Myth of Shelf-Ready:Creating a Tiered Workflow for Bibliographic Records The LandscapeMerging Acquisitions and Cataloging functions and workflowsContinuous development of new technologies, schemas, and materialsAdministrative pressures: Focus on unique content and digital materialsShelf-ready should go straight to the shelf

Who are we?American University is an independent coeducational institution with 12,705 students enrolled in its 57 bachelors programs; 52 masters programs; nine doctoral programs; and a JD program. The librarys monographic collections include 980,000 books including 701,518 print books. The library subscribes to more than 300 databases, 60,000 on-line periodicals, and 1,000 print periodicals. Regarding shelf-ready services, we have used Blackwell, Coutts, and OCLC services for the past two years.What is Shelf-Ready?Two sides Cataloging and ProcessingCataloging options:Vendor-supplied recordsWorldCat Cataloging Partners (WCP) programLevels of service: Basic, 100%, CustomizedVendor-enhanced WCP recordsProcessing options:Vendor-specific, including spine labels, stamps, bookplates, etc.Challenges of Shelf-ReadyIssues we have had Record quality selection process of WCPRecent unavailability of TOC enhancement of WCPProcessing qualitySystem-wide failure of WCPHigher level of service (100% service) disappointingData issues call numbers for spine labels, for exampleThe realities of outsourcing it requires management and quality controlOverviewPhysical check of books and ProcessingBibliographic dataEncoding levelDatesTitle/Variant titlesCall numbersLocal cataloging practices and other informationName adjustmentsThree Categories of BooksBooks that did not pass the Copy Cataloging checklist and need to be routed to Cataloging for additional work.Books that bypass cataloging but need additional processing, such as new spine labelsBooks that bypass cataloging and need no additional processing, which can go straight to Circulation to be shelved

7Physical check of books/ProcessingCheck for spine label/spine label protectorObvious damage to booksBarcode on bookBookplate/security stripBooks that are Folio sized, have CD-Roms, multiple volumes sent directly to cataloging for additional work.300 field must match preliminary pagination and final page numberDouble check that 852 matches spine label.Instructions for adding holdings/item record

8Encoding LevelBook is sent to Cataloging if record is not Full level (_)Full level input by OCLC participants (I)Core level (4)

9Check publication dateCheck publication or copyright date on T.P. verso against three places in cataloging record:008Date in 050 and/or 090260 $cIf date on book doesnt match in all three places, Receiving Specialist routes book to Cataloging

10Checklist contains screenshots of the date in the 008, T.P. verso as examples of where to look.

050/090If both present, check to see if they are identical. If not, send to Cataloging.

Call number on spine must match call number in holdings exactly.Recent challenges Spine label not always generated from holdings12245 (Title)Names in 245 $c must match names in 7xx exactly.Title on title page must match 245 $a exactly.Variant spellingsNumbersAbbreviationsSymbols such as $ or &, and other symbols that do not need spelled out versions such as exclamation points checklist addresses differences in all of these !, @, #, $, %, &, +If these alternate titles are already in record, no need to route to Cataloging.13Standard Numbers, 260, 6xx020 (last four digits)035 must be preceded by prefix OCoLC260: Name should match title page. Does not need to match exactly (e.g. Pub. vs. Publisher).Books missing 6xx fields are forwarded to Cataloging.

14Local PracticesNational LiteraturesHistorical local practice to reclassify some national literatures. Any book in certain call number ranges is forwarded to Cataloging.Books lacking 505s (TOC information)Books with editor(s) and no 505 field are forwarded to Cataloging (we add this manually).

15Name AdjustmentsCheck to see if name in 245 matches name in 100 or 700 field.Books with 720 are forwarded to Cataloging.Check to see if name in 245 can lay on top of name in 100 or 700 and fit within it without any variations, e.g.:Can bypass Cataloging100: Pogge, Thomas Winfried Menko245: Pogge, Thomas245: Pogge, Thomas W.

16Forwarded to Cataloging for authority work100: Pogge, Thomas Winfried Menko245: Pogge, A. Thomas245: Pogge, Thomas W. M.245: Pogge, Tom *(but not Pogge, Thom)

17BenefitsExpands boundaries of cataloging knowledgeCan show new personnel the why behind good quality control, and they can see their work as valuableAlmost anyone can do this its a checklistOpens up time for cataloging unitThis project cut down the number of books that require an in-depth review by trained Cataloging Specialists by 45%Speeds up time to the shelfThis project took two weeks off of the time between these books coming in the door and going on the shelfConclusionsTalk with your administrators about the need for good cataloging show them concrete examples in your catalog and discovery layers.This is our version of good enough.This allows you to take an active and leading role, presenting administrators with something they want but in a way you are comfortable doing it.

Thank you!Any questions?You can also contact us at mundt@american.edu or elguindi@american.edu.