Cataloging Outsourcing:Cataloging Outsourcing: Berkeley’s East Asian Berkeley’s East Asian Library’s ExperienceLibrary’s Experience

March 24, 2007March 24, 2007Evelyn KuoEvelyn Kuo

East Asian LibraryEast Asian LibraryUniversity of CaliforniaUniversity of California

BerkeleyBerkeley

OutlinesOutlines

Berkeley’s outsourcing rationale and experienceBerkeley’s outsourcing rationale and experience

Kinokuniya’s service for Japanese new acquisitionsKinokuniya’s service for Japanese new acquisitions

Outsourcing services for a Chinese backlog projectOutsourcing services for a Chinese backlog project

Pilot projects for Chinese new acquisitionsPilot projects for Chinese new acquisitions

Brief evaluations of vendors’ servicesBrief evaluations of vendors’ services

Berkeley’s future outsourcing plansBerkeley’s future outsourcing plans

HeadachesHeadachesWhy OutsourcingWhy Outsourcing ? ?

Short-handedShort-handed

Multi-taskingMulti-tasking

MonographsMonographsContinuing resourcesContinuing resources

Rare booksRare booksSpecial collectionsSpecial collections

Multi-media and other non-print materialsMulti-media and other non-print materialsBacklogsBacklogs

GiftsGiftsAuthority workAuthority work

Outsourcing DecisionsOutsourcing Decisions

Is it a temporary or long-term project?Is it a temporary or long-term project?

Focus on backlogs or new acquisitions?Focus on backlogs or new acquisitions?

What are the costs?What are the costs?

Who will manage the process?Who will manage the process?

Which vendor to use?Which vendor to use?

Outsourcing Decisions (2)Outsourcing Decisions (2)

Which formats of materials should be Which formats of materials should be outsourced?outsourced?

Which language of materials to be outsourced?Which language of materials to be outsourced?

What are tasks remained for staff including What are tasks remained for staff including quality control?quality control?

Why Kinokuniya?Why Kinokuniya?

In 2002 Kinokuniya was marketing a In 2002 Kinokuniya was marketing a new cataloging service.new cataloging service.

Berkeley’s Japanese cataloging position was Berkeley’s Japanese cataloging position was vacated at the time and it was difficult to vacated at the time and it was difficult to recruit a qualified Japanese cataloger.recruit a qualified Japanese cataloger.

Kinokuniya has been Berkeley’s major vendor.Kinokuniya has been Berkeley’s major vendor.

Technical IssuesTechnical Issues Kinokuniya catalogs on OCLC using Berkeley’s login codeKinokuniya catalogs on OCLC using Berkeley’s login code

and password, and password, thus award Berkeley credit for creating new thus award Berkeley credit for creating new records. records.

Automated loading of OCLC records into Berkeley’s local Automated loading of OCLC records into Berkeley’s local system and use Berkeley’s order number as a matching system and use Berkeley’s order number as a matching element to overlay order records.element to overlay order records.

It’s a shelf-ready service that include assigning of unique It’s a shelf-ready service that include assigning of unique call numbers, affixing bar-code and spine labels. call numbers, affixing bar-code and spine labels.

Began as a pilot project pending on periodical review.Began as a pilot project pending on periodical review.

Initial Review ProcessInitial Review Process

It took Berkeley a whole year to fine-tune It took Berkeley a whole year to fine-tune Kinokuniya’s cataloging service.Kinokuniya’s cataloging service.

An experienced library assistant was assigned to An experienced library assistant was assigned to review every Kinokuniya record for the first six review every Kinokuniya record for the first six months. For the second six months only word months. For the second six months only word division and field 440, 490 were reviewed.division and field 440, 490 were reviewed.

Mistakes or local specifications were communicated Mistakes or local specifications were communicated via e-mail. Sometimes phone calls were necessary. via e-mail. Sometimes phone calls were necessary.

Some NotesSome Notes

The cataloging is done for new monographs only.The cataloging is done for new monographs only.

A vendor code “K” is added in field 590, subfield $a A vendor code “K” is added in field 590, subfield $a indicating the record is created by Kinokuniya. indicating the record is created by Kinokuniya.

Copy Cataloging:Copy Cataloging: For matched titles, a printout is inserted in the book For matched titles, a printout is inserted in the book

without any further action. Bar-code and spine label can without any further action. Bar-code and spine label can be done for a small fee. The average matching rate is 16%. be done for a small fee. The average matching rate is 16%.

Original Cataloging:Original Cataloging: 60% were from scratch and 40% were enhanced60% were from scratch and 40% were enhanced recordsrecords

from Waseda University’s recordsfrom Waseda University’s records

Kinikuniya’s PerformanceKinikuniya’s Performance

Year Original Hit Total% of

OriginalTotal

purchasePercentageout-sourced

2002/03 1,381 244 1,625 85% 5,021 32%

2003/04 1,180 238 1,418 83% 3,259 44%

2004/05 1,241 315 1,556 80% 3,749 42%

2005/06 1,540 184 1,724 89% 3,060 56%

2006 Jun-Dec. 593 104 697 85% 2,050 43%

             

Total 5,935 1,085 7,020 84% 17,139 43.5%

Kinokuniy’sKinokuniy’sValue and QualityValue and Quality

Berkeley’s annual budget for Kinokuniya service is Berkeley’s annual budget for Kinokuniya service is about $50,000 which is an equivalent of a low level about $50,000 which is an equivalent of a low level cataloging librarian’s salary not counting benefitscataloging librarian’s salary not counting benefits

About 50% of Berkeley’s purchase from About 50% of Berkeley’s purchase from Kinokuniya came shelf-ready.Kinokuniya came shelf-ready.

Kinokuniya’s cataloging records are highly Kinokuniya’s cataloging records are highly satisfactory.satisfactory.

Negative SidesNegative Sides

The drawback has been long turn around time The drawback has been long turn around time for some months.for some months.

The downside of outsourcing is the authority The downside of outsourcing is the authority work remained to be performed by library work remained to be performed by library staff. staff.

Kinokuniya’s Future ServicesKinokuniya’s Future Services Berkeley considers Kinokuniya cataloging Berkeley considers Kinokuniya cataloging

staff are well trained after the initial year staff are well trained after the initial year and offers an excellent service at a and offers an excellent service at a reasonable cost.reasonable cost.

Other libraries’ participations will boost the Other libraries’ participations will boost the matching record rate. matching record rate.

Kinokuniya expressed interest in Kinokuniya expressed interest in performing authority work if training is performing authority work if training is made available. made available.

CJK ProjectsCJK Projects

In 2005, Berkeley’s East Asian Library was In 2005, Berkeley’s East Asian Library was awarded close to a quarter million dollars for awarded close to a quarter million dollars for six CJK cataloging projects simultaneously for six CJK cataloging projects simultaneously for two years. two years.

One of the projects was CJK backlog project One of the projects was CJK backlog project for about 4,000 titles. Due to limited for about 4,000 titles. Due to limited cataloging staff, outsourcing was the only cataloging staff, outsourcing was the only viable option.viable option.

CJK Backlog ProjectCJK Backlog Project

Berkeley spent four years in retro-conversion Berkeley spent four years in retro-conversion project for CJK titles. Most cataloging staff project for CJK titles. Most cataloging staff were involved in the recon projects. As the were involved in the recon projects. As the result, some CJK backlogs were built up.result, some CJK backlogs were built up.

CJKat Company offered to catalog CJK titles CJKat Company offered to catalog CJK titles

within an acceptable time frame. within an acceptable time frame.

Backlog SolutionBacklog Solution

A test run of 100 CJK monographs were sent to A test run of 100 CJK monographs were sent to CJKat cataloging services.CJKat cataloging services.

Berkeley’s EAL staff evaluated CJKat’s returned Berkeley’s EAL staff evaluated CJKat’s returned cataloging records and found the best records were cataloging records and found the best records were Chinese cataloging. A decision was made to retain Chinese cataloging. A decision was made to retain CJKat service for Chinese monograph backlog only, CJKat service for Chinese monograph backlog only, but to hire temporary staff to catalog Japanese and but to hire temporary staff to catalog Japanese and Korean backlogs including serials recons. Korean backlogs including serials recons.

CJKat’s Quality and ValueCJKat’s Quality and Value

CJKat provided a shelf-ready service for close CJKat provided a shelf-ready service for close to 2,000 Chinese backlog titles. to 2,000 Chinese backlog titles.

All works were done by experienced All works were done by experienced catalogers in US.catalogers in US.

The cost was very reasonable for a US The cost was very reasonable for a US company.company.

CJKat’s Value and Quality (2)CJKat’s Value and Quality (2) CJKat records were randomly reviewed. In general EAL CJKat records were randomly reviewed. In general EAL

was satisfied with CJKat’s Chinese cataloging. was satisfied with CJKat’s Chinese cataloging. Books were shipped to CJKat with insurance. At the end of Books were shipped to CJKat with insurance. At the end of

the project, all books were returned safely.the project, all books were returned safely.

The backlog project was completed within 10 months.The backlog project was completed within 10 months.

CJKat contact CJKat contact Mr. Edwin Yu e-mail: info@cjkat.comMr. Edwin Yu e-mail: info@cjkat.com

Catalog Service for Chinese new Catalog Service for Chinese new AcquisitionsAcquisitions

The impetus for Berkley to consider outsourcing The impetus for Berkley to consider outsourcing cataloging for Chinese new acquisitions was cataloging for Chinese new acquisitions was during the void when a Chinese cataloging during the void when a Chinese cataloging librarian position was vacated in 2006. It usually librarian position was vacated in 2006. It usually takes about a year or even longer to recruit a new takes about a year or even longer to recruit a new staff. staff.

The immediate relief would be to outsource new The immediate relief would be to outsource new acquisitions.acquisitions.

Acquisitions and VendorsAcquisitions and Vendors

Berkeley acquires Chinese materials from a Berkeley acquires Chinese materials from a dozen vendors in China. Most are dozen vendors in China. Most are concentrated in Beijing and Shanghai in concentrated in Beijing and Shanghai in addition to Taiwan, Hong Kong and addition to Taiwan, Hong Kong and Singapore. Many vendors offer cataloging and Singapore. Many vendors offer cataloging and processing services for a fee. processing services for a fee.

Pilot Project Pilot Project

Funding was made available to implement a Funding was made available to implement a pilot project for outsourcing cataloging for pilot project for outsourcing cataloging for Chinese new acquisitions.Chinese new acquisitions.

The initial plan was to select one vendor in The initial plan was to select one vendor in Beijing and one vendor in Shanghai as Beijing and one vendor in Shanghai as outsourcing partners for cataloging new orders.outsourcing partners for cataloging new orders.

Pilot Project (2)Pilot Project (2)

For business reason, Beijing vendors refused to For business reason, Beijing vendors refused to send Berkeley’s orders to assigned vendor as send Berkeley’s orders to assigned vendor as requested. Shanghai vendors were willing to requested. Shanghai vendors were willing to cooperate in this regard.cooperate in this regard.

An alternative plan was in placed to use two An alternative plan was in placed to use two vendors in Beijing and to engage the Shanghai vendors in Beijing and to engage the Shanghai Library to take care of Shanghai orders.Library to take care of Shanghai orders.

Pilot VendorsPilot Vendors

In BeijingIn Beijing 11. China National Publishing Industry Trading . China National Publishing Industry Trading Corporation (CNPITC) Corporation (CNPITC) 中国出版对外贸易总公司中国出版对外贸易总公司 2. China International Book Trading Corporation 2. China International Book Trading Corporation (CIBTC) (CIBTC) 中国国际图书贸易公司中国国际图书贸易公司

In ShanghaiIn Shanghai 3. The Shanghai Library. 3. The Shanghai Library.

It’s a pilot project, so no contract or deep negotiation was It’s a pilot project, so no contract or deep negotiation was done.done.

CNPITCCNPITC Cataloging Services Cataloging Services

CNPITC was selected because it is the major CNPITC was selected because it is the major vendor for Berkeley’s Chinese materials.vendor for Berkeley’s Chinese materials.

LC is using CNPITC’s acquisition services.LC is using CNPITC’s acquisition services.

CNPITC contact:CNPITC contact: Ms. Zhang Ying Ms. Zhang Ying zhangying@cnpitc.com.cn zhangying@cnpitc.com.cn

Quality and Value of CNPITCQuality and Value of CNPITC Cataloging records were promptly delivered with each new order. Cataloging records were promptly delivered with each new order.

Five orders were received so far.Five orders were received so far.

In general, cataloging quality is good except names and subjects are In general, cataloging quality is good except names and subjects are not always thoroughly checked. As the result, vendor was asked to not always thoroughly checked. As the result, vendor was asked to use K for Encoding level that will be changed after a review is use K for Encoding level that will be changed after a review is done. done.

The cost is acceptable.The cost is acceptable.

CIBTCCIBTC Cataloging ServicesCataloging Services

The reason for selecting CIBTC to do a pilot project The reason for selecting CIBTC to do a pilot project is because CIBTC’s records are reviewed by a US is because CIBTC’s records are reviewed by a US cataloging librarian. cataloging librarian.

CIBTC’s has a dozen catalogers who were trained CIBTC’s has a dozen catalogers who were trained by the National Library of China and a US librarian.by the National Library of China and a US librarian.

Original records were created by CIBTC staff in Original records were created by CIBTC staff in Beijing then reviewed by staff of National Library Beijing then reviewed by staff of National Library of China. A US librarian does a final check for call of China. A US librarian does a final check for call numbers, author and subject headings. numbers, author and subject headings.

CIBTC’s Value and Quality CIBTC’s Value and Quality Cataloging records are very good. Names and subjects areCataloging records are very good. Names and subjects are thoroughly checked. Two to three subject headings are thoroughly checked. Two to three subject headings are

provided. provided.

Duplicated records were created due to multi-step Duplicated records were created due to multi-step checking and a lack of final dup check. checking and a lack of final dup check.

The cost is higher.The cost is higher.

Contact Contact Ms. Wong Tong tsg@mail.cibtc.com.cnMs. Wong Tong tsg@mail.cibtc.com.cn

The Shanghai Library’s Outsourcing The Shanghai Library’s Outsourcing ServicesServices

Doing cataloging for Singapore National Doing cataloging for Singapore National Library from July, 2004.Library from July, 2004.

Doing cataloging for the National Library of Doing cataloging for the National Library of Australia from Aug., 2006.Australia from Aug., 2006.

Doing cataloging for BerkeleyDoing cataloging for Berkeley via OCLC from via OCLC from summer 2006.summer 2006.

Shanghai’s ProjectShanghai’s Project In addition to catalog vendor’s new books, Shanghai In addition to catalog vendor’s new books, Shanghai

Library also offered to catalog in-house items.Library also offered to catalog in-house items.

For a test run, a list of 200 titles with ISBN, order For a test run, a list of 200 titles with ISBN, order number and Chinese titles was sent to the Shanghai number and Chinese titles was sent to the Shanghai Library via e-mail. 134 original records were created Library via e-mail. 134 original records were created form the list. form the list.

A total of 600 titles were cataloged by the Shanghai A total of 600 titles were cataloged by the Shanghai Library so far including three new orders from Library so far including three new orders from Shanghai vendors. Shanghai vendors.

Shanghai Library’s Quality and Shanghai Library’s Quality and ValueValue

Cataloging quality is very satisfactory.Cataloging quality is very satisfactory.

The cost is the lowest.The cost is the lowest.

The only drawback is the turn around time is not very The only drawback is the turn around time is not very consistent.consistent.

Willing to catalog other vendors’ books. Willing to catalog other vendors’ books.

Shanghai Library’s contactShanghai Library’s contact Mr. Luen JiMr. Luen Ji leji@libnet.sh.cnleji@libnet.sh.cn

Future Vendor RecordsFuture Vendor Records Has cataloging outsourcing been a viable optionHas cataloging outsourcing been a viable option for CJK materials?for CJK materials? It has been a positive experience for Berkeley.It has been a positive experience for Berkeley.

What are the future prospects for vendor’s records and is it possible to What are the future prospects for vendor’s records and is it possible to have cataloging records shipped with new books at an affordable cost?have cataloging records shipped with new books at an affordable cost?

The answer is yes but we need LC’s leadership in guiding this The answer is yes but we need LC’s leadership in guiding this national project by providing training for vendors in China. Once national project by providing training for vendors in China. Once quality records are available on OCLC, libraries can update holding quality records are available on OCLC, libraries can update holding themselves or pay a fee for OCLC to add holdings. themselves or pay a fee for OCLC to add holdings.

LC’s LeadershipLC’s Leadership

LC’s support is important in making this happens. LC’s support is important in making this happens. Please send your support messages to Beatrice Ohta Please send your support messages to Beatrice Ohta

at at Boht@loc.gov

Under Control with OutsourcingUnder Control with Outsourcing

Thank you!Thank you!