Transcript content.ppt

From Lai’s to LC : an account of
experience on HKU Libraries’
reclassification exercises
Annabelle Pau & Peter Sidorko
Part 1
Reclassification at HKU Libraries
The why?
The previous practice
HKU Libraries:
＊DDC
＊Others:






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Moys for Law;
Black for Dentistry;
Sequential numbers for microform;
Degree code for HKU theses;
Cutter system for HK gov doc,
In-house classification schemes.
The previous practice
Fung Ping Shan Library:
＊Lai Yung Xiang (Modified);
＊Modified DDC;
＊Doo Ding U Classification Scheme;
＊Sequential number for microform, etc
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The why?
International standard for classification
Collocation of materials
Saving on Resources
Conforming with local libraries
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Reclassification
Initial high cost
Long-term savings through
shared cataloging (OCLC, etc.)
Cost for reclassification not applicable
Long-term operating cost due to the
need to create own class numbers and
the need to maintain the FPSL
Classification
Integrated approach
Fragmented approach in a hybrid
system mixing Lai and DDC
Cataloguers need to be trained in
using only one system
Cataloguers need to be trained in
using different systems
Facilitates integrated indexing
and OPAC display of call
numbers
Enables cross-collection search
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Status Quo
Chinese
Library
(CLC)
Dewey
Decimal
(DDC)
Lai Yung
Xiang (LYX)
Library of
Congress
(LCC)
Responsible
agency
National
Library of
China
(PRC)
OCLC/Forest
Press
Lai Yung Xiang Library of
National
Congress
Central
Classification
Library, Taiwan
Revision
Every 2-3
years
Continuous
(electronic)
Every 10
years (print)
Irregular
Continuous
(electronic)
Irregular
(print)
Orientation
Academic
and public
libraries
Public &
school
libraries
CJK
Academic/res
earch
libraries
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Chinese
Library
(CLC)
Scope Chinese
language
material
(detailed
provision for
Chinese
History,
literature,
philosophy).
Bias
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Chinese/
Marxist
Dewey Decimal
(DDC)
Lai Yung
Xiang
(LYX)
Library of
Congress (LCC)
Universal scope
Inadequate
provision for
Chinese history,
literature,
philosophy.
Chinese
language
material
(detailed
provision for
Chinese
History,
literature,
philosophy).
Universal scope
Inadequate
provision for
Chinese
philosophy
Detailed
provision for
Chinese literature
and history.
Some American
bias (being
gradually removed)
Asian
American bias in
social sciences
Chinese
Library
(CLC)
Use
China
Dewey
Decimal
(DDC)
Global
CALIS (based OCLC
Network/
Outsourcing on CN MARC;
80% hit rate for
new
acquisitions)
Lai Yung
Xiang
(LYX)
Library of
Congress (LCC)
Chinese
language
collections in
Taiwan
Majority of
academic
libraries in US,
Asian collections
in US and Others
Taiwan
National
Central
Library
network (based
OCLC (based on
on Chinese MARC;
20% hit rate for
new acquisitions)
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MARC 21; 20% hit
rate for new
acquisitions)
Views of cataloguing staff
“The general sentiment … was that the
current FPS Classification Scheme, being a
hybrid and mixture of elements from several
schemes, is difficult to apply and often results
in a great deal of inconsistency in application.
There was a general agreement that the
current status cannot continue.”
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Views of FPSL cataloguing staff
Among the existing classification schemes*,
which do you consider the most
appropriate for FPSL?
＊1st choice: Library of Congress Classification (12)
＊2nd choice: Lai Yung Xiang (23)
＊3rd Choice: Chinese Library Classification (30)
* DDC scheme was ruled out because of its extremely inadequate
treatment of Chinese language materials
** lowest scores indicate top choice
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Views of Cataloguing Department
If FPSL decide to adopt another
classification, should the rest of the
University Libraries also change?
＊Re-classifying to achieve uniformity: 11
＊Maintaining separate classifications: 3
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Views of Dept/Section Heads
(Main Library and Branches)
If FPSL decide to adopt another
classification, should the rest of the
University Libraries also change?
＊Re-classifying to achieve uniformity: 6
＊Maintaining separate classifications: 3
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Decisions
Given the current situation and condition of classification in the
FPSL, it would be in the best interest of the Library to reclassify
its collection.
In spite of its imperfections and bias, the Library of Congress
Classification emerges as the top candidate to replace the FPSL
Classification Scheme.
While, in principle, the staff favors a unified approach to
classification for the entire library system, should the issue of reclassifying the rest of the library come up in the future, it should
be carefully re-examined in view of the FPSL experiences and any
new developments in bibliographic control and technology and
take into consideration users’ reactions to the prospect of reclassifying the entire collections at the point of decision making.
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Part 2
Reclassification at HKU Libraries
The how?
FPS re-labeling project
Result of consultants’ recommendations
Special committee formed in 2002 for the implementation of
the project
After considering various factors, it was decided that:
＊ Reclassification of FPS materials started with the re-labeling of items of
which LC numbers can be downloaded from external sources
＊ Materials in closed stack and remote storage were given lowest priority in
re-class.
＊ All items required manual re-class remained un-touch until all items with
LC numbers downloaded were done.
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Project progress
Project became Operational Priority 4.1 after the 2004
annual library retreat with the setting up of project team
Large scale de-selecting and relocating exercise was carried
out prior to start of project because:
＊No decanting areas for the re-labeled materials.
＊ less used FPS materials have to be relocated to vacate shelf
space for subsequent reshuffle of shelving for the re-labeled
materials.
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Project scope
159,730 items with LC numbers downloaded were waiting to be
re-labeled on 5/F & 6/F of the FPS library when the project
officially kicked off in September 2004
These items included:
＊FPS general collection
＊FPS Large Book
＊FPS Large Reference
＊FPS Taiwan Collection
＊FPS Reference Collection
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Logistics planning
Factors which affected logistics plan and work flow of the relabeling project:
＊Space available
＊Human factors
» labor available
» people’s prefer way of operation - smooth workflow enable
efficient productivity in a labor-intensive work
environment
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Space available
No extra floor space can be used as decanting areas for the
re-labeled materials
Workflow designed must ensure the least moving around of
items for the convinence of users, helpers and shelvers
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Work area of the Re-labeling team
Labor available
When project team set up we hired 3 temporary helpers
specifically for the project
Retrieval and re-labeling of items – mainly 3 helpers
Re-shelving, compacting and shuffling of re-labeled
materials – relies on Access Services Department colleagues
Design of workflow need to consider reducing any
duplication of retrieving & re-shelving efforts of the 3 relabeling helpers and ASD colleagues
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Logistics
Re-labeling team decided that basic logistics for relabeling to
be:
＊ Items came off shelves in Lai’s
＊ Items went back to shelves in LC
Former Systems Analysis, Mr. William Ko, first retrieved
from INNOPAC all items that got LC numbers downloaded
Sort them in alphabetical sequence and transformed to
EXCEL format
ALL A class items finished re-labeling before moving onto B
class and so on and so forth.
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•Each LC class were again sorted in original Lai’s sequence
within each EXCEL files before label printing
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•Facilitate re-labeling helpers to retrieve items from shelves
efficiently which was arranged in original Lai’s sequence
before any re-labeling done
With very large LC
class such as P
class (50387 items
in total) – more
analysis within each
sub class e.g. from
P, PA to PZ need to
be done in order to
enable ASD
colleagues to have
a clearer idea on
what to expect in
shelving and
reshuffle of items
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•Large .txt files contained original barcode range 3 helpers
being assigned each day which were converted to text
format
•Small .txt file contained the re-labeled item barcodes
scanned by helpers each day
•Every day scanned barcode from the 3 helpers will be
saved as .txt file and merged together as one file called
SMALL.TXT with date as file name
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•Original barcode range assigned to them were converted
and named LARGE.TXT again with date stamped
•Script which William put on INNOPAC compared the two .txt
files and identified those missing or out on loan items on
INNOPAC needed re-labeling
•Script marked those items identified in LARGE.txt but not in
SMALL.txt on INNOPAC item message field to alert ASD
colleagues about any missing or returned items to be
returned to re-labeling team
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•Script also replaced ORIGINAL Lai’s number with LC in call
number field with item barcode found in both large and
small.txt
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•Items not found on shelves and scanned by re-labeling
helpers (e.g. those out on loan or missing) but contained in
the original EXCEL files (LARGE.txt) will then be marked
with an item message “Return to Annabelle” by the script –
items would be shipped for re-labeling upon its returning to
library
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These item messages would then be
removed or leave blank by the script
on INNOPAC after label changed and
barcode scanned as .txt files.
Statistics
Statistics of FPS items when project team disbanded on
15th of November 2005
＊ 155,528 FPS items relabeled since project started September 2004 –
an average of 3500 items being re-labeled on a 5 days working week
basis in not more than a year
＊ 1, 887 FPS items NOT on loan NOR can be found on shelves
(missing?)
＊ 895 FPS items with NO barcodes i.e. title & call nos. found on spine
labels and on INNOPAC but no barcodes were being supplied in the
barcode field of the III item records
＊ 36,027 titles or 43,236 volumes of FPS items needed manual re-class
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Recommendations on follow up actions:
For the 1,887 items in category C were to declare missing after
searching done
＊ ASD colleagues searched if items really missing
＊ If confirmed – considered whether replacements are necessary
＊ If not replacing – TS colleagues need to remove/suppress
bibliographical records from OPAC so as not to confuse users
For the 895 items without barcode
＊ Replace the barcode on items
＊ Update the records on INNOPAC
＊ Recommend to be followed up by TS.
For the 1,036 items out on loan – either:
＊ To call back all 1036 items for re-labeling OR
＊ To re-label each one as they come back each day if they can’t be back
before re-labeling team disband
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Achievements:
Thorough stock take of CJK materials
Relegate of less used materials
Great uniformity of the CJK collections
An easier classification systems for users
Re-labeling project finished way ahead of the original estimated time because of
faster processing speed (In the original project plan it was estimated each day 7
trolleys of books were being done i.e. @90 books x 7 = 630 books)
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