---------- Forwarded message ----------
Date: Thu, 7 Aug 1997 11:22:51 -0400
From: Cecilia Leathem <cleathem@UMIAMI.IR.MIAMI.EDU>
Subject: Re: Classifying periodicals

Hello,
I am responding to the list because I have received several queries
since I initially reported that we are in the process of classifying our
periodical collection.

The decision to classify was not mine; it had been a dream of several of
the Assistant Directors and they finally got up enough steam to get the
project rolling.  I believe some teaching faculty also prefer the classed
arrangement although I have heard some grumbling from those ranks as they
learn that we actually ARE classifying the periodicals and will reshelve
them by call number rather than by by title.  Some faculty prefer
browsing by title.

Some general information: We own 13,782 titles (approx. 4,500 are current)
and 319,990 volumes.  When we decided to classify periodicals we also
needed to conduct a full retrospective conversion project because we had
been generating a computer print-out of our titles and holdings.  We never
had provided full cataloging records for our periodicals. We did, however,
have our union list holdings on OCLC.

 At the start of the project (Jan. 1996), we first added full bib records
from OCLC via a tapeload from our union list activities.  For those titles
not in the union list tapes, we searched OCLC and exported bibliographic
records into our online catalog (Innovative).  Titles were not part of the
union list tapes because 1)they were recent gift collections; 2)they were
"dead" titles still under latest title entry and required multiple
successive title entry records;3)our records were inaccurate.  Generally,
these were dead titles or gifts.

When we added bib records, either via tapelaod or interactive search and
export, we masked the LC (050) or locally-assigned LC (090) class number
in a local field (098).  The patrons could not see this field until we
converted it to an 090 field in our catalog.  We did this so that we could
work on the records and prepare for the classification project.
Catalogers provided class numbers and subject headings for those OCLC bib
records which contained no appropriate classification or subject
information.  These numbered 1281 records, or just under 10% of of the
collection.  In addition, I provided original cataloging for 97 titles
for which no OCLC record was found.  I think the statistics bear out
the tremendous value of the CONSER program; the presence of CONSER records
certainly made our work easier!

Next, students and some support staff created item records for each volume
held by the library.  Students then applied barcodes to all volumes.

We are now at the stage of printing labels for each volume and applying
them.  This has proved to be the trickiest part of the project.  We find
we cannot successfully print all labels for titles with more than 30-40
volumes.  We use III, which gives the choice of either printing one label
at a time, or printing labels for ALL volumes at once.

We find that giving the command to print labels for ALL volumes causes
the printers to overheat if there are more than 40 volumes.
The labels do not feed properly and begin to
slip and the call number with volume and date info. does not print
correctly.  So far, we are printing labels only for those titles with
fewer than 40 volumes. We are still seeking a solution to our problem.

I have some preliminary information on the cost of carrying out the
project.
        $13,782 -@$1.00 per bib record added to our catalog
          5,760 -barcode labels
          4,576 -spine labels
         22,500 -student assistant wages
          1,900 -estimated cost of 2 Okidata 395 Microline printers

Other cost factors to consider include staff hours devoted to the project,
OCLC search costs and miscellaneous costs such as paper supplies.

I hope I have answered your questions but am happy to provide indiviuals
with further information.
Cecilia Leathem

Head, Serials Cataloging Unit
Otto G. Richter Library
University of Miami
P.O. Box 248214
Coral Gables, Fl 33124-0320
cleathem@umiami.ir.miami.edu
Tel: (305) 284-4719
Fax: (305) 665-7352