-----(1)

>From button@LIBRARY.UMASS.EDU Tue Oct  6 08:46:37 1998
Date: Tue, 6 Oct 1998 07:16:29 -0400
From: button@LIBRARY.UMASS.EDU
Subject: Re: Killing the Kardex (Susan Scheiberg)

Susan:

As regards your question about converting from a manual to an automated
serials checkin system,  the way we did that at the University of Massachusetts
Amherst was by frequency of publication.  We had a union list database in
addition to our kardex.  From the union list we were able to generate titles
by frequency of publication.  So, we converted the most weekly publications
first and worked back from there.  We had appx. 13,000 currently received
serials at the time and we had probably 4-5 full time staff working on it
at a time.  It took us 9 months to complete, but we had projected it would
take a year.  So, if you can get that type of information about your serials,
its one method to consider

Leslie Button
Head, Serials Section
Univ. of Massachusetts Library
Amherst, MA  01003
button@library.umass.edu

-----(2)
>From sdclar@janus.swem.wm.edu Tue Oct  6 08:46:37 1998
Date: Tue, 6 Oct 1998 08:42:54 -0500
From: Stephen Clark <sdclar@janus.swem.wm.edu>
Subject: Re: Killing the Kardex (Susan Scheiberg)

Susan,

    We, too, are a SIRSI site and we converted our automated check-ins about 3
years ago.  We actually had SIRSI build dummy serials control records for us,
but we needed to go into each control record and adjust the pattern as well as
create check-in records.

    Originally, we started out working with titles having the greatest
frequency (weeklies).  As it ended up, we actually worked with titles as they
came in, but concentrating on titles with the greatest frequency and those
which were Reference items.  Working directly with the issues was the best way
for us to set up good patterns for check-in.

    Of course, we had a number of people who dropped other duties to work on
this project.  There was a backlog, but not really as large as we feared there
would be.

    The last type of material which we tackled was newspapers.

    We also have made the decision to record microform holdings on the record
for paper records, so we have a bib. record in the shadow catalog for titles in
microforms.  On these records, we have our serials controls, check-in records,
and order records.  Upon check-in of these formats, the reels and/or fiche go
to a serials database maintenance unit responsible for labelling and updating
the holdings.

    Presently, we are in the process of dismantling our kardex and filing the
old kardex cards in file boxes for at least 5 years (the point at which the
auditors will allow us to dispose of records).  We may even keep them for
longer just for sentimental reasons.

    Good luck with your project.

Stephen Clark

> ---------- Forwarded message ----------
> Date: Mon, 5 Oct 1998 14:53:47 -0700
> From: Susan Scheiberg <scheiber@USC.EDU>
> Subject: killing the Kardex
>
> Hello--
>
> I am *a* new serials librarian, and *the* new serials librarian here at USC
> and I am hoping to take advantage of your collective wisdom.  As a bit of
> background, we use SIRSI are our ILS, and we have about 16,000 current
> subscriptions.  Although we have been up on Sirsi for about two years, for
> various reasons we have not fully automated our serials operation, and the
> majority of our current subscriptions are received and processed via the
> Kardex.  My first task here (and I have a short time frame in which to
> accomplish it) is to make the switch from the Kardex to Sirsi.  We will
> have basic serials control records loaded by the end of the week (we
> commisioned an advanced computer science class to load the records), but
> needless to say, they will need a lot of "tweaking" to be correct.
>
> This said, I was hoping that those of you who have been through this
> process (and I imagine it is most of you!) would have some advice for me on
> how to accomplish this task in as sane a manner as possible.  It's an
> overwhelming prospect, and one that my staff are not looking forward to at
> all.
>
> Thanking you in advance,
>
> Susan
>
> Susan Scheiberg
> Team Leader, Serials Acquisitions (aka Serials Librarian)
> Doheny Library G24A
> University of Southern California
> Los Angeles, CA 90089-0182
> Telephone: (213)740-7355
> FAX: (213)740-0959
> E-mail:  scheiber@usc.edu

--
Stephen D. Clark                             phone:  757-221-3107
Acquisitions Librarian                       fax:    757-221-2635
Earl Gregg Swem Library                 e-mail:  sdclar@mail.swem.wm.edu
P.O. Box 8794
Williamsburg, VA  23187-8794