Action Plan: Burke Library Offsite Storage Project
4/23/2007
1st update 7/16/2007
2nd update 8/23/2007
3rd update 1/16/2008
4th update 7/16/2008
Final update 8/26/2008
Primary goal: Identify material in Burke Library collections to recon and transfer offsite in order to improve bibliographic access and create growth space.
History: Burke Library has transferred books from the stacks to the ReCAP facility since 2005. By December 2006, the library had executed several phases of offsite barcoding and moved more than 120,000 objects to ReCAP. The Offsite Storage Project was initiated in December 2006 to focus on retrospective conversion and transfer of items to ReCAP.
By December 2007, the Offsite Storage Project had moved more than 150,000 items to ReCAP and was nearing its quota of 160,000 ReCAP accessions. The project’s main focus shifted from moving large quantities of material offsite to completing recon in the Union Stacks.
In 2008 the project team conducted a comprehensive recon project in the Union Stacks. All the monographs on S3 were checked for barcodes. Books without barcodes were pulled for copy or original cataloging. Approximately 2,250 serial titles without barcodes were left on the shelves, but their locations were noted for a future serials cataloging project. A relatively small number of items (5000-6000) were transferred to ReCAP after being cataloged; the remainder of the items were returned to the Union Stacks.
Progress of the project is monitored with statistics. Record manipulation and creation are counted by adding tags to bibliographic records. Offsite accession statistics are provided by ReCAP. Project statistics are compiled and maintained in a spreadsheet.
This document will summarize the work done through August 2008 and identify what work remains to be completed.
a) Transfer 80,000 volumes from the Union Stacks collection to the ReCAP facility
Goal: To create enough space to re-shift Burke Library stacks and allow for future growth.
Process: Remove single volume monographs using smart barcodes; remove multi-volume sets and serials using report print-outs.
Labor: Zack Lane, Misha Harnick and GAs.
***Completed August 2006***
b) Recon and transfer of leftover Union Stacks volumes in 290 boxes on L2
Goal: Recon and transfer material offsite to reclaim space for patron use.
Process: Materials were identified in the stacks and boxed by GAs. Items were checked against holdings in CLIO. MFHD addition, unsuppression, copy and original cataloging were necessary.
Labor: Lia Contursi, Zack Lane, Patrick Helikson and GAs.
***Completed July 2007***
c) Finish recon of all problematic monographs in the Union Stacks collection
Goal: Provide complete bibliographic access to Burke Library’s circulating collection and create more space in the stacks.
Process: Monographic materials will be identified and removed by GAs. Items must be checked against holdings in CLIO. MFHD addition, unsuppression, copy and original cataloging will be necessary. The scope is estimated to be 10,000 monographs; based on statistics, 600 of these items will need original cataloging.
Update: GAs finished a complete scan of the Union Stacks in mid July 2007. Becky, Jackie, and GAs finished copy cataloging what they could find in OCLC by the end of August. Volumes needing original cataloging have been processed for Book in Hand and will be sent to BIH by Michael Boddy at the rate of two boxes per month. Currently there are 16 boxes of volumes for BIH. There are also 7 boxes of pamphlet material that can be sent to Rick Block over time for his interns to catalog.
Labor: Lia Contursi, Zack Lane, Becky Dean, Patrick Helikson, Jackie Parascandola, and GAs.
***Completed August 2008*** (recon and copy cataloging; remaining monographs requiring original cataloging will be transferred to BIH or Rick Block.)
d) Serials identification in the Union Stacks
Goal: To identify the location and condition of serials in the Union Stacks for processing in the future.
Process: Most serials in the Union Stacks do not have barcodes. Serials are beyond the scope of this project, but GAs are keeping track of the call numbers, titles, scope, and condition of serials in the Union Stacks as they perform recon. This information is recorded in an Excel spreadsheet and an original paper copy. Collecting this information is critical to an efficient future serials recon project. The final count on serials without barcodes in the Union Stacks is approximately 2,250 titles.
Labor: GAs
***Completed July 2008***
e) Transfer of entire MRL monograph collection to ReCAP
Goal: To completely empty the James Chapel Tower space of CUL volumes in preparation for turnover to UTS, December 2008.
Process: Remove single volume monographs using smart barcodes; remove multi-volume sets and serials using report print-outs.
Labor: Zack Lane, Misha Harnick and GAs
***Completed May 2006***
f) Finish recon and transfer of all problematic MRL collection materials
Goal: To completely empty the James Chapel Tower space of CUL volumes in preparation for turnover to UTS, December 2008.
Process: Leftover materials did not receive smart barcodes. Items must be checked against holdings in CLIO. MFHD addition, unsuppression, copy and original cataloging will be necessary.
Labor: Lia Contursi, Zack Lane, Jackie Parascandola, Patrick Helikson and GAs
***Completed February 2008*** (except 4 boxes of volumes needing original cataloging. These will be sent to BIH first and are in addition to the 16 boxes of Union Stacks monographs for BIH.)
g) Apply smart barcodes to Union Stacks Pamphlet collection
Goal: To send 18,000 objects from the special collection to ReCAP and identify problematic material.
Process: Match smart barcodes to objects and rehouse for transfer offsite.
Labor: GAs
***Completed July 2007***
h) Finish recon and transfer of problematic items in the Union Stacks Pamphlet collection
Goal: To create CLIO records for all remaining pamphlets in Burke’s special collection and send the pamphlets to ReCAP.
Process: Problematic material set aside during smart-barcoding will be reconned by GAs. Items needing original cataloging will be rehoused and returned to Room 703; cataloged pamphlets will be transferred to ReCAP.
Labor: GAs and interns
***Completed March 2008***
i) Identify and process pamphlets needing original cataloging in the Union Stacks Pamphlet collection
Goal: To remove reprints and extracts from the remaining pamphlets and organize pamphlets needing original cataloging for bulk transfer to ReCAP.
Process: GAs will pull all reprints and extracts from the uncataloged pamphlets for withdrawal. The remaining pamphlets will be organized by call number in Hollinger boxes and sent to ReCAP in bulk. Individual boxes can be recalled to UTS by searching for keyword “UTS backlog” in Voyager.
Labor: Becky Dean and GAs
***Completed April 2008***
j) Finish processing and transfer volumes shelved along wall behind boxes on S2 to ReCAP
Goal: Finish processing serials staged on L2 to reclaim space for patron use.
Process: Coordinate with Renata Karr and Audrey Ross at SPS to complete processing of serial reports.
Labor: Zack Lane, Audrey Ross and Renata Karr
***Completed: March 2007***
k) Finish processing and transfer volumes shelved along wall on LB (Library Basement)
Goal: Finish processing left-behind Phase I serials staged on LB to reclaim work space.
Process: Inspect holdings records and provide offsite barcodes for transfer offsite. Titles needing cataloging attention will be routed to Renata Karr and Audrey Ross in SPS. Since the project is focused on monographs, SPS has agreed to assist with high-priority serials.
Labor: Zack Lane, GAs, Renata Karr and Audrey Ross
***Completed May 2007***
l) Use CU8 barcodes to transfer bulk unprocessed material offsite
Goal: To clear space on L5 for use by Offsite Storage Project team.
Process: Send 15 boxes of pamphlets from the Union Stacks. Process will require instruction from Misha Harnick. Provide consultation and support for bulk transfer of incoming archival materials.
Labor: Zack Lane, Misha Harnick and GAs
***Completed July 2007***
m) ReCAP-related preservation work – fragile folio volumes
Goal: To accommodate fragile oversize volumes into the ReCAP project.
Process: Fewer than fifty oversize folios need preservation treatment before transfer. After consulting with Alexis Hagadorn about the feasibility of wrapping these damaged items in paper and string, Becky and Michael have settled on ordering preservation enclosures for them. Currently one box of oversize volumes is with Freddy Claudio at Butler awaiting preservation boxes from Ocker & Trapp. About 30 volumes on L5 still need to have boxes made. There is some question about whether the Burke binding/rehousing budget can absorb this cost.
Labor: Zack Lane, Becky Dean, Michael Boddy and GAs
Expected completion: August 2008 (for books already sent to Freddy Claudio; the remaining books may need to wait for boxes until there is extra money in the binding budget. As of August 2008 the first shipment of books has not come back to Burke.)
n) ReCAP-related preservation work – damaged items in the Union Stacks
Goal: To send offsite or rehouse damaged items in the Union Stacks.
Process: GAs are pulling extremely damaged items as they work through the Union Stacks. Many of these damaged items are pamphlets in the Union Stacks collection or single issues of serials. Damaged pamphlets and monographs will be copy cataloged and sent to ReCAP in fragile housing. Serials will be identified, rehoused, and returned to the stacks. Only unbound, single issues of serials will be processed; long runs of serials in non-archival boxes will not be rehoused at this time.
Labor: Becky Dean, Patrick Helikson, Jackie Parascandola and GAs
***Completed August 2008***
o) Recon and transfer pockets of problematic material in LB storage room and Deck 20
Goal: To recon and transfer approximately 60 boxes of Union Stacks material in the LB storage room and Deck 20.
Process: Items in the boxes must be checked against holdings in CLIO. MFHD addition, unsuppression, copy and original cataloging will be necessary.
Labor: Zack Lane and Patrick Helikson
***Completed September 2007***
p) Catalog serials from the MRL collection
Goal: To catalog and transfer the remaining serials from the MRL collection.
Process: Copycataloging has been done in-house and routed to SPS for review. Original cataloging is routed to SPS for completion.
Labor: Zack Lane and SPS
***Completed March 2008***
q) Catalog serials in boxes on L5
Goal: To catalog and send offsite serials stored on L5 which were pulled from the Union Stacks early in the Offsite Storage Project.
Process: Boxes of serials are routed to SPS for copy cataloging and returned to Burke for item records and fragile processing. The Offsite Storage Project team sent offsite 25 boxes of serials.
Labor: Becky Dean, Audrey Ross, Robert Rendell, and GAs
***Completed June 2008***
r) Withdraw multiple copies from the Union Stacks
Goal: To create space in the Union Stacks by withdrawing multiple copies of monographs.
Process: GAs pull duplicate copies from the Union Stacks for transfer to ReCAP. Any copies beyond one at ReCAP and one in the stacks become candidates for withdrawal and are placed on a designated cart on L5. A subject specialist (Michael Boddy) decides whether to withdraw the book, return it to the stacks, or exchange it with another library.
Labor: GAs and Michael Boddy
Expected completion: August 2008
s) Route uncataloged bound-with volumes to SCMC
Goal: To finish cataloging bound-withs in the MRL collection.
Process: Rick Block has agreed to have his interns do original cataloging of bound-with volumes. There are currently 6 boxes of bound-with material.
Labor: Rick Block and interns
Expected completion: Unknown
t) Recon and transfer CJK materials from the Union Stacks and MRL collection
Goal: To catalog Asian language materials from the MRL collection and the Union Stacks and transfer them offsite.
Process: There are approximately 300 CJK titles from the MRL collection that need cataloging. Charlene Chou at EAL has agreed to catalog these materials. EAL has approval to accession any of these materials into their own collection. All other items will be cataloged and sent directly to ReCAP.
Update: EAL has decided to keep all the Chinese (14 items) and Japanese (35 items) volumes from the MRL collection. EAL is keeping part of the Korean volumes (35 items) and sending part of them back to Burke (25 items). EAL’s cataloger is busy and has not had time to catalog Burke’s 25 Korean volumes yet. More CJK materials from the Union Stacks also need to be cataloged, but Charlene Chou does not think EAL will be able to get to these materials until September 2008. Nine boxes of CJK material are divided by language and labeled for shipment to EAL when EAL indicates that Burke can send more.
Labor: Catalogers at EAL, Becky Dean and GAs
***Completed transfer of MRL books to EAL: April 2008***
Expected completion for transferring Union Stacks books to EAL: Unknown
Expected completion for cataloging MRL and Union Stacks books: Unknown
u) Recon and transfer foreign language materials from the Union Stacks
Goal: To catalog foreign language items in the Union Stacks.
Process: Route boxes of foreign language materials to MPS for cataloging.
Labor: Irina Kandarasheva, Bindu Bhatt, and MPS staff
***Completed August 2008*** (except for 2 boxes of foreign language books that were in the L5 office – these are boxed and will be sent to MPS when staff there can process them.)
Incomplete Cataloging Projects in Priority Order
- (Items C and F in this document) Monographs from the MRL collection (4 boxes) and Union Stacks collection (16+ boxes) needing original cataloging. First route any remaining MRL materials to Book in Hand for original cataloging, then work through the remaining Union Stacks boxes. These boxes are in the L5 office addressed to Matt Pavlick and have BIH T2 riders in each book.
- (Item S in this document) Bound-with volumes needing cataloging (6 boxes). Rick Block has 3-4 interns for the fall semester (2008) who can work on these bound-withs. Stay in touch with Rick Block about whether he has interns to work on this material and send more boxes as he can handle them. These boxes are in the L5 office addressed to Rick Block and labeled “Bound-with.”
- (Item U in this document) Volumes in unusual foreign languages needing cataloging (2 boxes). Contact Irina Kandarasheva about cataloging these and send the boxes to her. Have MPS send the books offsite when possible. These boxes are in the L5 office addressed to Irina Kandarasheva and have T2 riders in each book.
- (Item T in this document) CJK materials from the Union Stacks needing cataloging (9 boxes). Contact the new technical services head at Starr, Sarah Elman, and see if EAL will be able to continue cataloging for us. Send boxes to EAL as catalogers there have time to work on these volumes. These boxes are in the L5 office addressed to Charlene Chou and labeled by language. There is a T2 rider in each book.
- (Item M in this document) Fragile folio volumes needing rehousing (15-20 volumes). Send to Freddy Claudio for boxes if the binding budget has enough money to cover this; send the boxed folio volumes to ReCAP in blue totes through Misha.
- (Item D in this document) Serials in the Union Stacks without barcodes (2,250 titles). Some of these titles may already be in CLIO and only need holdings updates, some may need copy cataloging, and some may need original cataloging. This is a large future project. These serials are recorded in the serials spreadsheet, though some titles may have moved to Periodicals or been withdrawn from the collection since the spreadsheet was compiled.
- (Item C in this document) Pamphlet materials from the Union Stacks needing cataloging (7 boxes). Rick Block has said that his interns can work on these pamphlets as well, but this is likely to take a long time given the quantity of pamphlets and the 6 boxes of bound-withs we are also sending. These boxes are in the L5 office addressed to Rick Block and labeled “pamphlet.”
- (Item I in this document) Pamphlets sent offsite in bulk needing original cataloging (87 Hollinger boxes, 2600-3000 pamphlets). Another large future project.
Copy Cataloging/ Record Updates / Offsite Accessions / Pamphlet Collection Accessions / Original Cataloging / Monthly Totals
Pre-2007 / n/a / 129,069 / n/a / n/a
January-07 / 657 / 0 / 0 / 36 / 693
February-07 / 1078 / 2578 / 604 / 77 / 4337
March-07 / 1267 / 959 / 379 / 52 / 2657
April-07 / 610 / 1348 / 1303 / 93 / 3354
May-07 / 1119 / 1710 / 2520 / 80 / 5429
June-07 / 1091 / 717 / 4772 / 87 / 6667
July-07 / 974 / 756 / 3484 / 86 / 5300
August-07 / 1084 / 3094 / 1083 / 119 / 5380
September-07 / 792 / 2051 / 209 / 128 / 3180
October-07 / 906 / 58 / 0 / 1 / 965
November-07 / 917 / 716 / 69 / 0 / 1702
December-07 / 678 / 757 / 36 / 0 / 1471
January-08 / 944 / 377 / 1 / 73 / 1395
February-08 / 970 / 260 / 29 / 28 / 1287
March-08 / 460 / 2042 / 178 / 0 / 2680
April-08 / 322 / 57 / 378 / 21 / 778
May-08 / 706 / 35 / 0 / 30 / 771
June-08 / 1593 / 0 / 0 / 17 / 1610
July-08 / 853 / 2061 / 1 / 50 / 2965
August-08 / TBA / TBA / TBA / TBA / TBA
Project Totals / 17021 / 148,645 / 15046 / 978
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