Technical Processing Monographs and Serials. INSTITUTION … · 2014. 1. 27. · DOCUMENT RESUME ED 116 632 IR 002 871 AUTHOR Drake, Miriam TITLE Technical Processing Monographs and

DOCUMENT RESUME

ED 116 632 IR 002 871

AUTHOR Drake, MiriamTITLE Technical Processing Monographs and Serials.

RDU-75-08.INSTITUTION Purdue Univ., Lafayette, Ind. Libraries and

Audio-Visual Center.PUB DATE Dec 75NOTE 49p.; Research Development Unit Technical Report

RDU-75-08

EDRS PRICE MF-$0.76 HC-$1.9'5 Plus PostageDESCRIPTORS Administrative Organization; Books; Cataloging; Flow

Charts; Library Acquisition; *Library TechnicalProcesses; Serials; *University Libraries

IDENTIFIERS OCLC; Ohio College Library Center; PurdueUniversity

ABSTRACTA report on technical processin of monographs and

serials at Purdue University Libraries and Audio- isual Center wascompiled las part of preparation for the use of Ohio College LibraryCenter services. The current organization and flow of work in theacquisitions and cataloging departments were described in narrativeand flowchart form, and information was collected on processing timesfor ordering, receiving, and cataloging monographs. The flowchartsanti data derived from these activities form the bulk of thisdocument., (LS /PF)

***********************************************************************Documents acquired by ERIC include many informal unpublished

* materials not available from other sources. ERIC makes every effort ** to obtain the best copy available. Nevertheless, items of marginal *

* reproducibility are often encountered and this affects the quality *

* of the microfiche and hardcopy reproductions ERIC makes available *

* via the ERIC Document Reproduction Service (EDRS). EDRS is not* responsible for the quality of the original document. Reproductions ** supplied by EARS are the best that can be made from the original. *

***********************************************************************

t

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TECHNICAL PROCESSING

MONOGRAPHS AND SERIALS

RDU 75-0

BY

Miriam Drake

Research Development UnitPurdue University

Libraries and Audio-Visual CenterWest Lafayette, Indiana

December 1975

2

U S DEPARTMENT OF HEALTH.EDUCATION & WELFARENATIONAL INSTITUTE OF

EDUCATION

THIS DOCUMENT 'LAS BEEN REPRO-DUCED EXACTLY AS RECEIVED FROMTHE PERSON OR ORGANUATIONORIGINATING IT POINTS OF VIEW OR OPINIONSSTATED DO NOT NECESSARILY REPRESENT OFFICIAL NATIONAL INSTITUTE OFEOUCAVON POSITION OR POLICY

I.

TABLE OF CONTENTS

INTRODUCTION 1

ORGANIZATION OF TECHNICAL PROCESSING 2

MATERIALS AND FORMS nags IN THE ACQUISITIONSAND CATALOGING MARDI:1MM 7

TECHNICAL PROCESSING TIME SAMPLE 42

V

ii

LIST OF FIGURES

FIGURE 1: Purdue University Libraries and Audio-VisualCenter Acquisitions Department 3

FIGURE 2: Purdue University Libraries and Audio-VisualCenter Acquisitions Department 4

FIGURE 3: Purdue University Libraries and Audio-VisualCenter Catalog Department 5

FIGURE 4: Purdue University Libraries and Audio-VisualCenter Catalog Department 6

FIGURE 5: Purdue University Libraries and Audio-VisualCenter Mean Technical Processing Times (Days)1974-75 43

FIGURE 6: Purdue University\Libraries and Audio-VisualCenter Mean Technical Processing Time, PercentDays 44

iii

LIST OF FLOWCHARTS

1 Pre-Orders Procedure 10

2 Pre-Order Search and Pre-Cataloging Procedures 12

2a Purdue Collection Search 16

3 L/AVC Fund Order Procedure 17

3a Departmental Fund Order Procedure 19

4 Monograph Receiving 20

5 Serials Receiving 22

6 Catalog-Receiving and Distribution 23

7 Catalog-Add Duplicate toyurdie Collection 25

8 Catalog-Add To Continuing Works 27

8a Catalog-Analytics 29

9 L. C. Copy Cataloging Procedure 31

10 Original Cataloging Procedure

ti

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IHTRODUCTICK

Early in 1975, the technical processing staff of the Purdue Uni-

versity Libraries and Audio-Visual Center began planning for the intro-

duction and utilization of Ohio College Library Center (OCLC) services

at Purdue. The first step in this planning activity was the examina-

tion of library procedures which could be improved through the utili-

zation of OCLC. It was agreed that OCLC should be used initially for

pre-order searching and cataloging. Other procedures would be phased

into OCLC as time, staff, and terminal time permitted.'

The second step in the planning process was to describe the cur-

rent organization and flow of work in the acquisitions and cataloging

departments. In addition, data on processing times, which have been

collected monthly since 1973, would be summarized for fiscal year

1975. This report contains organization charts, flowcharts, and

processing time data.

Other planning activities, which are not reported here include:

1) general orientation of staff; 2) training of acquisitions and

cataloging staff; and 3) pre-order search success rate using OCLC.

The Research Development Unit and the Technical Processing staff

have worked cooperatively on this project. Many staff members parti-

cipated; however, special thanks are extended to William Corya, the

late Robert Farris, H. Donald Ferris, Judy Leavitt, Gail McCain,

Kathleen McCullough, David F. Moses, Vicki Renbarger, and Bonnie Silas.

2

ORGANIZATICU OF TECHNICAL PROCESSING

Technical Processing at Purdue is organized into two main depart-

ments: acquisitions and cataloging. The Head of the Acquisitions

Department is responsible for ordering, searching, receiving, checking,

and shipping of library and audio-visual materials. The Business

Administrator is responsible for handling accounting and fiscal activi-

ties related to acquaitions and the ordering of materials involving

departmental funds. The organization of the Acquisitions Department

is shown in Figures 1 and 2.

The Catalog Department is responsible for the cataloging of library

materials, marking of materials, and the maintenance of catalogs which

includes withdrawals, transfers, reinstatements, etc. The organiza-

tion of the Catalog Department is shown in Figures 3 and 4. The cat-

aloging of materials is divided into four main procedures labelled

on the charts as add, add to, L. C. copy, and original cataloging.

Theadeprocedure is designed to add a duplicate title to the Purdue

collection. Works issued in volumes, continuing works and monographic

series are cataloged through the to"procedure.

New titles are cataloged by L. C. copy catalogers if Library of

Congress proof slips are available, cataloging in publication is

available, or other L. C. copy can be found. Books are cataloged by

original catalogers if Library of Congress cataloging is not available.

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Catalog Department.

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4 MATERIALS AND-1PORMS FLOWS IN

THE ACQUISITIONS AND CATALOGING DEPARTMENTS

The flowcharts which follow were written to describe, mn a general

way, the normal flow of paper forms and materials through the acquisi-

tions and cataloging processes. The charts _are not intended to show

"snag" procedures, detail, or unusual procedures. Criers for library

materials are traced fray the time they are received in the Acquisi-

tions Department to delivery of the material to the libraries and the

filing of cards.

The primary objective of the flowcharting project was to describe

processing procedures prior to the introduction of OCLC. It is intended

that a new set of charts will be drawn approximately six months after

OCLC is in full operation.

Distinct procedures were identified and charted as follows:

1) Pre -order procedure describes tasks which are initiated by the

arrival of travel cards (order form) in the Acquisitions Depart-

ment and terminated by distribution of cards to searchers.

2) Pre-order search and pre-cataloging procedures describe in simpli-

fied form the procedures used by searchers to gather order and

preliminary catalog information.

2a) Purdue collection search is a subroutine of procedure 2 and describes

activities of searchers in relating the order to the Purdue collec-

tion.

8

3) Libraries end Audio-Visual fund order procedures approximates the

regular order procedure.

3a) Departmental fund order procedures describe , in general terms,

processing of orders (yellow sheet) which are to be paid from

departmental supplies and expense or grant funds. These proced-

ures are similar for nonprint materials, such as films, slides,

audio cassettes, etc.

4) Monograph receiving describes activities which take place when

materials are received by the Acquisitions Department.

5) Serials receiving describes receiving and distribution procedures

for serials.

6) Catalog receiving and distribution is initiated when books are

received' by the Catalog Department. Procedures include distribu-

tion of materials to appropriate catalogers.

7) Cataloging "add" duplicate describes procedures used to'catalog

titles which are duplicated in the Purdue collection.

8) Cataloging "add to" describes processing of volumes in collections,

continuing works, and monographic series.

8.) Cataloging analytics approximates procedures used to add analytics

to the catalog.

9) L. C. copy cataloging procedures describe cataloging using L. C.

proof slips, cataloging in publication, or other Library of Congress

copy.

10) Original cataloging procedures describe in simplified form catalog-

ing of titles new to Purdue for which L. C. copy is not available.

13

\

flowcharts in this report do not describe every technical

processing task and procedure. Major areas which have not been flow-1

charted include gifts and exchange, periodicals checking and serials

cataloging.

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Monograph ReceivingPage 1 of 2

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TECHNICAL PROCESSING TIME SAMPLE

Processing times for ordering, receiving, and cataloging mono-

graphs have been collected monthly since 1973. The purpose of this

program is to examine the total time involved in processing monographs

and the mean times of each major operation.

After books have been cataloged the travel card (order card) is

returned to the Acquisitions Department. A random sample of fifty

cards is selected each month. The cards are arranged by date initially

received by acquisitions and then sent to keypunching. The time

processing computer program produces mean times for each operation

based on the elapsed times between receipt of the card in acquisitions

and order date, receipt of material and order date, and receipt of

material and finish date.

The mean processing times for fiscal year 1975 have been summa-

rised and are shown in Figures 5 and 6. The mean times for each

operation and the total processing mean times are shown in Figure 5.

Percents of mean time for each operation are shown in Figure 6.

Processing time data will continue to be collected and analyzed

so that problem areas can be identified and comparisons made when

OCIC is fully operational.

47

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120

100

80

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40

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FIGURE 5: Purdue Univorsity Libraries and Audio-Visual CenterMean Technical Processing Times (Days) 1974-75.

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July Aug. Sept. Oct. Nov. Dec. Jan. Feb.

1975

Mar. Apr. May June

Fiscal Year

48

FIGURE 6: Purdue University Libraries and Auclic- Visual CenterMean Tecbnical Processing Time, Percent Days

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