Procedures for Outsourced Brittle Book Reproduction & Digitization

Outsourced Brittle Book Reproduction & Digitization

Department: Technical Services & CONTENTdm administrator

Procedure:
Outsourced Brittle Book Reproduction & Digitization

Draft 31 August 2009

Purpose: When physical copy of a brittle-book is needed for the collection, options include replacing, wrapping, and outsourcing for reproduction. Digitization is an essential by-product of the reproduction process. The purpose of this procedure is to document our practices so that the availability and longevity of the electronic version is maximized for the least amount of cost. The plan is to outsource for reproduction one batch of high-priority materials each summer. Because of this infrequency, it is important to document our procedures and keep them up-to-date.

Overview: Prepare a vendor’s specification sheet for each book in the shipment. Send the shipment to vendor. Update the item record accordingly. When the reproduction and CD-Rom are returned, delete our holdings from the original OCLC record, create a new OCLC record for the reprint edition in-hand and overlay it on our original record. Update the item record and send the book to its shelf location. Label the CD-Rom with call number and title label and give to the CONTENTdm administrator (currently Ruth Connell) for adding into out ContentDM collection. After uploading to ContentDM, create another OCLC record for the electronic version and download that record into the library catalog as well. File the CD-Rom in the designated drawer in TS for safe-keeping.

Required Knowledge/Skills: Initial handling requires knowledge of vendor’s instructions, proper packing, and mailing procedures. Cataloging requires knowledge of OCLC, cataloging rules and guidelines for cataloging print reprints and electronic versions of texts, and Sierra. Uploading the electronic version to ContentDM requires knowledge of ContentDM and local metadata practices.

Equipment/Supplies: In addition to the appropriate hardware, software and labels needed for the above steps, the person who files the CD-Rom in its drawer needs access to the key for that cabinet.

Procedure

Note: this procedure will evolve as new cataloging rules are implemented and as we gain experience with ContentDM metadata. Please update and re-date this document as this happens.

Note: This document presumes that the vendor for reproduction is Northern Micrographics, 2004 Kramer Street, P. O. Box 2287, La Crosse, Wisconsin, 54602-2287 (1.800.236.0850). Should we change vendors, this procedure must be updated.

Preliminary steps: Candidates for digitization are kept in Technical Services. Item records should be updated to reflect this, or the books checked out to Book Repair.

The plan is to outsource for reproduction one batch of high-priority materials each summer. The assumption is that the original copy of the book will be destroyed during the reproduction process.

The Dean and/or Associate Dean will decide which books to send each summer based on value to our collection and budget. If the budget is tight, send the completed forms to the vendor before sending the books and request a preliminary cost estimate.

Step 1: Preparing the books for reproduction. (Preservation or Collection Management Librarian or Technical Services Staff)

A. Prepare a specification form for each book. Northern Micrographics forms are stored at G:\Moe\Technical Services\Book Repair and Preservation\Northern Micrographic forms\Scanning Instructions – electronic. Some parts of the form have already been completed.

B. Update Sierra records as needed.

Step 2: Shipping the books (Technical Services staff)

A. Pack the books wrapped in their form in a sturdy shipping box. Pack the rest of the box with paper so the books are not further damaged during shipping.

B. Follow label and shipping procedures for sending the books UPS.

C. Send the books to: Northern Micrographics, P. O. Box 2287, La Crosse, Wisconsin, 54602-2287

Step 3: Receiving returned reprints and CD-ROMs.

A. Compare reprint to original to make sure it is acceptable.

B. Put CD-ROM in a jewel case.

C. Change status code in item record to available, and update note with received date.

D. Give everything to a librarian for cataloging.

Step 4: Catalog the reprint upon its return. (Monographic Cataloging Librarian)

A. Once the book has been reproduced, we may no longer have a copy of the original edition. Check Sierra for additional copies. If we no longer have any copies left of the original edition, go to the OCLC record for the original and delete our holdings for the original.

B. We now have to add a record for the reprinted edition. If a record for another similar printed reproduction exists (vendor and date do not matter), use that record to catalog our reprint. If not, derive a new record from the best record available for the original. In most cases, that should be the one we used to catalog the original for our collection.

C. Review the record in our catalog for description, call number, subject heading changes.

D. Add a 533 note to the new record as follows: Reprint. |bPlace of publication : |cPublisher, |d date.

E. New MARC guidelines recommend keeping DtSt code as s.

F. Download new bibliographic. (Overlay on the bib record for the original if appropriate.)

G. Add new item records into our catalog for the new volumes.

H. Withdraw the brittle volumes and delete those item records. Discard what is left of the original book

I. Complete final processing steps as needed. All new reproductions will need to be property stamped and tattle-taped. Some may need call number labels. If the book is destined for the circulating collection, whether it spends time on the new book shelf or goes straight to the stacks is optional. Send CD-Rom forward for labeling along with the book.

J. For statistics, count one added and one withdrawn.

Step 4: Processing the CD-Rom (Technical Services staff)

A. Put the CD-ROM in a case. Attach call number and title label to the CD-Rom case. This should be sufficient for the CONTENTdm administrator to find the catalog record to use for metadata creation.

B. If any of the titles are in the public domain, or if the University holds the copyright, e-mail those titles to the CONTENTdm administrator and give her access to the digital files (either by giving the physical CD-ROM or via digital access). If providing access via CD-ROM, you may put it in her mailbox with a note “To be uploaded to ContentDM.” If she determines that it is not in the public domain or that VU does not own the copyright, she will return it for storing in TS.

Step 5: Upload the book to our digital collection. (CONTENTdm administrator)

A. Upload the book to the appropriate collection.

B. Add metadata based on the library catalog record and information returned from the vendor.

C. Determine fixed URL for the book.

D. E-mail title and URL to Media Cataloging Librarian. 

E. Return the disk(s) to the Media Cataloging Librarian for storage (if files were shared on disk).

Step 6: Catalog the online electronic reproduction of the book. (Media Cataloging Librarian)

A. Store the CD-Rom in the designated locked cabinet. You will not need it for cataloging, since you can consult the document online.

B. If there is an OCLC record for another online electronic reproduction of the book, you may use it. If not, go to the record that was used for cataloging the tangible reprint. Use it to derive a new record.

C. To derive a new record for the online reprint first, click on Edit, then select Derive. You may wish to carry over the fixed fields in the new record, but note that some fields may not apply.

D. Complete the record on OCLC.

E. Download the record from OCLC. The constant data field (949) will put the correct e-book codes in the bib and item records. The codes are repeated here for documentation purposes

F. Update record for the print reproduction to reflect existence of online version.

G:\Moe\Technical Services\Book Repair and Preservation\Brittle book reproduction and digitization.doc