Date: Fri, 15 Aug 1997 10:37:10 -0400
From: Frederick Martz <frederick.martz@YALE.EDU>
To: YULIB <firstname.lastname@example.org>
Subject: Orbis Online Shelflist Ready for Use
To: Yale University Library Staff
From: Joan Swanekamp, Audrey Novak, Frederick Martz
The Staff Online Shelflist is a technical services tool created by the YUL Systems Office. It is now ready for installation and production use. This email includes:
- A General Description of the Staff Online Shelflist
- A Comparison of ORBIS and the Shelflist
- Installation Instructions
- Incorporating the Shelflist into your Workflow
- Problem Reporting Procedures
The Staff Online Shelflist enables staff to perform call number searches and retrieve a shelflist-like display of call numbers that is linked to an ORBSRCH session in order to display bibliographic and holdings information. The shelflist corrects call number searching and display problems inherent in the standard ORBIS system. The product is designed to correctly index and sort LC call numbers.
The online shelflist will search and display non-LC call numbers too. Old Yale call numbers index and display correctly. SuDoc and 'idiot' call numbers are included in the online shelflist database, but in general, they do not sort in correct shelflist order.
While it is designed primarily for use by cataloging staff, we expect that selectors and public service staff will also find the new shelflist a great improvement over the inadequate call number index provided in standard ORBIS.
ORBIS vs. the Staff Online Shelflist:
- In ORBIS, LC call numbers with trailing X and those with an oversize plus are indexed incorrectly as non-LC call numbers. In the shelflist, no LC call numbers are rejected from the LC search type -- call numbers with an oversize + and those with trailing X are indexed correctly.
- In the shelflist, LC call numbers are sorted in correct shelflist order.
- In ORBIS, the type of call number search must be specified. In the shelflist, all call numbers may be searched at once, or the search may be restricted by classification scheme.
- In the shelflist, searches may be restricted by location(s). ORBIS does not offer this feature.
- In the shelflist, searches may be restricted to display only records with stamps. This restriction is not possible in ORBIS.
- LC call number searches in the shelflist may be restricted to display only call numbers with an oversize (+) indication. ORBIS always displays both regular and oversize materials together.
- In ORBIS, new call numbers are indexed overnight. In the shelflist, each night the call numbers added or changed in ORBIS earlier in the day areextracted and incorporated into the online shelflist database. Call numbers you add or change in ORBIS today will appear in the online shelflist tomorrow.
The Staff Online Shelflist may be installed on any staff Windows for Workgroups or NT workstation. Installation instructions, an online shelflist operations guide, and a shelflist FAQ are available at:
Contact your Expert User to install the Staff Online Shelflist.
Incorporating the Shelflist into your Workflow
Most of the Yale cataloging staff now have access to the ORBIS Online Shelflist and have had some time to become acquainted with it. There are still issues of incorporating the online shelflist into our regular workflow that need to be addressed. Various teams and departmental libraries will want to discuss workflows and processes that should be modified or eliminated and other implications. There are also maintenance implications--how to report problems with call numbers and problems with the online shelflist.
The online shelflist allows for easy viewing of call numbers in call number order, and while it will not be complete until retrospective conversion is finished, it does provide a valuable framework for assigning call numbers, verifying class numbers and cuttering, and detecting duplicate call numbers. It also allows school and department libraries access to the full shelflist that they have not had in the past. Most staff will no longer need to consult the manual shelflist, or will do so on fewer occasions. The former Database Maintenance Team, now the Catalog Management Team, will devote their time to retrospective conversion activities rather than card filing.
Cecile Mandour has kindly agreed to bring together representatives from cataloging teams and department libraries to discuss workflow issues and ways to incorporate online shelflist searching into the cataloging process. We will arrange a couple of meetings of 5-6 staff each over the next few weeks. The issues and workflow implications are somewhat different for those using vernacular scripts and cataloging on RLIN. A separate group will be convened to discuss their workflow. Questions about the use of the trailing X in call numbers have also been raised, and will be addressed by the Cataloging Coordinating Committee.
Staff in the Sterling Catalog Department have already ceased card production; in other cataloging units card production should stop as soon as the unit is comfortable with the performance of the shelflist, preferably by September 1.
- INSTALLATION problems should be referred to your Expert User. Your Expert User will contact Workstation Support if necessary.
- SHELFLIST DATABASE problems such as missing call numbers, searches that bring up unexpected results, or features that do not work should be reported to Audrey (email@example.com) or Kalee (firstname.lastname@example.org) in Systems Office Database Administration.
- INCORRECT CALL NUMBERS are more easily identified because in the shelflist call numbers display in the correct order. Report incorrect call numbers to Catalog Management (Steve Arakawa for now: email@example.com).
Library Systems Office
Yale University Library
document converted to OLShelf.html 4/19/99