2/4/00

DRAFT

Kohut Project: Update

As of 2/4/00:

The following workflow describes a kind of ‘test-run’, since official microfilming procedures have yet to be finalized by the appointed task force. Also, in this case, the Hebraica Team will be absorbing non-Hebraic titles included in the current c.200 Kohut volumes. Future processing will probably be routed to appropriate language- or subject- specific cataloging teams.

Joan, Nanette, David, and Daniel agreed to the following procedures.

(a). Chani will make sure that all remaining Kohut books, already pulled from stacks, and currently sitting in Nanette’s office, have received Orbis records and item ID’s. The records will either have been CLARRed in from RLIN, or created directly in Orbis as preliminary records. If it is determined that all titles have Orbis records, then

(b) book-truck will be brought down to Hebraica Team, where Steve will derive or create records describing the soon-to-be-produced microfilm versions. Cataloging will be in RLIN if item is Hebrew script, and in Orbis, if Roman script. Steve will modify fixed field(s) and add variable fields 007, 533, and 695. Encoding Level will need to be ‘1’ for the full-level non-belletristic records that Steve create*’s, and 9 (?) for any preliminary records. An appropriate CC (Cataloging Code) will need to be assigned.

RLIN records will have "filmed..." note in the 533, while Orbis will have "to be filmed... " note. This distinction will allow more-complex RLIN files to remain untouched, even after the filming has occurred, while more-easily-revised Orbis records can be updated by Preservation staff upon their receipt of films.

(c) Once records have been created for all projected microfilms, Steve will notify David by phone, and, upon approval, bring the Kohut truck down to the Preservation office.

(d) Preservation staff will follow its usual routine in sending Kohut texts off to microfilming studio.

When the films are completed, and shipped along with the originals to Yale, Preservation staff will determine which texts are to be withdrawn, and record the event of withdrawal on a special note on the original version’s record.

 

(e) Preservation staff will update 533 in Orbis record, add Holdings information ???, and assign call numbers. Finally, microfilms will be delivered to Microform Reading Room for permanent storage.

(f) Once the Official Catalog has been completely converted, we will resume preservation filming and cataloging of the ‘reformatted’ Kohut collection. Also at that time, we may choose to revise some of the microfilm records that had already been created.

 

As of 11/4/99

1. Joan, Nanette, and Daniel agreed that a postponement of the project is warranted, in part because most of the Kohut collection records still await retrospective conversion. By waiting a period of 1 to 2 years, the original records will have become converted through the normal (OCLC etc.) process, after which our cataloging of Kohut microfilms will be far more cost-effective. Provisional records will need to be created, if they have not been already. In the mean time, Daniel will try to catalog some of the serial microfilms which have already been produced. The remainder of the microfilms will need to be placed and status-tracked into some kind of temporary backlog. For Kohut books that have already been removed from the collection, but have not yet been filmed, we may want to return them to the stacks. Alternatively, in order to avoid further trauma to these frail items, we may just want to leave them where they are.

2. It appears that several original texts from the first batch of films, have already been discarded by the Preservation office. The process of microfilming often involves chopping the spine in a guillotine, virtually destroying the book . It appears that "chopped" books are generally discarded after filming unless Preservation is instructed otherwise by the curator.

3. Nanette estimates that Kohut Collection may contain 3 to 5 thousand volumes, out of which perhaps 200 have already been filmed. David suggests that some of this filming, once carefully prioritized, could be worked into his department’s regular workflow, and paid for out of the Preservation budget. This could be a great help, considering that the c. 10 thousand dollars generated annually by the Kohut endowment is easily depleted, and, for the current year anyway, mostly exhausted.

Workflow

1. Curator’s Office

(a). Select book from Kohut-collection cart. Search Orbis. Assuming the conversion of Yale’s official catalog and the Hebraica Shelflist has been completed, expect to find a full-level record in Orbis. (Otherwise, do not expect to find any Orbis record at all.)

(b). If the original book is to be discarded, add a local note to this effect.

[(c). Do not add Kohut Collection note (still under discussion: microfilm project note, in any case, will be added only to microform version’s record)]

(d). Charge ("status-track") to Preservation Dept. if review not needed, or to Hebraica Team if review or original cataloging work is needed.

 

2. Preservation Office.

(a). Books are received, then charged and shipped to microfilming agency.

(b). Originals, along with microfilm reproductions, are eventually returned to Preservation Dept. In order to record new microfilms, choose one of these options:

(i). Derive new Orbis record based on book or serial

record. Add 007, GMD, and 533 fields. Create a Kohut tracing as follows:

695:_4:Kohut Collection Microfilming Project

 

(ii). Add 2nd copy statement to original record for microfilm version.

(c). Based on discard list, or consultations with Judaica Curator, books would either return to stacks, or be permanently removed from collection. Add discard note to record if appropriate.

(d). In consultation with Microfilm Reading Room staff, microfilm boxes are assigned call numbers, given content labels, and sent to the Reading Room for permanent shelving.

 

3. Cataloging Dept.

(a). Curator may send items to Hebraica Cataloger, or other cataloging specialist, in cases where original cataloging work or special review is needed before transfer to Preservation.

(b). Similarly, items may be received from Preservation after microfilming is complete, in cases where original record needs to be updated, or new microfilm record needs to be created.