YALE UNIVERSITY LIBRARY – ONGOING SERIALS BY ORDUNIT

AND PAYMENT METHOD AS OF JANUARY 7, 2002

Analysis and Considerations for LMS Transition and Assignment of Predictive Patterns (Draft #2 January 14, 2002 – mcr)

 

A.     SYSTEMS REPORT

 

1.      Based on the report supplied by Suzanna Lengyel, the total number of items (occurrences on the systems report) increased in the first six (6) months of this fiscal year by 1.16% or 645 items versus the total of such items at the close of the prior fiscal year.

 

Table I

 

 

 

 

VARIANCE

 

7-Jan-02

16-Jul-01

QTY

PERCENT

 

 

 

 

 

Items

56,382

55,737

645

1.16%

 

 

 

 

 

 

Using a straight-line projection, the number of items for conversion in July 2002 is forecasted at 57,000  (56,382 + 645 = 57,027).

 

Suzanna defines the “occurrence” as the existence of an Order/Pay/Receipt record (ORP) in ORBIS.  The OPR corresponds to one subscription order. (See Attachment for complete text of e-mail response to inquiry.)

 

2.      There are thirty-seven (37) ORDUNITs.  To provide for item totals by school or departmental libraries, these ORDUNITs were assigned one of ten (10) operational areas.

 

Table II

 

Legend

 

 

 

 

 

 

 

ACQ (SML): SML Acquisitions

MED: Medical

 

WAL: Walpole

ART: Art Libraries Group

 

SCI: Science Libraires

n/a: Unit unknown

CA: Curatorial Areas

 

SML: Sterling Special Libraries

 

 

DIV: Divinity

 

SSL: Social Science Libraries

 

 

 

 

 

 

 

 

 

 

 

3.      By payment method, 86.43% or 48,732 are “Paid Items,” with 5.78% (3,260) and 7.79 % (4,390) items identified as “Exchange” and “Gift,” respectively.

 

B. DATA ANALYSIS

Excel spreadsheets were created so that the data could be analyzed further.

 

1.      ALPHA SORT BY ORDUNIT (Sheet 1): The ordunits were ranked by total items, and the operational areas were assigned according to those listed in Table II.

2.      SORT BY ORDUNIT RANK (Sheet 2): The ordunits were sorted by the number of items assigned to each ordunit.  Among individual ordunits, ACQ (SML) leads with 15,765 items followed – at a distance – by GOV DOCS (Social Sciences Library) with 4,303.  The percentage of total items for each ordunit was also calculated.

 

3.      ALPHA SORT BY OPERATIONAL AREAS WITH AREA SUB-TOTALS (Sheet 3): The ordunits were sorted by the assigned operational areas and the total for each operational area was calculated.  The ACQ (SML) units total 18,818 items or 33.38% of the total items.  The Curatorial Areas – with 13,577 items or 24.08% of all items – holds second place among the consolidated, operational areas. Note that functional responsibility for some periodical titles from the Curatorial areas is shared with ACQ (SML).  In summary:

 

Table III

 

 

 

 

 

 

 

 

 

ONGOING SERIALS DISTRIBUTED BY OPERATIONAL AREA (as of January 7, 2002)

 

 

 

 

 

 

 

 

 

 

 

 

PERCENT

DISTRIBUTION BY FORMAT*

 

RANK

AREA

ITEMS

of TOTAL

Periodicals

Serials**

Mono Ser

 

1

ACQ (SML)

18,818

33.38%

12,420

2,126

4,223

 

2

CA

13,577

24.08%

8,961

1,534

3,047

 

3

SSL

9,224

16.36%

6,088

1,042

2,070

 

4

SCI

5,291

9.38%

3,492

598

1,187

 

5

DIV

4,048

7.18%

2,672

457

908

 

6

MED

2,658

4.71%

1,754

300

596

 

7

SML-SPEC

1,830

3.25%

1,208

207

411

 

8

ARTS

907

1.61%

599

102

204

 

9

WAL

23

0.04%

15

3

5

 

10

n/a

6

0.01%

4

1

1

 

 

 

 

 

 

 

 

 

 

TOTAL#

56,382

100.00%

37,212

6,371

12,652

 

 

 

 

 

 

 

 

 

Notes

 

 

 

 

 

 

 

* Estimated Percentages for distribution by Format are: Periodicals = two-thirds of total items;

Serials equals 11.3% of total items; Monographic Series equals 22.44% of total items.

 

** Serials are defined as annual or irregular publications; examples of this format are yearbooks, annuals.

# Totals may not foot due to rounding.

 

 

 

 

 

 

 

 

 

 

 

 

Legend

 

 

 

 

 

 

 

ACQ: SML Acquisitions

MED: Medical

 

WAL: Walpole

 

ART: Art Libraries Group

SCI: Science Libraires

 

n/a: Unit unknown

CA: Curatorial Areas

 

SML: Sterling Special Libraries

 

 

DIV: Divinity

 

SSL: Social Science Libraries

 

 

 

 

 

 

 

 

 

 

 

The combination of ACQ (SML) and CA represents 57% of the titles.  When SML-SPEC is added, over 60% of the forecasted items are handled in Sterling.

B.     DISTRIBUTION BY SERIAL TYPE

 

The ongoing Serials items included three types of serials – serials (annuals, yearbooks), monographic series, and periodicals.  I estimate that 66% or 37,212 of the total items are true periodicals.  (See Table III above for a distribution of forecasted items by estimated serials types.)  Systems may be able to identify the “true periodicals” by creating a report that links the frequency field in the bib record with the data in the report of January 7.  The remaining 19,000 are serials and monographic series, 6,371 and 12,652, respectively.

 

C.     PRIORITIZATION BY SERIAL TYPE

 

Each serial type has specific requirements to be considered in assigning priorities.  While service issues are involved in the handling in any item, the receipt of weekly periodicals, especially those in English, may “top the list.” Table IV below displays proposals for prioritization by format type. A systems report that collocates items by frequency of receipt would provide the volume of such items, information that would be valuable in the assignment of resources to a format.  Additional information regarding thru-put statistics can be culled from SST annual reports.

Table IV

 

 

 

 

 

PRIORITIZATION BY FORMAT AND FREQUENCY

 

 

 

 

Priority

Format

Frequency

Language

#1

n/a

Rule of the First*

Any

#2

Periodical

Weekly

English

#3

Periodical

Monthly

English

#4

Periodical

Weekly

Non-English Roman

#5

Reference Serial**

n/a

Any

#6

Periodical

Monthly

Non-English Roman

#7

Serial

n/a

Any

#8

Monograph Series

n/a

English

#9

Periodical

Quarterly

English

#10

Periodical

Quarterly

Non-English Roman

#11

Periodical

Semi-Annual

As encountered

#12

Periodical

Annual

As encountered

#13

Periodical

Unknown

As encountered

#14

Periodical

Irregular

As encountered

#15

Monograph Series

n/a

Any

 

 

 

 

Notes

 

 

 

* The first issue of a new order will be addressed immediately, regardless of format or language.

** Reference Serials is defined as a publication that is “date sensitive.”

 

An additional consideration in prioritization is the potential support that can be provided by periodical jobbers and the standing order vendors. (See section D below.)

 

D.    VENDOR ASSISTANCE

 

Each vendor – especially EBSCO and Swets Blackwell – can provide reports listing items on order.  Various sort options exist, including “frequency.”  These reports can be used to pre-assign the predicative patterns in anticipation of receipt.  

 

Each serial type has specific characteristics to consider in the assignment of the predicative patterns since these patterns also drive claiming.  In addressing serials and monographic series, for example, the date that the vendor billed the new issue as listed on the vendor-supplied report is more indicative of the actual publication date than the library’s receipt date, a date that may reflect Acquisitions department backlogs.

 

I envision the pre-transition creation an Excel database of vendor-supported titles. This database – created initially by systems based on current receipts coupled with vendor code – would be accessible by title and ISSN.  The predicative pattern notation would be assigned by priority and in advance to be consulted when the first issue is received in the new system or on a pre-load basis. 

 

E.     TEAM WORK

 

To ensure continuity in the future, I am hoping that teams consisting both of SST staff members and Catalogers can be created.  SST’s knowledge of periodical titles coupled with the receipt history on the system can support the work of the Catalogers who may not have the first hand knowledge of periodical titles and subscriptions that our SST staff members have. 

 

In addition, there are some items – especially monographic series – that do not require extensive analysis.  Rather, the assignment of the predictive pattern requires a brief review of the receipt history – either from the OPR or from the vendor’s printout of receipts – to determine a frequency.  For serials, the usual month of publication for an annual would be assigned.

 

Finally, since two-thirds of the items are periodicals, many of which go to PRR, it would be wise to include Access Services in planning for this transition that may involve delays.  Access Services staff may also want to contribute to prioritization of items based on knowledge of usage patterns.  Information regarding the volume of issues of periodicals delivered daily by the Serials Support Team to the Franke Family Periodical Reading Room (PRR) is provided as an attachment.  In the fifteen (15) weeks of reporting, the weekly average of volume is 400 or 80 per day.

 

Attachments

            Yale University Library – Ongoing Serials by Ordunit and Payment Method as of January 7, 2002.  Alpha Sort by OrdUnit (Excel Sheet #1).  Prepared by M. Romanansky.

            Yale University Library – Ongoing Serials by Ordunit and Payment Method as of January 7, 2002.  Sort by OrdUnit Rank (Excel Sheet #2).  Prepared by M. Romanansky.

            Yale University Library – Ongoing Serials by Ordunit and Payment Method as of January 7, 2002.  Alpha Sort by Operational Areas with Area Sub-Totals (Sheet #3).  Prepared by M. Romanansky.

            PRR Daily Delivery Log – October 2001 – June 2002 (As of January, Week 2).  Prepared by M. Romanansky.

            Yale University Library. Ongoing Serials By Ordunit and Payment Methods, January 7, 2002.  Systems report prepared by Suzanna Lengyel.

            Suzanna Lengyel, E-mail entitled Re: “Ongoing Serials” Report – Definition of ‘Occurrences’” to Marcia Romanansky.  January 14, 2002

 

Return to Orbis2 Implementation Site