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Workflow Problem #1
Portuguese language collection
Instructions:
1. Choose a recorder/reporter for the group.
2. Read the scenario.
3. State the problem or the goal to be accomplished.
4. Detail steps in the current workflow if there is one. Make
a list or brief flowchart.
5. Detail the steps in the new workflow. Make a list or brief
flowchart.
6. State the solution.
Scenario:
Library A collects legal materials in Portuguese because of a special restricted gift fund. They anticipate continuing to do so permanently. Right now they have no special workflow for these items. They are received in Acquisitions and a brief record is downloaded from OCLC if available. If not a brief record is created. The materials are then sent to cataloging and usually end up in the backlog, where they are filed by bibliographic record number, because no one on the staff has Portuguese language skills. Library A is open to the public and located in an area with a large Portuguese population and the Director would like these materials to be available in a timely manner (within 3 to 6 months of receipt). There is copy for about 20% of the material on OCLC, but most of it needs original cataloging. There is some money available, from the restricted fund, specifically for the cataloging of these materials.
Instructions:
1. Choose a recorder/reporter for the group.
2. Read the scenario.
3. State the problem or the goal to be accomplished.
4. Detail steps in the current workflow if there is one. Make
a list or brief flowchart.
5. Detail the steps in the new workflow. Make a list or brief
flowchart.
6. State the solution.
Scenario:
Library B would like to re-classify the materials in their collection which are currently classified in JX to JZ/KZ. New materials are already being classed in JZ/KZ, but older materials remain classed and shelved in JX. Because of space limitations the materials classed in JX and JZ are in one location and those classed in KZ are in another. This makes browsing particularly difficult. They have a medium size Foreign and International law program and would like these materials to be more browseable both in the stacks and in the online catalog. The main problem is that there is no money for this project and it must be accomplished by existing staff. The Catalog department does all the cataloging and processing for the library and consists of one full time Catalog Librarian and two full-time assistants. The Catalog Librarian has more than enough work to do, but her assistants have some extra time as their work tends to ebb and flow. There also may be money for a part-time student assistant or temporary worker. Is there a solution that does not require the Catalog Librarian to do all the re-class work his/herself?
Instructions:
1. Choose a recorder/reporter for the group.
2. Read the scenario.
3. State the problem or the goal to be accomplished.
4. Detail steps in the current workflow if there is one. Make
a list or brief flowchart.
5. Detail the steps in the new workflow. Make a list or brief
flowchart.
6. State the solution.
Scenario:
Library C has a large backlog of monographs which continues to grow at an unacceptable rate. Their current workflow is for Acquisitions to create or download a brief bibliographic record at the time of order, receive the material when it arrives and send it to the cataloging department for full cataloging. Materials with Library of Congress copy at the time of receipt are given to the catalog assistants to copy catalog, as are items with fully cataloged earlier editions in the library’s online catalog. Copy for all items is checked for errors, and edited for local practice, and some materials have a local classification number assigned to them. Materials with other member copy or with no copy are put into the backlog for the Catalog Librarians to catalog. The Catalog department receives a list of materials whose brief records have been automatically overlayed by full Library of Congress copy when it becomes available. These materials are retrieved from the backlog and given to the catalog assistants to copy catalog. The catalog assistants do not always have enough work to do and the Catalog Librarians have their hands full with the large backlog. There is no money for new staff and there has been a hiring freeze for some time; however, one of the catalog assistants is about to graduate from Library School and begin a professional position elsewhere. The funds from her salary could be used to hire a new catalog assistant or to pay for outsourcing. This Library is not willing to give up its high standard of cataloging unless absolutely necessary. It also participates in CONSER and contributes headings to NACO. How can this library catalog more materials immediately without sending them to the backlog?
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