SILProcedures

SIL Scanning Workflow Procedures.
-Dry Run : Questions/Discussion Points/Problems-
Statistics on stuff

NOTE: there are now 2 borrowers for scanned material: SIL NH Scribe (our scribe) and SIL FedScan BHL (the LC Fedscan scribe)

Log on to BHL picklist database here: SIL BHL picklist database

Basic steps to get material to scanner and back:
To Get Them There: select items based on specified criteria, update the picklist database, dedup the selected monographs against our BHL partners, bid on any serial runs, adjust selections based on dedup/bid list results, send books to preservation & metadata reviews, update packing list, etc based on preservation & metadata reviews. generate wonderfetch packing list, send URL of wonderfetch to scanner, check books out in Horizon, pack books on truck, (schedule delivery | take truck to scanning room).
To Get Them Home: update rejected books in database, update scanned books in db, adjust bid list as necessary, re-generate dedup list for this batch and upload to dedup tool, spot check scans. check books in on Horizon, reshelve items.


A. Cherry pick your selected titles off the shelves or pick items off of the shelf based on generated monographic list for that library

• Go to shelf and pull books listed
  • If item is obviously un-scannable (margins, size, etc.) mark your printout as such.
  • Don't pull items that are "Out of Scope" as determined by the Selection Committee.
  • If item is not on shelf, mark your printout as such.
    • If Not On Shelf, be sure to check the Reference area, or other areas like the 'to be shelved' pile and oversized.
    • After pulling books, check Horizon to see if Not On Shelf items are checked out
      • If item is checked out, recall it and do NOT edit the record on the picklist. This will insure that item will continue to 'float to the top' of the list. When it returns from the patron it can be selected from the pick list, checked out in Horizon and added to the cart.
• After your cart is full, or you've run through the 40 items on the list, return to your virtual picklist
• If there were books you did NOT select (as indicated on your picklist)
  • Edit those records individually by hitting the 'edit' button next to each item, indicating that item was 'rejected for scanning' and indicate why by selecting from the pre-determined categories
• After editing the 'rejected' items, return to the picklist and REFRESH the page (F5)

[A.2 While pulling books, note any items that are on the shelf that should be on the picklist but aren't, e.g.Vol. 2 of multi-volume monographs, items obviously pre-1923 and within scope, etc.
Put these items aside for Suzanne. (or...check these items out to Suzanne who will do a review to determine why they aren't on the picklist. Keri will then manually add them to the picklist.]

B. Check books out in Horizon

• Bring up the Circ system and go to CKO screen
• Lookup the SIL NH Scribe borrower, or the SIL FedScan BHL borrower if sending to LC.
• Check the books out to the SIL NH Scribe or FedScan borrower

C. Spot Checking and Metadata Review

• After you have filled a cart or pulled all desired titles and checked them out in SIRIS, go through each book and

1. Make sure it is in good enough condition to scan (i.e. the pages are sturdy enough to scan; it is not missing any pages; the pagination is in the correct order; there are not pages falling out; the binding is sturdy enough to hold up to scanning; there are no foldouts)
2. Any books that are definitely not scannable: go onto the BHL picklist and mark them as "rejected" and indicate the reason
3. For books that are questionable, manually mark them (as by putting slip of paper in them) as needing to be reviewed by Eliza
   • This step may be done while you are pulling the books, so as to reduce the amount of reshelving that must be done when books are rejected*

• As you do spot checking (or after you check them out, depending on whether you spot-checked as you were pulling), also check each book's item record in SIRIS.

1. Using F2, pull up the record for the desired book using the barcode. Pull up the Marc record and check to make sure:

• The item is checked out
• The title in the 245 category is correct
• The author in the 100 or 700 field is correct
• If an edition is indicated in the book, make sure the correct edition is in the record in the 250 field
• Make sure that publisher, place of publication, and date of publication are correct in the 260 field
• Make sure that pagination/volumes are correct in the 300 field
• Make sure that, if the item is part of a series, the series title is traced in the 490 and/or 710 field
• Make sure that the book you are holding contains only the title listed. If there are other titles bound in this book besides the title listed, this book must be marked as a bound with and given to Suzanne so that a temporary barcode may be made for the additional title. Also, once ascertaining that the book is a bound with, do a title search from the box that pops up when pressing F2 to see if the title is cataloged separately. If so, print the record for the additional title, as well as the original title that the barcode is attached to, and insert these in the book to be given to Suzanne.
• Make sure the notes field - 500 field - contains any other information that needs to be noted about the book

1. Any items that have problems with any of the criteria listed above need to be marked by printing out a hard copy of the electronic record of the book. Once this record is printed, indicate in writing on the slip what the problem is with the record. Once you have done this, insert the paper into the book to serve as an indicator of metadata problems.

D. "Select" books in picklist

• After finishing the metadata review:
  • Bring up each title by scanning the barcode into the search box on the picklist main page
  • For each item, check "selected" and hit the update button
  • Lather - rinse - repeat

--- PROCEED TO B. Below and continue process from there

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E. Dedup

• Return to the Main Page of the database and generate an xls for use with the monographic dedup utility
• Under "Generate dedup list" type today's date, or date range of your selected items and hit "Get List"
• Choose "Open with Excel"
• Make the column headers bold, remove the string (OCoLCocm) from the OCLC field values, format the Local Number column to number (no decimals) to properly display the barcode and SAVE the picklist to P:\BHL\PackingLists or to the desktop. If saving to the desktop, remember to email the list to yourself, and save it to P:\ later.
• go to the dedup tool (linked on the picklist main page - http://dedup.mbl.edu/) and upload the xls
• check dups to make sure they are actually dups, and remove any titles that have been done elsewhere - make sure to mark them as 'rejected' in the database with reason 'scanned elsewhere' if they were scanned at another institution or 'duplicate' if they were already scanned by us.
• those books that are dups can be checked back in and returned to the shelf

F. Sorting

• Once everything has been de-deduped:
  • Sort the books into three different categories:
    • First, gather every book that has an Eliza slip in it and set it aside for preservation review
    • Secondly, out of the remaining books, gather all of those that have metadata problem slips in them and set them aside for Suzanne/contractors
    • Finally, all remaining titles may be put on the outgoing cart for LC

F. Eliza Review

• For any titles that were flagged as needing to be reviewed by Eliza:

1. Call Eliza and whenever she is available, she can look through them and say which ones can go to LC (these can be added to the others that were okayed and be sent with the next shipment) and which ones need to stay here to be scanned by the NH scribe.
2. For those titles that stay here: go back into Horizon and check them out to SIL NH Scribe BHL and go into the picklist and mark them as "selected" and "@ SIL TSP"
3. Give the books that need to stay here to the NH scribe
4. If there were any titles that had both Eliza slips and metadata problem slips in them:
   1. If Eliza indicated that the book would need to stay here to be scanned, mark the book with a blue slip and put it with the contractor books. Once the book is returned from the contractors, it can be given to the NH scribe for scanning.
   2. If Eliza said it could go to LC, simply put it with the contractor books without a blue slip, and once it is returned from the contractors, it can be placed with the other outgoing LC books.

G. Contractors

• For any books that were flagged with metadata problems:
• Go into Horizon and check them out to "SIL ContractCat BHL"
• Go to the table in P:\ISD\BHL\Item Level Correction Materials and add the barcodes of all books that will be going to the contractors into this table
• For those books that were also flagged by ELiza as needing to be scanned by the NH scribe, mark the "For Stefaan" box in the Item Level Correction Materials table.
• Put all contractor books on the contractor bookshelf. Suzanne will periodically come and get more books for corrections while bringing back corrected titles. All books on the shelves for contractors should be ready for her to take whenever she needs them.
• Once Suzanne or the contractors make the necessary corrections to the books' metadata, Suzanne will edit the Item Level Correction table by checking those books that need updating in the picklist. She will then return all corrected books to the scanning room.
• Tell Keri Thompson that Suzanne returned titles and the Item Level Corrections table has been updated. . She will upload the updated record for each of the titles marked with "need updating in picklist" into the picklist
• After Keri uploads these titles to the picklist, she will mark the "Corrected Item added to picklist" field in the table for each book she has done this to.
• The books that are marked as "added to picklist" can then be selected in the picklist (Those books that were returned but not marked by Suzanne as needing updating in the picklist can simply be processed without having to wait for Keri to update them in the picklist).
• Once the books have been returned and updated in the picklist by Keri, these entries can be deleted from the Item Level Corrections table.
• Once all corrected contractor books are added to a picklist, generate an excel spreadsheet of the titles that underwent item level corrections (those titles that were marked by Suzanne in the table as needing item level corrections) and follow the dedupping process outlined earlier. (These titles will be de-duped twice, since they were de-duped before being given to the contractors as well. However, since these books underwent item level corrections when handled by the contractors, this will change the information that is uploaded into the picklist. In order to ensure that an accurate representation of the book that we will be scanning is uploaded into the de-duper, it is necessary to de-dup these titles again. When the books show up as duplicates, delete the first entry of the book in the de-duper - the entry of the book from the first time it was de-duped. This will ensure that the corrected record of the books is retained in the de-duper.) Those titles that did not need updating in the picklist when returned from the contractors do not need to be de-duped again, since the record that already resides in the de-duper for that item was not changed by the contractors.
• For any book that are duplicated, reject them in the picklist and mark them as either "scanned elsewhere" or "duplicate"
• The rejected books can be checked back in and returned to the shelves.
• The books can then be given either to Stefaan (if Eliza marked them as needing to be scanned here) or can be put with the outgoing titles for LC.

H. Shipment

• Once all titles that are going to LC have been identified:
• Generate WonderFetch URL by keying in date range items were selected (use WonderFetch list appropriate to scanning center).
• print out the wonderfetch page(s) to use as the shipping invoice.
• email URL of wonderfetch pages to scanner, or scanning center coordinator and indicate the number of books being sent that week.
• On Thursday, stretch wrap booktrucks with printout of packinglist attached. Wheel carts to loading dock.

I. Returning from scanning:**

• Go through the invoice of all books returned to make sure that all the books listed on the invoice are on the returned cart and that there are no additional books that are not on the invoice.
• Email LC coordinator to let them know if all the books were there/missing books/extra books
• Update all items that were flagged as 'not scanned' in the picklist database to reflect that were rejected. Include reason for rejection - e.g., brittle, duplicate, etc.
• Spot check all the returned books (Using IA's RSS feed of scanned books, check metadata matches book, check scan quality, etc.)
• Any books with problems: mark on the blue slip what the problem is and set it aside. These titles will be sent back for rescan the following week. Email group to let them know what items are being sent back for rescanning and why.
• Once all titles are spot checked, put a BHL sticker on the back of all titles scanned.
• In the BHL picklist, mark all returned, checked titles as "scanning complete"
• Check in Horizon & reshelve

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Questions:
Serials!
Bidding - who how when
sil's log in to the bidding system
sil/7waspefr