The document discusses cataloging efficiencies implemented at Texas State University to manage the increasing number of electronic resources. It describes how the cataloging department transitioned to focus more on e-cataloging and metadata work. Key changes included outsourcing some print cataloging, batch loading vendor records, and dividing cataloging work among specialized units for different formats and projects. This allowed the department to significantly increase the number of e-resources cataloged each year while balancing efficiency needs with user access.

2. Collections at Texas State

3. E- and Other Collections at Texas State: Cataloging Statistics FY10 – compared to FY09 FY10 – compared to FY08 E-resources budget 60% of budget spent on e-resources Not available Acquisitions Print down 2.72%; Non-print down .99%; E-resources up 3.72% Not available Total physical titles received FY10 (19,747) down 6% compared to FY09 (21,912) FY10 (19,747) down 11% compared to FY08 (22,374) Total physical titles cataloged FY10 (21,780) up 1% compared to FY09 (21,674) FY10 (21,780) up 1.03% compared to FY08 (21,122) Total e-titles cataloged FY10 (260,193) up 2015% compared to FY09 (12,907) FY10 (260,193) up 68% compared to FY08 (46,013) Total subscribed/purchased e-resource titles (cataloged/uncataloged) FY10 (614,644) up 187% from FY09 (327,926) Not available Total digital documents and metadata added by cataloging for institutional repository (BePress) titles FY10 (217) down 25% from FY09 (287) FY10 (217) was up 7% from FY08 (202) Total digital images and metadata added by cataloging in CONTENTdm titles FY10 was 40 (no prior year activity) Not available

5. Transforming Texas State Technical Services

6. Texas State Transition: E-Cataloging, Digital Work 1997-2004 2005-2006 2007 2008 2009 2010 2010-2011 E-serial cataloging begins A-Z list migrated to Ebsco A-Z 628 NetLibrary records cataloged by Monographs using MarcEdit Temporary book backlog cataloger hired as Ebook/Metadata Cataloger Ebook/Metadata cataloger creates first application profile for CONTENTdm digital collection Media Cataloging begins cataloging streaming video Serials Cataloging/IR Manager creates organizational structure for DSpace 22,000+ NetLibrary records (uncataloged) loaded MarcEdit used to clean up the 22,000 NetLibrary records Acquisitions hires 1 st Electronic Resources Librarian Ebook/Metadata Cataloger, Spec. Coll. Cataloger, & Elect. Res. Librarian join IR Team Spec. Coll. Cataloger issues research paper on preservation and digital formats Music Cataloging begins cataloging streaming audio Ebook/Metadata Cataloger becomes Metadata & Institutional Repository Librarian Serials Cataloger creates 1 st A-Z list Serials Cataloger becomes IR Manager, IR Team begins Ebook team assembled to catalog increasing e-books E-resource cataloging statistics tracked in all e-formats IR Vireo, Metadata, and ETD Teams formed with catalogers and Elect. Res. Librarian Largest e-book sets, ECCO and MOMW, 242,204 titles, cataloged, and vendor authority Patron on demand and Documents without Shelves e-book acquisitions and cataloging services begin 27,473 NetLibrary records cataloged by Monographs with MarcEdit Temporary book backlog cataloger hired and added to Ebook team 202 IR docs. & 43,013 e-resources cataloged Ebook/Metadata Librarian maps Dspace and BePress metadata and record values ETD workflows created for Vireo, the IR, and catalog Research begins for new Dspace platform lead by Metadata & IR Librarian Cataloging 1 st to go live in III ETDs accepted in IR 287 IR docs. & 12,907 e-resources cataloged 217 IR docs. & 260,193 e-resources cataloged 68 IR docs., 40 CONTENTdm images, 39,933 e-resources cataloged

7. E-Cataloging and Cumulative Cataloged E-Resource Totals

9. IR Documents & Metadata Added, and Cumulative IR Totals

12. Finding Efficiencies in E-Content : Experience at Texas State

18. User Efficiencies Created: Cataloging and Acquisitions User Efficiencies Created : Cataloging, Acquisitions Automating the rush process by adding ILS holds for materials requested as rush or on demand by patrons (2008) Globally updated notes in serials holdings records, improving them with more appropriate text, based on shared input from Serials Acquisitions, Reference, and Serials Cataloging (2009) Established standards and modified records with standard genre-headings for all e-resources, with input of Reference (2009) Implemented Vireo system, an electronic thesis and dissertation submission and management system (2010) Patron-driven e-book acquisition and cataloging (2010) Worked with Reference to create a Language Learning Media Collection and Digital Media Collection, re-locating appropriate materials to the Collections (2010) Documents without Shelves, an e-government document cataloging record service initiated with Government Information staff (2011)

19. ILS Efficiencies Created: Cataloging and Acquisitions ILS Efficiencies Created : Cataloging, Acquisitions Automated updating of OCLC holdings for all books, using Millennium create files/review files (2009) Implemented use of review files for online revision of item records, bibliographic record tracings and physical location of pieces (2010) Automated the weeding process by use of Millennium create files/review files and a weeding location code, also used to delete holdings on OCLC en masse (2010) Automated the distribution of unauthorized headings to appropriate units using Millennium first use headings reports and exporting of data (2011)

20. Technical/Workflow Efficiencies Created: Cataloging and Acquisitions Technical/Workflow Efficiencies Created : Cataloging, Acquisitions Began using MarcEdit and regular expressions to edit bibliographic records in a file, rather than individual editing (2005) Paperless request workflow in Acquisitions and transition in Cataloging & Metadata Services – processing data entered into order records, transferred to item records, and materials flagged/treated accordingly prior to distribution to cataloging unit (2008) Transferred cataloging of books with LC cataloging to a fast-cat process and a larger unit with other functions (2008) Outsourced authority control for books with LC cataloging (2008) Networked cataloging thermal Millennium spine label printers for all areas that produced various manual classification labels for library materials: Cataloging, Special Collections, Media, Reserve, Government Information (2008- ) Requested and ordered via YBP Gobi, with receipt of Gobi ExportPlus full MARC and later PromptCat records, for books (2009) Utilize a shared spreadsheet for serials adds and drops, used and maintained by both areas, rather than a paper form system (2009) Cataloging bounceback guidelines which standardized and streamlined problem-reporting with newly received materials that had been distributed to Cataloging (2009) Acquisitions and Cataloging & Metadata Services Procedures for Handling Replacements, and related Replacement & Withdrawal Procedures: set clear standards and procedures in place for both departments (2009) Determined a method to differentiate permanent access e-book records from Ebrary vs. subscription, by use of a “p” after the 001, so that we would not delete these purchased e-books (2010)

22. Future and The Collective Mind : Technical Services