Jason Kibby August 16, 2013 IST 668 Internship

Project Description: Brittle and Irreparable Books Database

During my internship at the Preservation Department of the University at Albany, the time was basically split between learning and performing basic book conservation work at the bench under the direction of Collections Conservator Ann Kearney, and creating a database to deal with the workflow involving brittle and irreparable books, under the direction of Preservation Librarian Karen Brown. The brittle and irreparable books database was the major project of my internship. The rest of the time was spent on book conservation tasks that fit into a regular, ongoing workflow. Brittle and Irreparable Books Workflow Currently, the Preservation Department uses a paper-based system for its brittle and irreparable book program. All tasks are contained on a one-page form that is physically completed by preservation staff, then sent to the bibliographer for a decision. These are processed in bulk, with one packet of forms to be completed sent per year. Bibliographers use the information contained on the form to make their decision, or visiting the preservation lab to see the books and make their decisions. Once the decision is made, Preservation staff sort and route these items for disposition. Bibliographic information included in the form includes the title, author, publisher, date of publication, place of publication, call number, record number (the institutional code that applies to each work) and barcode (the institutional code that applies to each item, such as each volume of a series). The form also takes into account information about the books that are relevant to bibliographers. The

number of holdings listed in the OCLC union catalog for both the physical and microfilm copy is recorded, as well as whether or not UAlbany lists an OCLC record. If an electronic resource exists, its availability and digitizing institution are listed. Electronic items are in either full or limited view, available from Hathi Trust; for the latter, only parts of the work can be accessed by institutions other than the one that digitized it. Circulation data is also included in the information provided to bibliographers. Using the Aleph ILS, the number of times the item has circulated, the number of items in the library by the same author and the last check-in date are recorded. The books themselves can be damaged in many ways. The problems listed on the form include brittle paper (on a scale of one to four folds); mutilation or intentional damage by patrons such as the removal of pages, entire chapters or photographic plates; torn, removed or damaged covers and spines; water damage; mold. Decisions available to bibliographers include withdrawing the item from the collection, replacing the item with either a physical or digital copy, reformatting the item (which also produces a digital copy) or transferring the item to Special Collections. Decisions made by bibliographers can apply to either individual volumes or full sets. If the first choice is not available, a second choice can be selected. If a different edition is being requested as a replacement, this is also noted. Depending on which item is selected, a different department will be contacted to implement the bibliographers decision. If an item is reformatted, the Preservation Lab sends it to a third-party service, which returns both the photocopied item and a digitized file. If it is replaced with a physical or digital copy, Acquisitions is the department that carries out the task. Obviously, Special Collections handles all transfers. The only department that is contacted in every instance is Technical Services, which must then update the catalog record.

Database Design The database I have designed through the course of my internship automates this process, allowing easier communication among departments and the ability to easily look up items that are going or have been through the process. The first step in creating the database was to meet with my site mentor, Karen Brown, to both learn the workflow as described above, and to discuss in detail expectations for the finished. Following this, I was trained on the existing process, up to the decision-making point. I learned to use the Aleph ILS and filled out forms as part of the existing process. Once I was grounded in the existing practice, I began creating the entities of the workflow in the database. Shortly after these were defined, I created a flow chart to map the workflow in the digital process to match the existing analog process. Most of the fundamental components of the Microsoft Access software was utilized in this workflow, including tables, queries, forms, reports and macros. The tables that facilitate all other processes are based entirely on the various components of the workflow and form described above. The STAFF table includes information for all staff members, including name (first and last), a staff ID, email, phone, room number and department. The book table includes bibliographic information about each item. The BOOK_Info table includes access-related information, including circulation records and resource sharing opportunities. The BOOK_Damage table includes information to bibliographers about the condition of the item. This table features primarily yes/no options with unlimited combinations. There are some drop-down menus incorporated, such as a 1x-4x selection for brittle books (based on the fold test) and options such as torn, Finally, the BOOK_Decision table includes decision options for bibliographers. This final table uses a number of drop-down boxes to allow bibliographers to selection only two options. This way, there is no expectation that a book will be simultaneously reformatted, withdrawn, replaced with a physical copy and a digital surrogate created.

The overall workflow is as follows: 1. The Preservation Department Completes the Book_Description form, which provides all necessary information to bibliographers. The form completes the BOOK_Info and BOOK_Description tables. 2. A parameter query compiles all information normally provided to bibliographers to make decisions, and is based on the bibliographers last name and the fiscal year. 3. A report is produced based on the query, which includes an option to email all records for the fiscal year to the bibliographer. 4. The bibliographer completes the Book_Decision form. This includes the record number, which applies to each work at the University at Albany, instead of each item. (This is important as the decision can apply to either an individual item or a full series. If a special adjustment needs to be made, that can be notated in the Notes field.) 5. A query displays information on all records with null values, those that have not been attended to. This process is not automated beyond this point. The Preservation Librarian sends personal reminders to all Bibliographers that have yet to submit their decisions one week in advance of the deadline. 6. Another report is available to separate completed records by the decision made, which can then be sent to individual departments for implementation. This is a feature that can be expanded in the future to automatically display a certain decision, by creating more reports. Most of the work on the database went smoothly and was completed exactly as desired. The only major piece that did not fall into place was the ability to automatically email book and damage description reports to bibliographers, by linking the data in the Email field of the STAFF table to the To field of the outgoing email. The design of the database as it is allows this feature to be added easily in

the future. Additionally, there will need to be permissions added to the database, a job which must be completed by Library Systems. While there were numerous parameter searches and some validation rules applied (the requirement that bibliographers make a decision on a form before closing, for example), these will also likely be expanded in the future as the database workflow is fully implemented. There is also the possibility of transferring the database into Aleph ILS eventually. However, there remain mixed opinions on such a. If the workflow is incorporated into the ILS, it will be modeled on the existing database design. The existing database is scheduled to go live in late summer 2014. Conclusion While there are some aspects of the database that have yet to be fully implemented, and while it will almost certainly be expanded and refined in the future, the database I have designed will help facilitate the workflow of brittle and irreparable books. Communication among various departments will be improved, and the Preservation Librarian will be able to easily track decisions that have not been made by bibliographers. My hope is that it will be of benefit to the Preservation Department long into the future.