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Natalie Bosworth

University Library of California at Berkeley

Automation at the University of California at Berkeley

The University of California (UC) is comprised of 9 campuses located statewide. The campuses are UC Berkeley, UC Los Angeles, UC Davis, UC Santa Barbara, UC San Diego, and UC Riverside. Within California there are also two coexisting university system besides UC, the California State University system and the private university system, such as Stanford University.

UC Berkeley is the oldest campus of the UC System, and is one of the most famous research institutions in America. Today I will describe in detail the UC Berkeley Library system and its automation.

HISTORY OF THE BERKELEY LIBRARY

Library facilities on the Berkeley campus are collectively known as the University Libraries. The Library system consists of the Main Library, Moffitt Undergraduate Library, tlie Bancroft Library, and twenty-one branch libraries.

The Library's collections and services primarily support the instructional and research programs on the Berkeley campus. As the oldest and largest library in the University of California system, the UC Berkeley Library is a central research facility in California, and is highly regarded by scholars nationwide.

The Library's collections have long since exceeded shelving capacity available in the libraries on campus. Therefore, less frequently used materials (approximately two million volumes) must be housed off campus at the Northern Regional Library Facility in Richmond, California.

The other 21 branch (academic) libraries on the Berkeley campus are: Astronomy/Mathematics/Statistics, Biochemistry, Bio-sciences, Business/Social . Sciences, Center of Chinese Studies, Chemistry, Earth Sciences, Education/Psychology, Engineering, Entomology, Environmental Design, Forest Products, Forestry, Library School, Music, Optometry, Physics, Public Health, Social

Welfare, and Law. The entire library collection consists of over 7 million bound volumes, and we currently receive over 100,000 serial titles.

AUTOMATION AT UC BERKELEY

As mentioned before, Berkeley's collections are housed in over 24 campus libraries, and comprise over 7 million volumes, 100,000 periodical and other serial titles, and millions of items in other formats (manuscripts, pamphlets, maps, pictoral items, audio and visual materials). In general, UC Berkeley has two lines of automation to keep track of this extensive collection. The first line of automation is for patron use. This system aids our 4 million annual users, in locating materials in our collection, and in locating materials that are housed at other college campuses in California. The second line of automation is used only by the staff of the UC Berkeley library system. This automation aids our staff in the receiving of new materials and in maintaining our collection.

The line of automation for patron use is divided into two on-line catalogs lor locating books and journals. Either one can be searched from terminals located in the libraries across campus. Access from the home or office is available via telephone lines using a modem and personal computer.

The first on-line catalog is GLADIS (the General Library Automated and Information System). GLADIS is a catalog specific to the Berkeley Campus. Currently it contains catalog record for books, serials, maps, musical scores, sound recordings, datafiles, manuscripts, and visual items owned by the Library. New catalog records, for both current older materials, are added continuously to its database, and as GLADIS develops, more sophisticated search and display features will become available. Some pre-1977 material not found in GLADIS can be located by using the old card catalog. This card catalog is in the process of being replaced by GLADIS. Patrons use GLADIS to find out which branch library has a particular book or journal, or to find all the books written on a particular subject, and where these books are located on the campus. GLADIS will also 'indicate whether the particular item requested is housed in storage at the Richmond Storage Facility. GLADIS also provides current circulation information, that is, GLADIS lets you know when material is checked out to another

borrower and when it is due. Step-by-step instructions are provided on-line for new users of the GLADIS catalog. Experienced users can type in their entire search request at the first prompt arrow. On-line help is readily available; simply type the command HELP at any time for an explanation of what you have done so far, and what options are available to you.

The second on-line catalog is MELVYL. MELVYL includes holdings for all nine campuses which make up the University of California plus journal holdings for .many other Academic libraries statewide (the California State University, Stanford, the University of Southern California, the Center for Research Libraries, and the Getty Center Library). In addition to location information about books and journals, MELVYL also includes two indexes to periodical articles: CURRENT CONTENTS, which provides access to current periodical literature in every major academic field (a database of over 6,500 scholary journal listings); and MEDLINE, which indexes biomedical journals. MEDVYL also supports searches of computer readable bibliographic databases: ASI, AGRICOLA, ERIC, Historical Abstracts, Predicasts Psychological Abstracts, etc. MELVYL provides keyword title and subject searching and other sophisticated search features which are not available on GLADIS. MELVYL's database which are the most frequently used are: CAT, a catalog of several million books and other library materials; TEN, a subset of the catalog, allowing faster searches for items published in the last ten years; and PE, titles of several hundred thousand periodicals and other serials.

The second line of automation on the UC Berkeley campus can only by accessed by library staff. This system is called INNOPAC.

Today, Berkeley's acquisitions and control will be described.

ACQUISITIONS - ORDER ENTRY. INNOPAC handles all types of orders, as well as gifts and exchanges. Besides new orders for books, INNOPAC can handle standing orders, subscriptions, blanket orders, approvals, depository items, memberships, replacements, prepaid items, etc. Each order record in INNOPAC is automatically linked to a bibliographic record. INNOPAC's bibliographic record can have as many separate order records attached as needed. Our orders are keyed on an INNOPAC terminal. The operator is prompted by INNOPAC for the necessary data for example, author, title, number of copies, fund, vendor, etc. A large amount of this data is defaulted so that it is not necessary to key the same information repeatedly. Each order keyed is automatically checked for duplication. Also checked as each order is keyed is the fund to which the order is to be charged. In the order will cause the fund to exceed a library-specified percentage-of-budget-spent, a message is given to the operator.

ACQUSITIONS - CLAIMING. INNOPAC monitors items to see that they actually arrive in the library within the required period of time. With each vendor the library uses, INNOPAC associates a "normal" delivery time. This is recorded in INNOPAC as "number of days after order placed until first claim, second, etc." Thus, INNOPAC automatically knows when to claim the item. On a periodic basis, a library staff member directs the INNOPAC to examine its order files and produce a list of items that should now be claimed. The staff member reviews this list on-line and decides to either issue the claim or not, cancel the order, or just postpone the decision. Once these decisions have been made, the operator has the system sort and print the claims and cancellations.

CLAIMS FOR SERIALS: For each subscription or standing order, the library indicates, when each issue is expected to arrive. (For regular items, INNOPAC will compute these dates.) The library also specifies a "grace period". If the issue does not arrive within the allowed "grace period", INNOPAC will want to claim the issue. In order to actually issue the claims, the library directs the INNOPAC to scan the serial file on a periodic basis to isolate these late issues. Each title that has a late issue is then displayed on the terminal for a staff member to review and make the actual decision whether or not to issue a claim. Once the decision is made, the library can have INNOPAC sort and print the claim. In addition a staff member can at any time, retrieve a record for any serial and any issue.

SERIALS CHECK-IN (REGISTRATION OF INCOMING MATERIALS) Serials check-in is the registration of all types of serials: periodicals, journals, newspapers, government documents, monographic serials, etc. The first step is to retrieve the record. Records for serials may by retrieved by any access point. Our typical access points are tittle, ISSN, or order number. The retrieval is done by keying in as little of the access point as desired. INNOPAC presents the record using a graphical representation of a "Kardex" card. Each "box" on the card is drawn on the screen and shows the date of each issue, its volume and issue number and the date it was received. Highlighted in the "box-" is the status of the issue, for example, EXPECTED, RECEIVED, AT BINDERY, etc. INNOPAC is designed so that the "box" for the next expected issue is "flashing" so that it stands out. If the flashing box is the one for the issue that has just been received, the check-in is recorded merely by pressing the "c" (for Check-in). INNOPAC will automatically change its status from "expected" to ARRIVED, record today's date in the "box", and advance the flashing to the next "box". There is no need to key the volume and issue number, or other data, because INNOPAC has previously computed and recorded that in the boxes on the card, using the information it has from the title.

The library consistently binds serials to preserve them. The Binding staff prepares a title for binding usually when the last issue of a volume arrives. The staff then prints binding slips on INNOPAC which simultaneously changes the boxes in the Kardex screen from ARRIVED to TO BIND. The binding slips tell the bindery how to prepare these journals in book form.