Cope: From UDC to DDC at Bath

From UDC to DDC
Reclassification at the University of Bath
Elly Cope
Information Librarian (Chartered) – Cataloguing &
Twitter: @ellycope
E-mail: [email protected]
A brief glossary …
TS: Technical Services
Workroom: Technical Services office
AS: Academic Services
Upstairs: Academic Services
Levels: Academic Services
Infos: Information Librarians (usually referring to
Academic Services)
Deweyfication: The act of reclassifying an item
Deweyed: An item/record that has been reclassified
Library hierarchy
Head Librarian
Deputy Librarian &
Head of Technical
Bibliographic Services
Librarian (Acq., Cat.,
Copy & Print)
Bibliographic Services
Librarian (Document
Delivery & Periodicals)
Head of Academic
Faculty Librarians x 3
(Levels 3, 4 & 5)
Level 3: Architecture &
Level 4: Science
Information Librarian
(Chartered) –
Senior Library Assistant
x 0.5
Library Assistant x 1.5
Information Librarian
(Chartered) – Cataloguing
Cataloguing Library
Subject Librarians
Level 3 x 1
Level 4 x 2
Level 5 x 3
Level 5: Humanities &
Social Science
Information Librarians
Level 3 x 1
Level 4 x 1
Level 5 x 1.8
A brief history
*Academic Services Information Librarians do the
classification at the University of Bath*
• Universal Decimal Classification adopted as
alternative to Dewey
• Updated schedules not purchased
• New subjects not covered
• Additions, notes and amendments made on
schedules and, more recently, on the Library wiki
• UDC numbers ‘disguised’ as Dewey
• In-house schedules for some subject areas
• Negative student feedback
• Possibility of shelf-ready
Task Group: formation & methodology
• Communications Task Group recommended that:
“the classification system and organisation of stock be
reviewed with a view to implementing a system which is
more consistent, user focused and intuitive.”
• Classification Policy Task Group formed
• Graduate Trainee report
• Literature search
• Ongoing projects
• Costings (out-sourcing and in-house classification)
• Available schemes and associated costs
Task Group: identifying options
A. Maintain the status quo
• Incur no additional costs
• But not practical
D. Outsourcing
• Any benefits?
B. Which classification
scheme? In-house or
• Ease of use essential
(students and staff!)
• DDC or LCC
E. Retro-conversion
• Time consuming
• Test area?
C. Application of schedules
• Across the whole library
• Test area
F. Management of
• Outsourcing?
• Large scale one-off
Task Group: conclusions
Preferred options
• Adopt Dewey across the library
• Update to latest editions when available
• Use Coutts shelf-ready service
• Retro-convert existing stock
• Short term intensive retro-conversion project
Alternative options
• Adopt Dewey on one floor
• Update to latest editions when available
• Use DDC classmark from downloaded BDZ records
• Partial retro-conversion of identified problem areas
2009 pilot project
1. “To retroconvert architecture books within the 720
range in our UDC sequence to DDC.”
2. “To acquire new architecture books likely to fall
within the DDC 720 range in shelf-ready format.”
Dewey editions 19+ deemed acceptable
7,108 items in 720 range
Using ISBNs Coutts found DDC numbers for 3,500
BDZ records for 3,118 had acceptable Deweys
Unmatched books to be classified in-house
Coutts chosen as shelf-ready supplier
Retro-conversion to be done in-house
Pilot project procedures
Academic Services:
• Check spreadsheet of titles:
• DDC19+ numbers accepted without checking
• DDC18 numbers checked and accepted or reclassified
• Remaining 1,122 items transferred to storage area for
classification from scratch
(issued to ‘RECLASS’)
• Holds placed on items out on loan
• Joblink staff (aka students) produced spine labels and
updated records
Technical Services:
• Quality control items coming in as shelf-ready
Pilot project: results
Retro-conversion took 22 weeks
6,768 items were reclassified
340 books identified as missing (records deleted)
1,068 moved outside 720 range
67 architecture books ordered as shelf-ready
• Catalogue records enhanced
• User feedback very positive
Expansion of the project
• No use of shelf-ready
• New books to Dewey using numbers in downloaded
• Extend to all of Level 3 (Mechanical, Chemical and
Electrical Engineering)
• Retro-convert all stock
• Previous editions and extra copies
• Huge amount of extra work for cataloguing
• Early 2010 Request made for Management to be
added (Level 5)
• Late 2010 TS pushed for all fund codes to be Deweyed
• Frustrating for the team to know items would be back
• Still not literature…
Current Cataloguing procedures
*Everything passing through Workroom now gets a Dewey
number (except literature)*
• Check record for a Dewey number
• Check that it’s a valid Dewey version for that fund code
• If a number can’t be found through BDZ, LoC or OCLC
Classify it goes ‘upstairs’ for a number
• Returned to TS for final cataloguing and spine labeling
• Extra copies & other editions
• Extra copies dealt with by Technical Services
• Other editions dealt with by Academic Services
(partly because of Library layout!)
• User IDs for Workroom and the AS floors for holds
• Retro-conversion of Level 3 ongoing
• Academic Services conduct targeted retro-conversion
projects over summer vacation
• Subjects/number ranges nominated by members of
Task Group
• Calculations of number of books and time needed to aid
• Recent summer projects:
• 2010 Mechanical Engineering (620s)
• 2011 Computer Science (003-006)
• 2012 nominations were:
• Management (658 & 659)
• Biology & Biochemistry (570s, particularly 571)
The future
Unlikely to adopt shelf-ready in the near future
Ongoing summer retro-conversion projects
Change to library layout?
Changes to Dewey…
Staffing changes
Keep going!
As of August 30th 2012:
37,297 titles in the library have Dewey numbers (15%)
210,272 titles are still UDC (85%)
Calculations predict another 17 years at the current rate..!
Any questions?
Extra copies procedural flowchart
Check call no./item tab. Is the
record already Dewey?
Process in the
usual way
Is there an acceptable Dewey no. in
the bibliographic record?
Write it on the slip and
in the property stamp.
Check record as normal.
Put book in stacks
for classification
Part B
Go to call no./item tab
Are there copies on
Print record (File/Print)
Change the call number to the
Dewey number and change ‘class
scheme’ from UDC to Dewey
If the Dewey number will place the
books on a different level to their
current location update the ‘Home
location’ to the correct Level as
determined by the call no.
Check everything else is correct
Collect print out
Write on the print out the new call
no. and what version of Dewey it’s
from. Tick off the copy(ies) you’ve
done and write ‘Done’ and the date.
Place holds for RECLASS
on them and write ‘holds
placed’ and the date.
Are they all on loan?
Hole punch and put in
narrow blue ringbinder
on Cataloguing’s drawers
Put print out in the
appropriate Level
folder on Jayne’s
desk (by UDC no.)
Other editions procedural flowchart
Check a previous edition’s record.
Is it already Dewey?
Breathe a sigh of relief.
Double check all the
Are they all Dewey?
Check records for an
acceptable Dewey
Is there one?
Process your book as
normal using Dewey
number found
Put in stacks
Return to search
Use that number
for your edition
and process as
Open the record for the next
‘other edition’ in the list
Print a copy of the record
Add Dewey number in an 082
field making sure to add |2 and
the Dewey version no.
Return to search
Repeat until all editions
have Dewey numbers
and all records are
printed out.
Collect print outs
On each print out write the
Dewey version and the new call
Send to Information Librarian on
the relevant level (by fund code)

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