Congressional Serial Set Project Charter

Contact Information
Requesting Department:	Government Information
Department Contact:	Jen Kirk
Cataloger(s):	Kurt Alan Meyer
Time
Est. Total Time:	Approximate from test run
Est. Start Date:	February 2021
Est. End Date:	TBD
Project Details
Quantity:	11,300
Equipment Needed:	None anticipated

1. Overview:

In an effort to address compact shelving issues, Government Information will need to catalog materials that could potentially be moved to the BARN. One collection that has been identified is the Congressional Serial Set. There are over 15,000 volumes in this set, with 11,000 volumes stored in a run under the X call number. Given the large size of the collection, Gov Info, CMS, and the Integrated Systems Librarian agreed via email in October 2020 to investigate methods for batch processing the cataloging of this collection. The group identified a strategy for cataloging by Congresses (years) that will include creating a record for each year and attaching individual items to these general records. Individual title level cataloging will not be the primary goal. The most pressing constraint is that no single record can include more than 500 item records attached.

2. Project Team, Roles and Responsibilities:

Team Member	Role	Responsibility
Kurt Meyer	Lead cataloger/project manager	Title Level Cataloging
Melanie Shaw	Cataloger	Batch Level Cataloging
Barbara Fleming	Cataloger	Holdings Creator
Andrea Payant	Cataloger	Batch level (backup)
Jen Kirk	Government Information head	Decision maker
Liz Woolcott	CMS unit head	Batch Level Cataloging

3. Costs

Item Name	Unit cost	No. of Units	Est. Total
Barcodes	$0.01	11,300	$113
Labels	$0.01	11,300	$113
Est. Total			$226

CMS will include barcode estimates in next order for barcodes. These funds come from the general library fund. No additional funding is required.

4. Timeline and Benchmarks:

Date(s)	Activity	Benchmarks/Goals	Assigned to:
Feb. 2021	Set an initial meeting with Gov Info	Outline the project timeline and process	Liz
Feb-March 19, 2021	Pre-Process Test batch 18^th-33^rd Congress	Barcode/record for first 250ish items	Jen
Feb-March 19, 2019	Draft process/procedures Assign and train catalogers on project	Procedures drafted	Melanie, Kurt, Liz
By April 2, 2021	Barcode and catalog 250ish items/week	Have 1^st 1,000 Items barcoded / cataloged	All Team
April 19-30, 2021	Test Phase	Team will track time, numbers of items, and errors/issues. Report on projected time to completion	All team
May - TBD	Batch level cataloging	TBD	Melanie, (additional batch loader)
May – TBD	Individual title level cataloging	TBD	Kurt
May – TBD	Holdings records created	TBD	Barb

5. Statistics and Tracking

Airtable will be used for tracking purposes. A base has been set up by the Government Information Librarian: Serial Set Area Shelflist (https://airtable.com/shrQO4bFmhRs5BSBq) that can be used.

Statistics (for CMS) will be recorded in the CMS Stats Airtable base and will include GovDocs-OriginalCat-Physical, Sierra-Items Added, and if needed, Sierra-Holdings Created.

6. Communication Expectations/Reporting:

Beyond the initial meeting, the team will report monthly on the progress of the project. Reports will be submitted by the Government Information and E-Resources Cataloger in the form of the monthly updates to the Cataloging Projects and Ongoing Work form: https://airtable.com/shrUK6bTlUAD732HS Additional reports will be pulled from Airtable, as needed.

7. Workflows/Procedures

Workflows and processes for this project will be kept in a publicly accessible Confluence page to ensure that CMS and Gov Info have access to the process. Procedures for this project are documented here: