Congressional Hearings Remediation Project Charter

Contact Information
Requesting Department:	Government Information
Department Contact:	Jen Kirk
Cataloger(s):	Kurt Alan Meyer, Melanie Shaw
Time
Est. Total Time:	Approximate from test run
Est. Start Date:	June 2022 (Cataloging; Gov Info work happening prior)
Est. End Date:	TBD
Project Details
Quantity:	100,000 volumes
Equipment Needed:	Barcodes

1. Overview:

In an effort to address compact shelving issues, Government Information will need to shift the Congressional Hearings collection. As this is a high use collection, further description and barcoding was deemed useful to patrons. The collection is estimated at 100,000 volumes. A mostly comprehensive list of all items in the Congressional Hearings was obtained from the University of Florida. This was combined with a list of all items currently cataloged in the collection. These lists were put into Airtable bases by Government Info and de-duped. Government Information staff then pulled items off the shelves, located them in the Airtable list, and scanned existing barcodes or added new ones before re-shelving items in their new location. Minimal categories were assigned to items based on the level of cataloging completed at that time. Cataloging and Metadata Services will work on the batch cataloging processes for three types of items:

Set Holdings: Fully cataloged material that need to have holdings set in OCLC
Merge Overlay: Existing cataloged material that needs item information updated with new barcode information (Merge Overlay)
Merge New: Material that has not been cataloged and needs to have barcode information merged with existing OCLC records and imported into catalog

2. Project Team, Roles and Responsibilities:

Team Member	Role	Responsibility
Kurt Meyer	Co-lead cataloger	Primary batch cataloger; batch process design
Melanie Shaw	Co-lead Cataloger	Batch process design and development, some batch cataloging
Jen Kirk	Government Information head; Project Manager	Oversees all aspects of the project
Liz Woolcott	CMS unit head;	Project management for cataloging; some batch cataloging

3. Costs

Item Name	Unit cost	No. of Units	Est. Total
Barcodes		100,000
Labels	$0.01	100,000	$1,000
Est. Total

CMS ordered barcodes through CMRS in Spring 2022. Labels will be ordered as neeeded. These funds come from the general library fund. No additional funding is required.

4. Timeline and Benchmarks:

Date(s)	Activity	Assigned to:
April - May 2022	Pull data and run tests on process	Government Info
April - ongoing	Finalize process; shift material; add information to Airtable base	Government Info
June - July 2022	Examine data; identify potential existing batch routines that can be modified; rework workflows to match Government Information specifications.	Cataloging (Kurt, Melanie, Liz)
August 2022	Batch routines are tested, changes or modifications to documentation are recorded	Cataloging (Kurt, Melanie)
September 2022- ongoing	Batch cataloging or holdings update for identified items is in progress	Cataloging (Kurt, Liz, Melanie)
TBD	Identify material for individual cataloging (boundwiths, etc.) and catalog or develop alternate process	Cataloging (Kurt); Government Info

5. Statistics and Tracking

Actions for items will be recorded in their appropriate Airtable base. For batch cataloging, all items with full records (bib and item) in Sierra and holdings updated in OCLC will be recorded as “Fully Cataloged” in the Cataloging Status column.

For CMS members, numbers will be reported for batch routines and added items

All items in merge process (Merge Overlay and Merge New) will be recorded in the “GovDocs-Batch_Modified” column in the monthly stats. If records are brought in with more than one item or 949, record the record and first item as “1” in the Batch Modified column, and all subsequent volumes counted as “Sierra-Items Added”
All items in the Set Holdings workflow will be recorded in the “OCLC Holdings Updated” column.

For Government Information members, numbers will be reported using traditional metrics, including:

GovDoc-CopyCat-Physical
Sierra-Edits
Sierra-Items Added
Processing-Physical Item

6. Communication Expectations/Reporting:

CMS and Government Info will report cataloging numbers in the Stats Airtable base monthly. Items will also be updated in respective Airtable bases to make running reports simple. Meetings will be called as needed.

7. Workflows/Procedures

Workflows for each batch process are as follows:

Set Holdings
Merge Overlay
Merge New