Duke is on the Move!

Since 1941, Duke University has considered the move from Dewey to Library of Congress seven times. Each time it was decided to continue with Dewey. Then Rosalyn Raeford, head of cataloging at Duke University’s Perkins Library, put together a proposal. She showed the administration how much money could be saved by changing to the Library of Congress Classification. Raeford demonstrated that it would actually cost the Libraries more to continue using Dewey than it would to move to LC. She presented a list of ten good reasons why the switch should be made, including increased resource sharing capability, availability of LCC trained catalogers, and the readily available automated processes for converting the collection. After an extensive RFP process, Backstage Library Works was identified as the most qualified vendor to undertake the reclassification. "We narrowed it down to Backstage Library Works from a list of five vendors," said Raeford. "Once we began talking to Backstage Library Works, we got the feeling that this project is a partnership. It feels like a partnership."

The first step in the project was to create item records for 138,600 serial items so that each item would receive a new call number. We went on-site to scan 36,000 serial title cards. Using our unique imaging system we were able to link the card images to the MARC records for easy quality control.

Once all the items for reclassification have a record, the records are reclassified. There was a total of 500,000 bibliographic records that needed reclassification. There are three steps for data reclassification that we use:
• Check within the records for valid LC classification
This may include checking 050 or 090 fields, or other fields where LC classification might be found.
• If no valid LC classification exists in the record, search for matching records that contain valid LC classification
Matching can be automated or manual, and records can be searched on many databases. For Duke University we used the LC database only.
• Manually reclassify any records that lack valid LC classification
This is done manually using the primary subject heading in the record, the existing classification, and tools such as LC Class Web and Dewey-LC tables. For Duke we manually reclassified 309,000 bibliographic records.

The serials itemization and reclassification portions were completed in about one year, and the final data was sent to the library in March 2006.

The most labor intensive step is currently underway at the University. The re-label and re-shelve project will take about two years to complete, beginning in January 2006. Extensive planning and mapping began months before. Backstage is providing the 2.3 million labels needed for the project. The labels consist of two parts: one portion contains the barcode, title, and current call number; the other portion is the new label that will be applied to the book.

Mapping the library is one of the most important aspects of a re-shelving project. This includes floor plans showing the current and new call number locations, spreadsheets showing each item’s current and future shelving, and detailed instructions about fill capacity and move sequence. If the material is moving to a new building, transport issues are addressed. This is a major concern with Duke, working with seven different libraries, dealing with a library merge, and library remodeling and additions. Before we even attached the first label, we created the map of where each item will eventually go. Then we went through each range and labeled each section with the first call number that would end up on those shelves.

We have two full-time teams working on-site to re-label and re-shelve all of these items. An interesting fact about the staff that we hired to work on-site at Duke, is that four of them have a Masters degree, one of them an MLS. One is going to law school and another is pursuing an MLS.

As the teams work through the sections, the general process involves four steps for each item:
-- Pull the book off the shelf and scan the barcode on the book
-- Verify that the barcode, call number, and title words match the new label
-- Identify and resolve any problem items
-- No barcode
-- Not itemized
-- No matching verification field (barcode, call number, or title)
-- Problems are flagged with color coded slips, and then sent to the librarian to resolve. Once the problem is fixed we label the item
-- Put the book in its new home
All of this happens within one day, unless there are problems that need to be resolved.

At the end of each day, we report to the library’s system what changes have been made. This allows patrons to find the books that now have a new call number, within one day of their being moved. This is a great help to the library because their materials are actively circulating.

So far this project has been a great success! We are excited to move forward with Duke, as well as other libraries as they make these changes. We are currently working with University of Michigan Law Library do reclassify their 300,000 item collection, as well as mapping the move for them. We are also reclassifying the Cleveland Museum of Art’s collection this year.

by Marcene Perry