{"id":235,"date":"2018-07-04T11:53:12","date_gmt":"2018-07-04T11:53:12","guid":{"rendered":"http:\/\/lisp5.epgpbooks.inflibnet.ac.in\/?post_type=chapter&p=235"},"modified":"2018-07-31T11:54:12","modified_gmt":"2018-07-31T11:54:12","slug":"retro-conversion-in-cataloguing","status":"publish","type":"chapter","link":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/chapter\/retro-conversion-in-cataloguing\/","title":{"rendered":"Retro-Conversion in Cataloguing"},"content":{"raw":"
\r\n\r\n \r\n\r\nI.\u00a0\u00a0 <\/strong>O<\/strong>bjectives<\/strong>\r\n\r\n \r\n\r\nThe objective, of the module is to impart knowledge on various aspects of retrospective conversion includes:\r\n\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The concept, need and its historical developments retrospective;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Parameters and currently used standards.\r\n\r\n \r\n\r\n \r\n\r\nII.\u00a0\u00a0\u00a0 Learning Outcomes\u00a0<\/strong>\r\n\r\n \r\n

On completion of this lesson, learner would attain knowledge about the process of retrospective conversion and options available for retro-conversion of bibliographic records. They would also learn about the importance of planning, documentation of procedures and monitoring to maintain consistency in the conversion.<\/p>\r\n \r\n\r\n \r\n\r\nIII.\u00a0\u00a0\u00a0 Module Structure\u00a0<\/strong>\r\n\r\n \r\n\r\n1.\u00a0\u00a0 Introduction\r\n\r\n2.\u00a0\u00a0 What is Retrospective Conversion?\r\n\r\n3.\u00a0\u00a0 Need for Retrospective Conversion\r\n\r\n4.\u00a0\u00a0 Retrospective Conversion Features\/Benefits:\r\n\r\n5.\u00a0\u00a0 Objectives\r\n\r\n6.\u00a0\u00a0 Scope\r\n\r\n7.\u00a0\u00a0 Planning\r\n\r\n7.1\u00a0\u00a0 The Planning Framework : Important Question\r\n\r\n8.\u00a0\u00a0 Pre-conversion Issues\r\n\r\n8.1\u00a0\u00a0 Record Format\r\n\r\n8.2\u00a0\u00a0 Fields in the Database\r\n\r\n8.3\u00a0\u00a0 Source for Bibliographical Information\r\n\r\n8.4\u00a0\u00a0 Priorities of Conversion\r\n\r\n9.\u00a0\u00a0 The Problems Behind Retrospective Conversion\r\n\r\n10.\u00a0\u00a0 Basic Retrospective Conversion Guidelines\r\n\r\n11.\u00a0\u00a0 Documentation\r\n\r\n12.\u00a0\u00a0 Retrospective Conversion Process\r\n\r\n12.1. Determine Library nNeeds\r\n\r\n12.2 Establish Parameters for the Recon Project\r\n\r\n12.3. Establish Standards for the Recon Project\r\n\r\n12.4\u00a0\u00a0 Identify Recon Option\r\n\r\n12.5\u00a0\u00a0 Analyze Options\r\n\r\n12.6\u00a0\u00a0 Choose an Option\r\n\r\n12.7\u00a0\u00a0 Develop Plan of Action<\/span>\r\n\r\n12.8\u00a0\u00a0 Implement the project, monitor progress, fine tune procedures, and complete the project<\/span>\r\n\r\n13.\u00a0\u00a0 Methods of Retrospective Conversion<\/span>\r\n\r\n13.1\u00a0\u00a0 In-House Conversion using Existing Staff<\/span>\r\n\r\n13.2\u00a0\u00a0 Outsourced In-House Conversion<\/span>\r\n\r\n13.3\u00a0\u00a0 Outsourced Off-site Conversion and Machine-Match Conversion<\/span>\r\n\r\n14.\u00a0\u00a0 Steps in Retrospective Conversion<\/span>\r\n\r\n14.1\u00a0\u00a0 Filling of Data Input Sheets\/Worksheets<\/span>\r\n\r\n14.2\u00a0\u00a0 Entering Data into Software<\/span>\r\n\r\n14.3\u00a0\u00a0 Editing of the Database<\/span>\r\n\r\n15.\u00a0\u00a0 Key to Success<\/span>\r\n\r\n16.\u00a0\u00a0 Summary<\/span>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n \r\n\r\n \r\n\r\n1.\u00a0\u00a0 Introduction\u00a0<\/strong>\r\n\r\n \r\n

The developments in information technology have effected drastic changes in the way in which information is collected, stored, retrieved and distributed. The main responsibility of library is to maximize user need satisfactions and to minimize time loss to the user. It can only be done by increasing the internal efficiency of day to day work within the library. The applications of computers can be grouped into those concerned with housekeeping\u00a0 routine and those directed towards information retrieval.<\/p>\r\n \r\n

The information storage and retrieval problem has become progressively more serious in recent years, especially in the areas of technology and science, where the volume of data and information is increasing at an unprecedented, nearly exponential rate. Keeping in view the tremendous flow of information, to organise information and to disseminate in systematic way only computerization is answer. Computer aided system is more convenient, more flexible and more comprehensive and in the long run more economical. To establish computer base system of any library, it is first step to create a database of the existing resources available in that library.<\/p>\r\n \r\n

It is necessary to convert the bibliographical information of manual card catalogue to machine-readable format for use with an automated library system. This process is well known as Retrospective Conversion (RECON). Retrospective Conversion involves a considerable amount of work, essentially acquiring existing databases and keyboarding all the existing entries of records error checking etc., or to get the job done from commercial vendors \u00a0and creating a bibliographic database and transferring the records to machine readable form. RECON is a costly and time-consuming task for most of the\u00a0libraries. Therefore, it is to be planned properly for completing the task with the day to day activities of the library.<\/span><\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n2.\u00a0\u00a0 What is Retrospective Conversion?\u00a0<\/strong>\r\n\r\n \r\n

\"Retrospective Conversion is the conversion of a library's existing bibliographic records from manual to machine readable format according to specified policies and standards\" - Jane Beaumont and Joseph P. Cox,<\/em><\/p>\r\n \r\n

Retrospective conversion is the process of conversion of printed catalogue of library holdings into machine-readable form, in a pre-defined format using accepted standards for making it searchable through machine. This process is a pre-requisite for library computerization. Libraries cannot begin on-line transactions of other functions such as acquisition, cataloguing, circulation, OPAC and serial control etc. unless and until retrospective conversion is not fully done. Retrospective conversion is typically accomplished by one or a combination of two basic methods: matching and extracting machine-readable records from a resource file or keying records directly into a database.<\/p>\r\n \r\n

It is clear that retrospective conversion is concerned not with ongoing cataloguing, but rather with converting previously created bibliographic records from card or paper formats in to machine-readable format. It is not cataloguing or even re-cataloguing. Although sometime re-cataloguing may be necessary or useful to make changes to older headings, classification numbers, etc. The primary purpose is to create a machine- readable file of the existing manual catalogue, not to duplicate the work of previous cataloguer. It is the conversion of data from one format to another as quickly and as inexpensively as possible, while maintaining the policies and standards set for the project.<\/p>\r\n \r\n

It is advisable to set the policies before start of the job such as how much editing is to be done? are all names to be checked in an authority file? etc. Standards for the task have also to be decided upon such as: will the Anglo American Cataloguing Rules II (AACR-II) be followed faithfully? is the machine readable catalogue (MARC) format, CCF Format or any other standard format to be used ? It is most troublesome task. It is enough to say that for a project to be successfully accomplished certain policies and standards must be decided upon before the project begins and they must be adhered to during its execution.<\/p>\r\n\r\n<\/div>\r\n \r\n\r\n3.\u00a0\u00a0 Need for Retrospective Conversion\u00a0<\/span><\/strong>\r\n

\r\n\r\n \r\n

The conversion of database of library holdings from non-machine-readable form to machine-readable form is a pre-requisite to implementing an automated system. This database would become the foundation for other library activities such as on-line public access catalogue (OPAC), circulation, catalogue maintenance, resource sharing, etc. These records provide the means of generating statistics and other information that is needed to improve the existing services and introduction of new one.<\/p>\r\n \r\n\r\n4.\u00a0\u00a0 Retrospective Conversion Features\/Benefits\u00a0<\/strong>\r\n\r\n \r\n

\u2022\u00a0 \u00a0To Create a Database for a Local Automation System<\/strong>: The library usually wished to automate the circulation function in the library and\/or to provide an online catalogue. The library may also wish to provide for its future automation needs and in fact proceeds to carry out a RECON project without having a specific automation system in place. The need to have a machine readable file of its bibliographic records has, however, been identified.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Improve Speed Service to Users on Time: <\/strong>It is to be expected that the results improve the services that the library provides its users. Some of the benefits which library users may find are improved circulation services, improved access to the library's collection, improved interlibrary loan response time etc.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Improve Internal Library Procedures: <\/strong>Not only should a library expect a recon project would benefit its users, it should also expect that the \u00a0project would assist the library's own staff in accomplishing their tasks with more efficiency. This <\/em>may manifest itself in such benefits as the\u00a0 \u00a0elimination \u00a0of \u00a0card \u00a0filling, \u00a0the \u00a0availability \u00a0of \u00a0more\u00a0 \u00a0current bibliographic data, the lessening of time-consuming changes to catalogue records, and an improvement in pre-order and pre-catalogue searching.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Generate Special Products: <\/strong>If library has its catalogue in machine readable format, it is much easier to generate special products including a complete database produced in a different format (example., catalogue on floppy diskette can be distributed at various points in the library or to different branches) or a subset of the database, (example., a serials catalogue, or a catalogue of the library's non-book material, electronic media resources etc.). Once the data have been entered into the library's databases in a consistent format, with useful coding, it is possible to\u00a0generate many special products. The library's catalogue is no longer site- bound and can be accessed more easily.<\/span><\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Create an Integrated File and to Eliminate the Cost of Maintaining Parallel Systems: <\/strong>One of the reasons many libraries contemplate a recon project is that present cataloguing is automated while older records remain in card format. This creates two files and hence two places to search for library materials. It is quite common for a library to have some of its records on floppy diskettes or in an online catalogue, and the remainder in a card catalogue. This is awkward for both users and library staff. With a complete recon, the library acquires a single, integrated file. The cost of maintaining two catalogues has also become prohibitive for some libraries and they simply close the cards catalogues and maintain just one catalogue. Other libraries maintain both catalogues. Neither solution is very satisfactory. When the recon project is completed, however, the need to maintain parallel catalogues \u00a0is eliminated and hence catalogues maintenance costs are reduced.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Provide Flexibility in Changing Systems: <\/strong>It is evident that the rate of technological change readily. Some of the libraries that were the first to automate have now changed systems two or three times. A library must therefore try to create a database, which will allow it to move with technological change. Having an integrated machine-readable file will allow libraries to move from older to newer computer systems with more ease and less cost.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0To Maximize Return on Automation Expenditure: <\/strong>Libraries are spending vast amounts of money on computer hardware and software. If, for instance, only fifty percent of a library's catalogue is in the automated system then the library is not maximizing the return on its investment. Besides not using its computer power to full potential, the library is probably wasting time and money using and maintaining two systems, a manual one and an automated one.<\/p>\r\n \r\n

\u2022\u00a0 \u00a0\u00a0To Protect Library Files: <\/strong>One of the attributes of machine-readable catalogues is their portability, as opposed to card catalogues, which are usually maintained at a single site. This portability provides added protection to the library's bibliographic files as copies of the files can be stored and maintained in off-site location. In the event of flood, fire, or other disasters in the library, the file copies remain safe. Preservation of the files should not pose a problem in the future, as they can be copied and transferred to newer and better means of storage as these become available.<\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Create Union List: <\/strong>For libraries, which are part of a larger library system or group of libraries, having all the holding in machine-readable format can facilitate the production of union lists, which can be a cumbersome task if maintained manually.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Share Bibliographic Data: <\/strong>The conversion of a library's bibliographic records to machine-readable format means that the data can be shared with other libraries. This is especially true for those libraries, which form a consortium or maintain file with bibliographic utilities. This sharing of data is of mutual value of the member libraries as the pool of available record increases.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Share Bibliographic Resources: <\/strong>Not only is the bibliographic data made more widely available when in machine-readable format, the bibliographic items themselves are often more widely available to other libraries. Through the use of central databases and electronic mail the interlibrary loan function in many libraries, especially smaller one, has been greatly enhanced by the ability to identify a location for an item, and subsequently to make an interlibrary loan request for it.<\/p>\r\n \r\n

\u2022\u00a0\u00a0\u00a0 To Facilitate Collection Rationalization: <\/strong>The decision whether or not to purchase a specific item can be aided if the library in question has access to\u00a0 \u00a0all bibliographic records of similar \u00a0neighbouring \u00a0libraries. \u00a0With automated union catalogues and bibliographic consortia, it is easy to explore the holdings of other libraries.<\/p>\r\n \r\n

\u2022\u00a0 \u00a0To Create National Databases and to Contribute to Universal Bibliographic Control: <\/strong>Having the library's records in machine-readable format can extend the benefits beyond the local and regional arenas to the national and international. When libraries contribute cataloguing to a larger pool they are increasing the number of records available to all who use that pool, they are aiding the bibliographic control of items in their own area and contribute to universal bibliographic control.<\/p>\r\n \r\n\r\n \r\n\r\n5.\u00a0\u00a0 Objectives\u00a0<\/strong>\r\n\r\n \r\n\r\nThe objectives of retrospective conversion are:\r\n\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 To create a database for the automation system;\r\n\r\n\u2022\u00a0\u00a0\u00a0 To maximize access to the collection;\r\n\r\n\u2022\u00a0\u00a0\u00a0 To improve the services;<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 Reduction in time for searching of a document;<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 To improve library internal procedures: the integration of acquisition and cataloguing through automation and streamlining of other technical services; and<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 To maximize returns on automation expenditure,<\/span>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n6.\u00a0\u00a0 Scope\u00a0<\/strong>\r\n\r\n \r\n

To achieve the desired results it is necessary to have a good understanding of the relationship of each aspect of retrospective conversion process. Decision made on one part of the project will have an impact on others. Thus, once it is decided to initiate the retrospective conversion project, it is essential to determine the scope of the project by:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 Stages\/phases and schedule of process;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Deciding what areas of the collections will be converted;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Prioritizing the order of conversion;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Desired speed of conversion;\r\n\r\n\u2022\u00a0\u00a0\u00a0 By whom and how the conversion is to be completed; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Project costing and budget.\r\n\r\n \r\n

It is better to ensure that everyone involved in retrospective conversion project should understand the scope, goals, and objectives of the project. Staff participation is most important, non-cash input for the success of the project.<\/p>\r\n \r\n\r\n7.\u00a0\u00a0 Planning\u00a0<\/strong>\r\n\r\n \r\n

For successful retrospective conversion project, there is a need for sound and detailed plan tempered with realistic expectations. The plan should:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 Clearly identify the objectives;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Carefully \u00a0document \u00a0procedures \u00a0(paying \u00a0close \u00a0attention \u00a0to \u00a0efficient workflow);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Specify standards to be used;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Identify reporting requirements;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Identify the necessary staff training; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Plan for regular monitoring of quality and schedule.\r\n\r\n \r\n

If in-house conversion is to be done, each staff member on the project must clearly understand his\/her tasks and responsibilities, the proper sequence of\u00a0activities, and the standards to be enforced. If the conversion is undertaken through a vendor, care must be taken to ensure that the contract has no loopholes, and that sufficient legal safeguards are included to protect the library in the event of serious difficulties with the vendor. In this regard libraries can prevent many problems by requiring progress check-points and periodic tests of the quality results.<\/span><\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n

Retrospective Conversion is never easy. It can be done successfully, with minimal problems, if expectations are clearly understood at the outset, and if planning and documentation precedes the actual conversion. Once the project begins, success can be best assured through regular and frequent monitoring of progress and quality towards as per plan documents.<\/p>\r\n \r\n

The plan and schedule for the conversion project must take care of all the parameters of the conversion project. These parameters have multiple dependencies as follows:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 Budget = f (number of records, fields, quality, and rate);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Quality = f (manpower quality, supervision, and planning);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Manpower = f (number of records and speed);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Manpower Quality = f (wages and training);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Supervision = f (quality and speed);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Speed = f (manpower, quality, number of fields);\r\n\r\n\u2022\u00a0\u00a0\u00a0 Period = f (number of records, fields, speed).\r\n\r\n \r\n

If anyone of these variable is changed it may affect several others. It implies that a single variable cannot be changed with affecting the related parameters. The above variables mean:<\/p>\r\n \r\n\r\nBudget : Total budget of the conversion project.\r\n\r\nQuality : Standards and freedom from errors of rec records on OPAC. Manpower : Number of persons working on the conversion project.\r\n\r\n \r\n\r\n7.1\u00a0\u00a0 The Planning Framework : Important Question\u00a0<\/strong>\r\n\r\n \r\n

The following considerations provide a logical progression and suggest a series of checkpoints to guide library administrators in developing a basic framework for retrospective conversion. First librarians should examine four basic assumptions of the library automation:<\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n\u2022\u00a0\u00a0\u00a0 Provide patrons with a broad range of services in a timely, reliable, and cost-effective manner;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Allow the staff to complete necessary tasks with less efforts, rather than more;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Requires a database of bibliographical records in order to function; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 The rate of expansion of library automation services is dependent on the allocation of resources and the growth of the bibliographic database.\r\n\r\n \r\n\r\nGiven these assumptions, librarian should address these important questions:\r\n\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 What minimum set of records must be converted to establish a database that will support enhanced, labour saving services;\r\n\r\n\u2022\u00a0\u00a0\u00a0 What functions can be supported by library automation to achieve the desired level of services?; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 How should resources be allocated most economically to achieve a balance retrospective conversion and the range of automated functions to be acquired?\r\n\r\n \r\n\r\nBy working through these assumptions and questions, librarian can develop an approach to automation that links retrospective conversion and library automation, so that these can be managed as a single integrated effort.\r\n\r\n \r\n\r\n8.\u00a0\u00a0 Pre-conversion Issues\u00a0<\/strong>\r\n\r\n \r\n

8.1\u00a0\u00a0 <\/strong>Record Format: <\/strong>To ensure that first conversion is the last conversion of the library or information center, it is important that the bibliographical information of the documents should be converted into standard format.<\/p>\r\n \r\n\r\n8.2\u00a0\u00a0 Fields in the Database:\u00a0<\/strong>\r\n\r\n \r\n

It is time to decide that what fields are to be included in the database and what not. Current practices for recording the bibliographical information may need modification when added to the machine-readable form. Decision should be taken after considering the users\u2019 present requirements and future needs.<\/p>\r\n \r\n\r\n8.3\u00a0\u00a0 Source for Bibliographical Information:\u00a0<\/strong>\r\n\r\n \r\n

Will the accession register, shelf list, or public catalogue be the source to record the bibliographical information for conversion? The choice should be based on\u00a0that source which has accurate and complete information to meet the requirements and quality standards.<\/span><\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n8.4\u00a0\u00a0 Priorities of Conversion:\u00a0<\/strong>\r\n\r\n \r\n

Determine priorities of the areas of conversion so that more important areas of the holdings may be converted first in machine-readable format.<\/p>\r\n \r\n\r\n9.\u00a0\u00a0 The Problems Behind Retrospective Conversion\u00a0<\/strong>\r\n\r\n \r\n\r\nRetrospective conversion is troublesome primarily because of the following facts:\r\n\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 With traditional techniques, retrospective conversion is very expensive;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Typically it is multi-year project; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Since it is often considered such a lack luster or boring subject, the topic generates little managerial interest and involvement.\r\n\r\n \r\n

Despite the unfortunate reputation retrospective conversion has acquired, its importance cannot be overemphasized. The database resulting from a retrospective conversion project may long outlive the first, second, or third generation of automated systems installed in a library. Over the years, it can be very difficult to try to live with a poor database that is the result of budgetary or staff shortages. As Barbara Markuson has commented, \u201cLibrarians never have enough money to do the job right the first time, but libraries have enough money to do the job over again a second time.\u201d<\/p>\r\n \r\n\r\n10.\u00a0\u00a0 Basic Retrospective Conversion Guidelines\u00a0<\/strong>\r\n\r\n \r\n

The success of a conversion project is closely tied to a number of decision. First, the library staff must decide whether to undertake a partial or full conversion, and whether the conversion will be done inhouse or through an outside agency. A library must make decisions of equally critical importance regarding the completeness and consistency of records. It is inevitable that converted records will differ qualitatively, to some extent, from new catalogue, because converted records are derived from local data that are limited by previous cataloguing practices. Nevertheless a library\u2019s catalogue database is long term investment, and machine-readable records should reflect information that is as complete and accurate as possible.<\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n11.\u00a0\u00a0 Documentation\u00a0<\/strong>\r\n\r\n \r\n

A well-written documentation unveils the strengths, to the contrary, a poorly written documentation unravels the weakness of the project thus documentation is crucial for the successful retrospective conversion and automation. If changes in the procedures are necessary, add them to the specifications. To ensure an efficient workflow, a manual may be prepared for the members working on the project, which will lead to consistent practices in the conversion.<\/p>\r\n \r\n\r\n12.\u00a0\u00a0 Retrospective Conversion Process\u00a0<\/strong>\r\n\r\n \r\n

At first sight, the process of developing a recon project may seem rather onerous. For the project to be successful- that is, to be both cost effective and efficient-forethought and planning are essential. It is necessary for a library to know clearly what it want to achieve with the project, the option available for carrying it out, the cost implications of each option, and the most efficient way for proceeding with the selected option. Following eight areas are to be discussed before proceeding to the conversion of the data.<\/p>\r\n \r\n\r\n12.1\u00a0\u00a0 Determine Library Needs\u00a0<\/strong>\r\n\r\n \r\n

It is imperative for a library to determine its automation and machine-readable data needs. In this context, we will look at both present and future needs. With regards to present needs, the immediate goal of recon must be established, the automated cataloguing methods already in place, if any, must be examined, and the overall automation situation of the library must be taken into account. With regard to future needs, the medium- and long-term plans for automation should be considered to determine the impact of such plans on the scope, standards, and quality of the Retrospective Conversion Project.<\/p>\r\n \r\n\r\n12.2\u00a0\u00a0 Establish Parameters for the Recon Project\u00a0<\/strong>\r\n\r\n \r\n

Before meaningful parameters can be set for a project, it is necessary to know the content of the library's collection and how it is used. This includes knowing the overall extent of the collection, the subject and form divisions within the collection, and in general terms the use made of the various parts of the collection. This information is especially vital if only a portion of the collection can be converted at one time. Once this information is known, one, some or all of the following parameters can be used to limit the scope of the project:<\/p>\r\n\u2022\u00a0\u00a0\u00a0 Circulation or use;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 Data range;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 Classification range;<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 Time frame;<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 Cost ceilings;<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 Reclassification; and<\/span>\r\n\r\n\u2022\u00a0\u00a0\u00a0 Recataloguing.<\/span>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n12.3.\u00a0\u00a0 Establish Standards for the Recon Project\u00a0<\/strong>\r\n\r\n \r\n

Some of the most crucial decision to be made in planning the recon project is in the area of standards. To establish standards for the recon project is to determine the level of acceptance by an individual library of generally accepted and widely used cataloging codes <\/em>and machine-readable record format <\/em>structures. While standards may establish by an agency outside a library, they are usually accepted or modified by the individual library and are determined by library needs. We must consider, therefore, how standards and library needs, both present and future, are dependent upon one another. While standards depend on needs, they also have a great impact on the cost of a recon project. Therefore, the cost implications of local acceptance of certain standards must be considered. It is necessary in this discussion to examine the following standards:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 Level of fullness of the cataloguing record;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 The use of AACR2;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 The use of the MARC format, CCF format or any other format;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 The use of subject access systems;\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 The use of classification systems; and\r\n\r\n\u2022\u00a0\u00a0\u00a0\u00a0 The use of authority control devices.\r\n\r\n \r\n\r\n12.4\u00a0\u00a0 Identify Recon Option\u00a0<\/strong>\r\n\r\n \r\n

The options available to libraries for recon are many and varied. Each one has advantages and disadvantages and the library must consider its options carefully. We will identify options and consider the implication of recon carried out:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 In-house;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Capturing data by machine - optical character recognition, voice data input;\r\n\r\n\u2022\u00a0\u00a0\u00a0 By an outside recon vendor\/commercial vendor;\r\n\r\n\u2022\u00a0\u00a0\u00a0 A combination of in-house and vendor recon; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Retrospective conversion by OCLC - by using OCLC RETROCON services.<\/span>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n12.5\u00a0\u00a0 Analyze Options\u00a0<\/strong>\r\n\r\n \r\n

Once a library has identified some potential option for recon, it is necessary to examine those options in more detail. This will allow the library to explore the impact of each option on library resources, and to identify the qualities and characteristics of specific options when analyzing options a library will consider:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Library resources;\r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Library catalogues;\r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Library requirements;\r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Vendor characteristics; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Vendor requirements.\r\n\r\n \r\n

In the analysis of options it is obviously essential to look at costs. For each option chosen for analysis it is necessary to determine the costs for the following:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Staff;\r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Equipment and supplies; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 ~ Vendor or utility charges.\r\n\r\n \r\n

Determining the costs has proven difficult for many libraries involved in a recon project as there are so many variable at work, and not all are fully known prior to the commencement of the project.<\/p>\r\n \r\n\r\n12.6\u00a0\u00a0 Choose an Option\u00a0<\/strong>\r\n\r\n \r\n

Having gathered the necessary data as outlined above, a library is now in a position to decide which option to choose. The ideal situation would be to find the option, which offers the lowest cost, the highest quality, and the one with least negative impact on the library. However, what is likely to be chosen is a compromise between cost, quality, and impact.<\/p>\r\n \r\n\r\n12.7\u00a0\u00a0 Develop Plan of Action\u00a0<\/strong>\r\n\r\n \r\n

After choosing a method of recon, it is time to get down to the details of how to carry out the project. Whether it is to be carried out in-house, by an outside\u00a0vendor, or through a combination of the two, it is necessary to assign supervisory staff to the project, specifically someone who will be directly responsible for its execution. Following this, it is necessary to establish written policies for the project, detailed enough to allow recon staff to proceed in a consistent manner. As well as written policies, detail user manuals should be provided for staff, particularly if the staffs are newly recruited for the project and are unfamiliar with library policies and procedures. Developing the plan of action also involves determining staffing requirements and initiating the recruitment process. Finally comes the task of allocation the necessary resources for the project, including staff, equipment and supplied, work location, and money.<\/span><\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n12.8\u00a0\u00a0\u00a0 Implement the project, monitor progress, fine tune procedures, and complete the project\u00a0<\/strong>\r\n\r\n \r\n

While the project is being carried out it is likely that changes will have to be made to certain procedures. Flexibility should be allowed for in policies and procedures in order to advance the project to its ultimate conclusion.<\/p>\r\n \r\n\r\n13.\u00a0\u00a0 Methods of Retrospective Conversion\u00a0<\/strong>\r\n\r\n \r\n

There are number of ways to convert the catalogue into machine-readable form. Best method for a library or information centre depends upon the available resources at hand.<\/p>\r\n \r\n\r\n13.1\u00a0\u00a0 In-House Conversion using Existing Staff\u00a0<\/strong>\r\n\r\n \r\n

In in-house conversion, the conversion is completed by the existing library staff that leads to high quality and control, as the staff understands the users\u2019 needs, quality requirements, and the objectives of the conversion well. But it has some disadvantages as:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 It disturbs the routine work;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Increases work-load;\r\n\r\n\u2022\u00a0\u00a0\u00a0 More time is required for completion of the project;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Additional space and hardware requirements;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Added supervisory and quality-control efforts;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Increased personnel costs; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 May in fact make in-house conversions more costly in the long run.\r\n\r\n<\/div>\r\n \r\n\r\n13.2\u00a0\u00a0 Outsourced In-House Conversion\u00a0<\/span><\/strong>\r\n

\r\n\r\n \r\n

In outsourced in-house conversion, the conversion is completed by outside contracted persons within the library premises. It is easy to meet quality standards as conversion is done under the supervision of the library staff and less negative impact on routine work and staff time However,<\/p>\r\n \r\n\r\n\u2022\u00a0 \u00a0 Cost of conversion is very high;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Space must be found for the additional temporary personnel;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Able to work smoothly with existing staff;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Access to a database against which to match; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Convert your records (as with any in-house conversion).\r\n\r\n \r\n\r\n13.3\u00a0\u00a0 Outsourced Off-site Conversion and Machine-Match Conversion\u00a0<\/strong>\r\n\r\n \r\n

In outsourced off-site conversion, the process is completed by an agency away from the library or information centre. The advantage of it is only that the process is completed within the time frame with less impact on the library\u2019s routine work. But it has following disadvantages:<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 Conversion cost per item will be more;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Library has least control during the process; and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Shelf list\/catalogue may probably have to leave the library.\r\n\r\n \r\n

One possible solution to the above is to provide photocopy of the title page of each of the document but it incurs additional cost and labour intensive.<\/p>\r\n \r\n

There is another method, each item in the collection - as described in the shelflist_ is matched to a database owned by the vendor. Alternatively a bibliographic database provided by the library, usually as an extraction from a non-MARC-based local system, may be processed by the vendor, and then run against a MARC bibliographic file.<\/p>\r\n \r\n

While a keyed conversion will likely cost more per item and will require the shelflist to leave the library, a machine-matched conversion may be done in a very cost-effective manner. Keyed conversions will make use of photocopies of title page and verso if there is no shelflist or if the library cannot bear to part with its shelflist. However, photocopying<\/p>\r\n \r\n\r\n\u2022\u00a0\u00a0\u00a0 Is extremely labour intensive, and\r\n\r\n\u2022\u00a0\u00a0\u00a0 Will incur additional costs for supplies.\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n

Performance measures and quality control concerns must be contractually negotiated, since there will be little direct control by the library over these. However, contracting with an outside vendor will result in predefined costs and time frames for completion. An off-site bureau conversion can therefore often be performed more efficiently with much less impact on a library's day-to-day operations.<\/p>\r\n \r\n

In practice, a hybrid approach is often adopted in which all three methods are used. The bulk of the monograph collection may be sent to a vendor to be converted off-site. More difficult materials such as serials, non-print may be converted on-site using either existing staff or contract labour, or these materials may be sent to yet another retrospective conversion vendor that specializes in converting complex, unusual items.<\/p>\r\n \r\n\r\n14.\u00a0\u00a0 Steps in Retrospective Conversion\u00a0<\/strong>\r\n\r\n \r\n

14.1\u00a0<\/strong>Filling of Data Input Sheets\/Worksheets: <\/strong>Current practices for recording the bibliographical information may need modification when converted to the machine-readable format. Thus, as per requirements Data Input sheets\/Worksheets may be printed so that all the required information may be noted forgetting no field and repeating none. Those who have good knowledge of cataloguing, scope, goals, and objectives of the project must design the Data Input Sheets. The person employed to fill up the Data Input Sheets must have good knowledge of cataloguing and must be aware of what information has to be recorded and what not. These Data Input Sheets\/Worksheets must be checked by Library Staff to ensure that correct and required information has been recorded to meet the quality standards.<\/p>\r\n \r\n

14.2\u00a0\u00a0<\/strong>Entering Data into Software: <\/strong>After filling the Data Input Sheets\/Worksheets, the information is keyed in the Library Automation Package. This can be done by one who has basic knowledge of computer and is good at typing. Here, the knowledge of cataloguing is not required but it will be good if he is made aware of cataloguing rules to reduce the mistakes.<\/p>\r\n \r\n

14.3\u00a0 <\/strong>Editing of the Database: <\/strong>After keying the bibliographical information into the software, the database must be checked for errors and edited by a responsible person to achieve the quality standards. This process must be repeated into a loop, till the required precision is not achieved. Type graphic spelling mistakes make the catalogue problematic for search.<\/p>\r\n\r\n<\/div>\r\n

\r\n\r\n \r\n\r\n15.\u00a0\u00a0 Key to Success\u00a0<\/strong>\r\n\r\n \r\n

The key to successful retrospective conversions is careful and meticulous planning. There are several actions on the part of a library can take that will contribute significantly to the success of the conversion project. These measures include:<\/p>\r\n\u2022\u00a0\u00a0\u00a0 Careful planning;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Close examination of each method of the conversion, taking into account the library\u2019s budget, time, and manpower constraints;\r\n\r\n\u2022\u00a0\u00a0\u00a0 Weeding of titles and copies that have marginal value. Since it is expensive, it makes no economic sense to convert materials that are of little or no worth.\r\n\r\n \r\n\r\n16.\u00a0\u00a0\u00a0\u00a0 Summary\u00a0<\/strong>\r\n\r\n \r\n

Retrospective conversion is the process of converting the existing catalogue of libraries and information centres from non-machine-readable to machine- readable database form. The best method for conversion for a library or information centre depends upon the type and size of the collections, time, quality standards,\u00a0 and manpower,\u00a0 etc. To achieve the desired results,\u00a0 it is necessary to have good understanding of the relationship of each aspect of conversion process. Planning and proper documentation of procedures and achievable milestones for monitoring will lead to consistency in the conversion. The database thus created would be able to achieve the objectives and will reflect the image of the library or information\u00a0centre as well as of the institute.<\/p>\r\n \r\n\r\n \r\n\r\n17.\u00a0\u00a0 References\u00a0<\/strong>\r\n\r\n \r\n

    \r\n \t
  1. Arora (Renu). Retrospective conversion. Short Term Training Course on \u201cLibrary Automation and Resource Sharing\u201d: Course Material. 2002. Indian National Scientific Documentation Centre, New Delhi. P 68-72.<\/li>\r\n \t
  2. Awcock (Frances). Retrospective conversion: pipedream or practicality?.\u00a0A<\/em>ustralian Library Journal<\/em>. 34, 1; 1985; 11 - 8.<\/span><\/li>\r\n \t
  3. Cohn (John M), Kelsey (Ann L) and Fiels (Keith Michael). Planning for library automation: a practicalhandbook. 1998. London: Library Association. P 89 - 101.<\/li>\r\n<\/ol>\r\n<\/div>\r\n
      \r\n \t
    1. Deshpande (N J) and Panage (B M). Retrospective conversion - an experiment in Jayakar Library, University of Pune. ILA Bulletin<\/em>. 32, 11; 1998; 1-7.<\/li>\r\n \t
    2. Glossary Of Library & information science.<\/li>\r\n \t
    3. Harrison (Ken) and Summers (David). Retrospective catalogue conversion at Lancaster University Library. Program<\/em>. 29, 2; 1995; 107 -22.<\/li>\r\n \t
    4. Harrod\u2019s Glossary. Ed 5. 1984. Goewr. P 861.<\/li>\r\n \t
    5. Prasad (A R D). Retrospective conversion software for LC, OCLC, BNB and Bookfind CD-ROM database. DESIDOC Bulletin of Information Technology<\/em>. 15, 3; 1995; 13-17.<\/li>\r\n \t
    6. Prasenjit Kar. Retrospective conversion: a cross platform programme in Java. Library Herald<\/em>. 36, 1; 1998; 1-7.<\/li>\r\n \t
    7. Retrospective Conversion: Guidelines for Libraries. http:\/\/www.oclc.org\/oclc\/promo\/6075retr\/6075ret1.htm <\/a>(Accessed on 18- 08-2003).<\/li>\r\n \t
    8. Retrospective Conversion: issues and perspectives: A forum edited by John Drabenstott. Lib Hi Tech<\/em>. 4, 2; 1986; 105 -20.<\/li>\r\n<\/ol>","rendered":"
      \n

       <\/p>\n

      I.\u00a0\u00a0 <\/strong>O<\/strong>bjectives<\/strong><\/p>\n

       <\/p>\n

      The objective, of the module is to impart knowledge on various aspects of retrospective conversion includes:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The concept, need and its historical developments retrospective;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Parameters and currently used standards.<\/p>\n

       <\/p>\n

       <\/p>\n

      II.\u00a0\u00a0\u00a0 Learning Outcomes\u00a0<\/strong><\/p>\n

       <\/p>\n

      On completion of this lesson, learner would attain knowledge about the process of retrospective conversion and options available for retro-conversion of bibliographic records. They would also learn about the importance of planning, documentation of procedures and monitoring to maintain consistency in the conversion.<\/p>\n

       <\/p>\n

       <\/p>\n

      III.\u00a0\u00a0\u00a0 Module Structure\u00a0<\/strong><\/p>\n

       <\/p>\n

      1.\u00a0\u00a0 Introduction<\/p>\n

      2.\u00a0\u00a0 What is Retrospective Conversion?<\/p>\n

      3.\u00a0\u00a0 Need for Retrospective Conversion<\/p>\n

      4.\u00a0\u00a0 Retrospective Conversion Features\/Benefits:<\/p>\n

      5.\u00a0\u00a0 Objectives<\/p>\n

      6.\u00a0\u00a0 Scope<\/p>\n

      7.\u00a0\u00a0 Planning<\/p>\n

      7.1\u00a0\u00a0 The Planning Framework : Important Question<\/p>\n

      8.\u00a0\u00a0 Pre-conversion Issues<\/p>\n

      8.1\u00a0\u00a0 Record Format<\/p>\n

      8.2\u00a0\u00a0 Fields in the Database<\/p>\n

      8.3\u00a0\u00a0 Source for Bibliographical Information<\/p>\n

      8.4\u00a0\u00a0 Priorities of Conversion<\/p>\n

      9.\u00a0\u00a0 The Problems Behind Retrospective Conversion<\/p>\n

      10.\u00a0\u00a0 Basic Retrospective Conversion Guidelines<\/p>\n

      11.\u00a0\u00a0 Documentation<\/p>\n

      12.\u00a0\u00a0 Retrospective Conversion Process<\/p>\n

      12.1. Determine Library nNeeds<\/p>\n

      12.2 Establish Parameters for the Recon Project<\/p>\n

      12.3. Establish Standards for the Recon Project<\/p>\n

      12.4\u00a0\u00a0 Identify Recon Option<\/p>\n

      12.5\u00a0\u00a0 Analyze Options<\/p>\n

      12.6\u00a0\u00a0 Choose an Option<\/p>\n

      12.7\u00a0\u00a0 Develop Plan of Action<\/span><\/p>\n

      12.8\u00a0\u00a0 Implement the project, monitor progress, fine tune procedures, and complete the project<\/span><\/p>\n

      13.\u00a0\u00a0 Methods of Retrospective Conversion<\/span><\/p>\n

      13.1\u00a0\u00a0 In-House Conversion using Existing Staff<\/span><\/p>\n

      13.2\u00a0\u00a0 Outsourced In-House Conversion<\/span><\/p>\n

      13.3\u00a0\u00a0 Outsourced Off-site Conversion and Machine-Match Conversion<\/span><\/p>\n

      14.\u00a0\u00a0 Steps in Retrospective Conversion<\/span><\/p>\n

      14.1\u00a0\u00a0 Filling of Data Input Sheets\/Worksheets<\/span><\/p>\n

      14.2\u00a0\u00a0 Entering Data into Software<\/span><\/p>\n

      14.3\u00a0\u00a0 Editing of the Database<\/span><\/p>\n

      15.\u00a0\u00a0 Key to Success<\/span><\/p>\n

      16.\u00a0\u00a0 Summary<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

       <\/p>\n

       <\/p>\n

      1.\u00a0\u00a0 Introduction\u00a0<\/strong><\/p>\n

       <\/p>\n

      The developments in information technology have effected drastic changes in the way in which information is collected, stored, retrieved and distributed. The main responsibility of library is to maximize user need satisfactions and to minimize time loss to the user. It can only be done by increasing the internal efficiency of day to day work within the library. The applications of computers can be grouped into those concerned with housekeeping\u00a0 routine and those directed towards information retrieval.<\/p>\n

       <\/p>\n

      The information storage and retrieval problem has become progressively more serious in recent years, especially in the areas of technology and science, where the volume of data and information is increasing at an unprecedented, nearly exponential rate. Keeping in view the tremendous flow of information, to organise information and to disseminate in systematic way only computerization is answer. Computer aided system is more convenient, more flexible and more comprehensive and in the long run more economical. To establish computer base system of any library, it is first step to create a database of the existing resources available in that library.<\/p>\n

       <\/p>\n

      It is necessary to convert the bibliographical information of manual card catalogue to machine-readable format for use with an automated library system. This process is well known as Retrospective Conversion (RECON). Retrospective Conversion involves a considerable amount of work, essentially acquiring existing databases and keyboarding all the existing entries of records error checking etc., or to get the job done from commercial vendors \u00a0and creating a bibliographic database and transferring the records to machine readable form. RECON is a costly and time-consuming task for most of the\u00a0libraries. Therefore, it is to be planned properly for completing the task with the day to day activities of the library.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      2.\u00a0\u00a0 What is Retrospective Conversion?\u00a0<\/strong><\/p>\n

       <\/p>\n

      “Retrospective Conversion is the conversion of a library’s existing bibliographic records from manual to machine readable format according to specified policies and standards” – Jane Beaumont and Joseph P. Cox,<\/em><\/p>\n

       <\/p>\n

      Retrospective conversion is the process of conversion of printed catalogue of library holdings into machine-readable form, in a pre-defined format using accepted standards for making it searchable through machine. This process is a pre-requisite for library computerization. Libraries cannot begin on-line transactions of other functions such as acquisition, cataloguing, circulation, OPAC and serial control etc. unless and until retrospective conversion is not fully done. Retrospective conversion is typically accomplished by one or a combination of two basic methods: matching and extracting machine-readable records from a resource file or keying records directly into a database.<\/p>\n

       <\/p>\n

      It is clear that retrospective conversion is concerned not with ongoing cataloguing, but rather with converting previously created bibliographic records from card or paper formats in to machine-readable format. It is not cataloguing or even re-cataloguing. Although sometime re-cataloguing may be necessary or useful to make changes to older headings, classification numbers, etc. The primary purpose is to create a machine- readable file of the existing manual catalogue, not to duplicate the work of previous cataloguer. It is the conversion of data from one format to another as quickly and as inexpensively as possible, while maintaining the policies and standards set for the project.<\/p>\n

       <\/p>\n

      It is advisable to set the policies before start of the job such as how much editing is to be done? are all names to be checked in an authority file? etc. Standards for the task have also to be decided upon such as: will the Anglo American Cataloguing Rules II (AACR-II) be followed faithfully? is the machine readable catalogue (MARC) format, CCF Format or any other standard format to be used ? It is most troublesome task. It is enough to say that for a project to be successfully accomplished certain policies and standards must be decided upon before the project begins and they must be adhered to during its execution.<\/p>\n<\/div>\n

       <\/p>\n

      3.\u00a0\u00a0 Need for Retrospective Conversion\u00a0<\/span><\/strong><\/p>\n

      \n

       <\/p>\n

      The conversion of database of library holdings from non-machine-readable form to machine-readable form is a pre-requisite to implementing an automated system. This database would become the foundation for other library activities such as on-line public access catalogue (OPAC), circulation, catalogue maintenance, resource sharing, etc. These records provide the means of generating statistics and other information that is needed to improve the existing services and introduction of new one.<\/p>\n

       <\/p>\n

      4.\u00a0\u00a0 Retrospective Conversion Features\/Benefits\u00a0<\/strong><\/p>\n

       <\/p>\n

      \u2022\u00a0 \u00a0To Create a Database for a Local Automation System<\/strong>: The library usually wished to automate the circulation function in the library and\/or to provide an online catalogue. The library may also wish to provide for its future automation needs and in fact proceeds to carry out a RECON project without having a specific automation system in place. The need to have a machine readable file of its bibliographic records has, however, been identified.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Improve Speed Service to Users on Time: <\/strong>It is to be expected that the results improve the services that the library provides its users. Some of the benefits which library users may find are improved circulation services, improved access to the library’s collection, improved interlibrary loan response time etc.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Improve Internal Library Procedures: <\/strong>Not only should a library expect a recon project would benefit its users, it should also expect that the \u00a0project would assist the library’s own staff in accomplishing their tasks with more efficiency. This <\/em>may manifest itself in such benefits as the\u00a0 \u00a0elimination \u00a0of \u00a0card \u00a0filling, \u00a0the \u00a0availability \u00a0of \u00a0more\u00a0 \u00a0current bibliographic data, the lessening of time-consuming changes to catalogue records, and an improvement in pre-order and pre-catalogue searching.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Generate Special Products: <\/strong>If library has its catalogue in machine readable format, it is much easier to generate special products including a complete database produced in a different format (example., catalogue on floppy diskette can be distributed at various points in the library or to different branches) or a subset of the database, (example., a serials catalogue, or a catalogue of the library’s non-book material, electronic media resources etc.). Once the data have been entered into the library’s databases in a consistent format, with useful coding, it is possible to\u00a0generate many special products. The library’s catalogue is no longer site- bound and can be accessed more easily.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Create an Integrated File and to Eliminate the Cost of Maintaining Parallel Systems: <\/strong>One of the reasons many libraries contemplate a recon project is that present cataloguing is automated while older records remain in card format. This creates two files and hence two places to search for library materials. It is quite common for a library to have some of its records on floppy diskettes or in an online catalogue, and the remainder in a card catalogue. This is awkward for both users and library staff. With a complete recon, the library acquires a single, integrated file. The cost of maintaining two catalogues has also become prohibitive for some libraries and they simply close the cards catalogues and maintain just one catalogue. Other libraries maintain both catalogues. Neither solution is very satisfactory. When the recon project is completed, however, the need to maintain parallel catalogues \u00a0is eliminated and hence catalogues maintenance costs are reduced.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Provide Flexibility in Changing Systems: <\/strong>It is evident that the rate of technological change readily. Some of the libraries that were the first to automate have now changed systems two or three times. A library must therefore try to create a database, which will allow it to move with technological change. Having an integrated machine-readable file will allow libraries to move from older to newer computer systems with more ease and less cost.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0To Maximize Return on Automation Expenditure: <\/strong>Libraries are spending vast amounts of money on computer hardware and software. If, for instance, only fifty percent of a library’s catalogue is in the automated system then the library is not maximizing the return on its investment. Besides not using its computer power to full potential, the library is probably wasting time and money using and maintaining two systems, a manual one and an automated one.<\/p>\n

       <\/p>\n

      \u2022\u00a0 \u00a0\u00a0To Protect Library Files: <\/strong>One of the attributes of machine-readable catalogues is their portability, as opposed to card catalogues, which are usually maintained at a single site. This portability provides added protection to the library’s bibliographic files as copies of the files can be stored and maintained in off-site location. In the event of flood, fire, or other disasters in the library, the file copies remain safe. Preservation of the files should not pose a problem in the future, as they can be copied and transferred to newer and better means of storage as these become available.<\/p>\n<\/div>\n

      \n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Create Union List: <\/strong>For libraries, which are part of a larger library system or group of libraries, having all the holding in machine-readable format can facilitate the production of union lists, which can be a cumbersome task if maintained manually.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Share Bibliographic Data: <\/strong>The conversion of a library’s bibliographic records to machine-readable format means that the data can be shared with other libraries. This is especially true for those libraries, which form a consortium or maintain file with bibliographic utilities. This sharing of data is of mutual value of the member libraries as the pool of available record increases.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Share Bibliographic Resources: <\/strong>Not only is the bibliographic data made more widely available when in machine-readable format, the bibliographic items themselves are often more widely available to other libraries. Through the use of central databases and electronic mail the interlibrary loan function in many libraries, especially smaller one, has been greatly enhanced by the ability to identify a location for an item, and subsequently to make an interlibrary loan request for it.<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To Facilitate Collection Rationalization: <\/strong>The decision whether or not to purchase a specific item can be aided if the library in question has access to\u00a0 \u00a0all bibliographic records of similar \u00a0neighbouring \u00a0libraries. \u00a0With automated union catalogues and bibliographic consortia, it is easy to explore the holdings of other libraries.<\/p>\n

       <\/p>\n

      \u2022\u00a0 \u00a0To Create National Databases and to Contribute to Universal Bibliographic Control: <\/strong>Having the library’s records in machine-readable format can extend the benefits beyond the local and regional arenas to the national and international. When libraries contribute cataloguing to a larger pool they are increasing the number of records available to all who use that pool, they are aiding the bibliographic control of items in their own area and contribute to universal bibliographic control.<\/p>\n

       <\/p>\n

       <\/p>\n

      5.\u00a0\u00a0 Objectives\u00a0<\/strong><\/p>\n

       <\/p>\n

      The objectives of retrospective conversion are:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 To create a database for the automation system;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 To maximize access to the collection;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 To improve the services;<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 Reduction in time for searching of a document;<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 To improve library internal procedures: the integration of acquisition and cataloguing through automation and streamlining of other technical services; and<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 To maximize returns on automation expenditure,<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      6.\u00a0\u00a0 Scope\u00a0<\/strong><\/p>\n

       <\/p>\n

      To achieve the desired results it is necessary to have a good understanding of the relationship of each aspect of retrospective conversion process. Decision made on one part of the project will have an impact on others. Thus, once it is decided to initiate the retrospective conversion project, it is essential to determine the scope of the project by:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 Stages\/phases and schedule of process;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Deciding what areas of the collections will be converted;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Prioritizing the order of conversion;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Desired speed of conversion;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 By whom and how the conversion is to be completed; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Project costing and budget.<\/p>\n

       <\/p>\n

      It is better to ensure that everyone involved in retrospective conversion project should understand the scope, goals, and objectives of the project. Staff participation is most important, non-cash input for the success of the project.<\/p>\n

       <\/p>\n

      7.\u00a0\u00a0 Planning\u00a0<\/strong><\/p>\n

       <\/p>\n

      For successful retrospective conversion project, there is a need for sound and detailed plan tempered with realistic expectations. The plan should:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 Clearly identify the objectives;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Carefully \u00a0document \u00a0procedures \u00a0(paying \u00a0close \u00a0attention \u00a0to \u00a0efficient workflow);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Specify standards to be used;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Identify reporting requirements;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Identify the necessary staff training; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Plan for regular monitoring of quality and schedule.<\/p>\n

       <\/p>\n

      If in-house conversion is to be done, each staff member on the project must clearly understand his\/her tasks and responsibilities, the proper sequence of\u00a0activities, and the standards to be enforced. If the conversion is undertaken through a vendor, care must be taken to ensure that the contract has no loopholes, and that sufficient legal safeguards are included to protect the library in the event of serious difficulties with the vendor. In this regard libraries can prevent many problems by requiring progress check-points and periodic tests of the quality results.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      Retrospective Conversion is never easy. It can be done successfully, with minimal problems, if expectations are clearly understood at the outset, and if planning and documentation precedes the actual conversion. Once the project begins, success can be best assured through regular and frequent monitoring of progress and quality towards as per plan documents.<\/p>\n

       <\/p>\n

      The plan and schedule for the conversion project must take care of all the parameters of the conversion project. These parameters have multiple dependencies as follows:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 Budget = f (number of records, fields, quality, and rate);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Quality = f (manpower quality, supervision, and planning);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Manpower = f (number of records and speed);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Manpower Quality = f (wages and training);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Supervision = f (quality and speed);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Speed = f (manpower, quality, number of fields);<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Period = f (number of records, fields, speed).<\/p>\n

       <\/p>\n

      If anyone of these variable is changed it may affect several others. It implies that a single variable cannot be changed with affecting the related parameters. The above variables mean:<\/p>\n

       <\/p>\n

      Budget : Total budget of the conversion project.<\/p>\n

      Quality : Standards and freedom from errors of rec records on OPAC. Manpower : Number of persons working on the conversion project.<\/p>\n

       <\/p>\n

      7.1\u00a0\u00a0 The Planning Framework : Important Question\u00a0<\/strong><\/p>\n

       <\/p>\n

      The following considerations provide a logical progression and suggest a series of checkpoints to guide library administrators in developing a basic framework for retrospective conversion. First librarians should examine four basic assumptions of the library automation:<\/p>\n<\/div>\n

      \n

      \u2022\u00a0\u00a0\u00a0 Provide patrons with a broad range of services in a timely, reliable, and cost-effective manner;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Allow the staff to complete necessary tasks with less efforts, rather than more;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Requires a database of bibliographical records in order to function; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 The rate of expansion of library automation services is dependent on the allocation of resources and the growth of the bibliographic database.<\/p>\n

       <\/p>\n

      Given these assumptions, librarian should address these important questions:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 What minimum set of records must be converted to establish a database that will support enhanced, labour saving services;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 What functions can be supported by library automation to achieve the desired level of services?; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 How should resources be allocated most economically to achieve a balance retrospective conversion and the range of automated functions to be acquired?<\/p>\n

       <\/p>\n

      By working through these assumptions and questions, librarian can develop an approach to automation that links retrospective conversion and library automation, so that these can be managed as a single integrated effort.<\/p>\n

       <\/p>\n

      8.\u00a0\u00a0 Pre-conversion Issues\u00a0<\/strong><\/p>\n

       <\/p>\n

      8.1\u00a0\u00a0 <\/strong>Record Format: <\/strong>To ensure that first conversion is the last conversion of the library or information center, it is important that the bibliographical information of the documents should be converted into standard format.<\/p>\n

       <\/p>\n

      8.2\u00a0\u00a0 Fields in the Database:\u00a0<\/strong><\/p>\n

       <\/p>\n

      It is time to decide that what fields are to be included in the database and what not. Current practices for recording the bibliographical information may need modification when added to the machine-readable form. Decision should be taken after considering the users\u2019 present requirements and future needs.<\/p>\n

       <\/p>\n

      8.3\u00a0\u00a0 Source for Bibliographical Information:\u00a0<\/strong><\/p>\n

       <\/p>\n

      Will the accession register, shelf list, or public catalogue be the source to record the bibliographical information for conversion? The choice should be based on\u00a0that source which has accurate and complete information to meet the requirements and quality standards.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      8.4\u00a0\u00a0 Priorities of Conversion:\u00a0<\/strong><\/p>\n

       <\/p>\n

      Determine priorities of the areas of conversion so that more important areas of the holdings may be converted first in machine-readable format.<\/p>\n

       <\/p>\n

      9.\u00a0\u00a0 The Problems Behind Retrospective Conversion\u00a0<\/strong><\/p>\n

       <\/p>\n

      Retrospective conversion is troublesome primarily because of the following facts:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 With traditional techniques, retrospective conversion is very expensive;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Typically it is multi-year project; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Since it is often considered such a lack luster or boring subject, the topic generates little managerial interest and involvement.<\/p>\n

       <\/p>\n

      Despite the unfortunate reputation retrospective conversion has acquired, its importance cannot be overemphasized. The database resulting from a retrospective conversion project may long outlive the first, second, or third generation of automated systems installed in a library. Over the years, it can be very difficult to try to live with a poor database that is the result of budgetary or staff shortages. As Barbara Markuson has commented, \u201cLibrarians never have enough money to do the job right the first time, but libraries have enough money to do the job over again a second time.\u201d<\/p>\n

       <\/p>\n

      10.\u00a0\u00a0 Basic Retrospective Conversion Guidelines\u00a0<\/strong><\/p>\n

       <\/p>\n

      The success of a conversion project is closely tied to a number of decision. First, the library staff must decide whether to undertake a partial or full conversion, and whether the conversion will be done inhouse or through an outside agency. A library must make decisions of equally critical importance regarding the completeness and consistency of records. It is inevitable that converted records will differ qualitatively, to some extent, from new catalogue, because converted records are derived from local data that are limited by previous cataloguing practices. Nevertheless a library\u2019s catalogue database is long term investment, and machine-readable records should reflect information that is as complete and accurate as possible.<\/p>\n<\/div>\n

      \n

       <\/p>\n

      11.\u00a0\u00a0 Documentation\u00a0<\/strong><\/p>\n

       <\/p>\n

      A well-written documentation unveils the strengths, to the contrary, a poorly written documentation unravels the weakness of the project thus documentation is crucial for the successful retrospective conversion and automation. If changes in the procedures are necessary, add them to the specifications. To ensure an efficient workflow, a manual may be prepared for the members working on the project, which will lead to consistent practices in the conversion.<\/p>\n

       <\/p>\n

      12.\u00a0\u00a0 Retrospective Conversion Process\u00a0<\/strong><\/p>\n

       <\/p>\n

      At first sight, the process of developing a recon project may seem rather onerous. For the project to be successful- that is, to be both cost effective and efficient-forethought and planning are essential. It is necessary for a library to know clearly what it want to achieve with the project, the option available for carrying it out, the cost implications of each option, and the most efficient way for proceeding with the selected option. Following eight areas are to be discussed before proceeding to the conversion of the data.<\/p>\n

       <\/p>\n

      12.1\u00a0\u00a0 Determine Library Needs\u00a0<\/strong><\/p>\n

       <\/p>\n

      It is imperative for a library to determine its automation and machine-readable data needs. In this context, we will look at both present and future needs. With regards to present needs, the immediate goal of recon must be established, the automated cataloguing methods already in place, if any, must be examined, and the overall automation situation of the library must be taken into account. With regard to future needs, the medium- and long-term plans for automation should be considered to determine the impact of such plans on the scope, standards, and quality of the Retrospective Conversion Project.<\/p>\n

       <\/p>\n

      12.2\u00a0\u00a0 Establish Parameters for the Recon Project\u00a0<\/strong><\/p>\n

       <\/p>\n

      Before meaningful parameters can be set for a project, it is necessary to know the content of the library’s collection and how it is used. This includes knowing the overall extent of the collection, the subject and form divisions within the collection, and in general terms the use made of the various parts of the collection. This information is especially vital if only a portion of the collection can be converted at one time. Once this information is known, one, some or all of the following parameters can be used to limit the scope of the project:<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Circulation or use;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 Data range;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 Classification range;<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 Time frame;<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 Cost ceilings;<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 Reclassification; and<\/span><\/p>\n

      \u2022\u00a0\u00a0\u00a0 Recataloguing.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      12.3.\u00a0\u00a0 Establish Standards for the Recon Project\u00a0<\/strong><\/p>\n

       <\/p>\n

      Some of the most crucial decision to be made in planning the recon project is in the area of standards. To establish standards for the recon project is to determine the level of acceptance by an individual library of generally accepted and widely used cataloging codes <\/em>and machine-readable record format <\/em>structures. While standards may establish by an agency outside a library, they are usually accepted or modified by the individual library and are determined by library needs. We must consider, therefore, how standards and library needs, both present and future, are dependent upon one another. While standards depend on needs, they also have a great impact on the cost of a recon project. Therefore, the cost implications of local acceptance of certain standards must be considered. It is necessary in this discussion to examine the following standards:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 Level of fullness of the cataloguing record;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 The use of AACR2;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 The use of the MARC format, CCF format or any other format;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 The use of subject access systems;<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 The use of classification systems; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0\u00a0 The use of authority control devices.<\/p>\n

       <\/p>\n

      12.4\u00a0\u00a0 Identify Recon Option\u00a0<\/strong><\/p>\n

       <\/p>\n

      The options available to libraries for recon are many and varied. Each one has advantages and disadvantages and the library must consider its options carefully. We will identify options and consider the implication of recon carried out:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 In-house;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Capturing data by machine – optical character recognition, voice data input;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 By an outside recon vendor\/commercial vendor;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 A combination of in-house and vendor recon; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Retrospective conversion by OCLC – by using OCLC RETROCON services.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      12.5\u00a0\u00a0 Analyze Options\u00a0<\/strong><\/p>\n

       <\/p>\n

      Once a library has identified some potential option for recon, it is necessary to examine those options in more detail. This will allow the library to explore the impact of each option on library resources, and to identify the qualities and characteristics of specific options when analyzing options a library will consider:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Library resources;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Library catalogues;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Library requirements;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Vendor characteristics; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Vendor requirements.<\/p>\n

       <\/p>\n

      In the analysis of options it is obviously essential to look at costs. For each option chosen for analysis it is necessary to determine the costs for the following:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Staff;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Equipment and supplies; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 ~ Vendor or utility charges.<\/p>\n

       <\/p>\n

      Determining the costs has proven difficult for many libraries involved in a recon project as there are so many variable at work, and not all are fully known prior to the commencement of the project.<\/p>\n

       <\/p>\n

      12.6\u00a0\u00a0 Choose an Option\u00a0<\/strong><\/p>\n

       <\/p>\n

      Having gathered the necessary data as outlined above, a library is now in a position to decide which option to choose. The ideal situation would be to find the option, which offers the lowest cost, the highest quality, and the one with least negative impact on the library. However, what is likely to be chosen is a compromise between cost, quality, and impact.<\/p>\n

       <\/p>\n

      12.7\u00a0\u00a0 Develop Plan of Action\u00a0<\/strong><\/p>\n

       <\/p>\n

      After choosing a method of recon, it is time to get down to the details of how to carry out the project. Whether it is to be carried out in-house, by an outside\u00a0vendor, or through a combination of the two, it is necessary to assign supervisory staff to the project, specifically someone who will be directly responsible for its execution. Following this, it is necessary to establish written policies for the project, detailed enough to allow recon staff to proceed in a consistent manner. As well as written policies, detail user manuals should be provided for staff, particularly if the staffs are newly recruited for the project and are unfamiliar with library policies and procedures. Developing the plan of action also involves determining staffing requirements and initiating the recruitment process. Finally comes the task of allocation the necessary resources for the project, including staff, equipment and supplied, work location, and money.<\/span><\/p>\n<\/div>\n

      \n

       <\/p>\n

      12.8\u00a0\u00a0\u00a0 Implement the project, monitor progress, fine tune procedures, and complete the project\u00a0<\/strong><\/p>\n

       <\/p>\n

      While the project is being carried out it is likely that changes will have to be made to certain procedures. Flexibility should be allowed for in policies and procedures in order to advance the project to its ultimate conclusion.<\/p>\n

       <\/p>\n

      13.\u00a0\u00a0 Methods of Retrospective Conversion\u00a0<\/strong><\/p>\n

       <\/p>\n

      There are number of ways to convert the catalogue into machine-readable form. Best method for a library or information centre depends upon the available resources at hand.<\/p>\n

       <\/p>\n

      13.1\u00a0\u00a0 In-House Conversion using Existing Staff\u00a0<\/strong><\/p>\n

       <\/p>\n

      In in-house conversion, the conversion is completed by the existing library staff that leads to high quality and control, as the staff understands the users\u2019 needs, quality requirements, and the objectives of the conversion well. But it has some disadvantages as:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 It disturbs the routine work;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Increases work-load;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 More time is required for completion of the project;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Additional space and hardware requirements;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Added supervisory and quality-control efforts;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Increased personnel costs; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 May in fact make in-house conversions more costly in the long run.<\/p>\n<\/div>\n

       <\/p>\n

      13.2\u00a0\u00a0 Outsourced In-House Conversion\u00a0<\/span><\/strong><\/p>\n

      \n

       <\/p>\n

      In outsourced in-house conversion, the conversion is completed by outside contracted persons within the library premises. It is easy to meet quality standards as conversion is done under the supervision of the library staff and less negative impact on routine work and staff time However,<\/p>\n

       <\/p>\n

      \u2022\u00a0 \u00a0 Cost of conversion is very high;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Space must be found for the additional temporary personnel;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Able to work smoothly with existing staff;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Access to a database against which to match; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Convert your records (as with any in-house conversion).<\/p>\n

       <\/p>\n

      13.3\u00a0\u00a0 Outsourced Off-site Conversion and Machine-Match Conversion\u00a0<\/strong><\/p>\n

       <\/p>\n

      In outsourced off-site conversion, the process is completed by an agency away from the library or information centre. The advantage of it is only that the process is completed within the time frame with less impact on the library\u2019s routine work. But it has following disadvantages:<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 Conversion cost per item will be more;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Library has least control during the process; and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Shelf list\/catalogue may probably have to leave the library.<\/p>\n

       <\/p>\n

      One possible solution to the above is to provide photocopy of the title page of each of the document but it incurs additional cost and labour intensive.<\/p>\n

       <\/p>\n

      There is another method, each item in the collection – as described in the shelflist_ is matched to a database owned by the vendor. Alternatively a bibliographic database provided by the library, usually as an extraction from a non-MARC-based local system, may be processed by the vendor, and then run against a MARC bibliographic file.<\/p>\n

       <\/p>\n

      While a keyed conversion will likely cost more per item and will require the shelflist to leave the library, a machine-matched conversion may be done in a very cost-effective manner. Keyed conversions will make use of photocopies of title page and verso if there is no shelflist or if the library cannot bear to part with its shelflist. However, photocopying<\/p>\n

       <\/p>\n

      \u2022\u00a0\u00a0\u00a0 Is extremely labour intensive, and<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Will incur additional costs for supplies.<\/p>\n<\/div>\n

      \n

       <\/p>\n

      Performance measures and quality control concerns must be contractually negotiated, since there will be little direct control by the library over these. However, contracting with an outside vendor will result in predefined costs and time frames for completion. An off-site bureau conversion can therefore often be performed more efficiently with much less impact on a library’s day-to-day operations.<\/p>\n

       <\/p>\n

      In practice, a hybrid approach is often adopted in which all three methods are used. The bulk of the monograph collection may be sent to a vendor to be converted off-site. More difficult materials such as serials, non-print may be converted on-site using either existing staff or contract labour, or these materials may be sent to yet another retrospective conversion vendor that specializes in converting complex, unusual items.<\/p>\n

       <\/p>\n

      14.\u00a0\u00a0 Steps in Retrospective Conversion\u00a0<\/strong><\/p>\n

       <\/p>\n

      14.1\u00a0<\/strong>Filling of Data Input Sheets\/Worksheets: <\/strong>Current practices for recording the bibliographical information may need modification when converted to the machine-readable format. Thus, as per requirements Data Input sheets\/Worksheets may be printed so that all the required information may be noted forgetting no field and repeating none. Those who have good knowledge of cataloguing, scope, goals, and objectives of the project must design the Data Input Sheets. The person employed to fill up the Data Input Sheets must have good knowledge of cataloguing and must be aware of what information has to be recorded and what not. These Data Input Sheets\/Worksheets must be checked by Library Staff to ensure that correct and required information has been recorded to meet the quality standards.<\/p>\n

       <\/p>\n

      14.2\u00a0\u00a0<\/strong>Entering Data into Software: <\/strong>After filling the Data Input Sheets\/Worksheets, the information is keyed in the Library Automation Package. This can be done by one who has basic knowledge of computer and is good at typing. Here, the knowledge of cataloguing is not required but it will be good if he is made aware of cataloguing rules to reduce the mistakes.<\/p>\n

       <\/p>\n

      14.3\u00a0 <\/strong>Editing of the Database: <\/strong>After keying the bibliographical information into the software, the database must be checked for errors and edited by a responsible person to achieve the quality standards. This process must be repeated into a loop, till the required precision is not achieved. Type graphic spelling mistakes make the catalogue problematic for search.<\/p>\n<\/div>\n

      \n

       <\/p>\n

      15.\u00a0\u00a0 Key to Success\u00a0<\/strong><\/p>\n

       <\/p>\n

      The key to successful retrospective conversions is careful and meticulous planning. There are several actions on the part of a library can take that will contribute significantly to the success of the conversion project. These measures include:<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Careful planning;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Close examination of each method of the conversion, taking into account the library\u2019s budget, time, and manpower constraints;<\/p>\n

      \u2022\u00a0\u00a0\u00a0 Weeding of titles and copies that have marginal value. Since it is expensive, it makes no economic sense to convert materials that are of little or no worth.<\/p>\n

       <\/p>\n

      16.\u00a0\u00a0\u00a0\u00a0 Summary\u00a0<\/strong><\/p>\n

       <\/p>\n

      Retrospective conversion is the process of converting the existing catalogue of libraries and information centres from non-machine-readable to machine- readable database form. The best method for conversion for a library or information centre depends upon the type and size of the collections, time, quality standards,\u00a0 and manpower,\u00a0 etc. To achieve the desired results,\u00a0 it is necessary to have good understanding of the relationship of each aspect of conversion process. Planning and proper documentation of procedures and achievable milestones for monitoring will lead to consistency in the conversion. The database thus created would be able to achieve the objectives and will reflect the image of the library or information\u00a0centre as well as of the institute.<\/p>\n

       <\/p>\n

       <\/p>\n

      17.\u00a0\u00a0 References\u00a0<\/strong><\/p>\n

       <\/p>\n

        \n
      1. Arora (Renu). Retrospective conversion. Short Term Training Course on \u201cLibrary Automation and Resource Sharing\u201d: Course Material. 2002. Indian National Scientific Documentation Centre, New Delhi. P 68-72.<\/li>\n
      2. Awcock (Frances). Retrospective conversion: pipedream or practicality?.\u00a0A<\/em>ustralian Library Journal<\/em>. 34, 1; 1985; 11 – 8.<\/span><\/li>\n
      3. Cohn (John M), Kelsey (Ann L) and Fiels (Keith Michael). Planning for library automation: a practicalhandbook. 1998. London: Library Association. P 89 – 101.<\/li>\n<\/ol>\n<\/div>\n
          \n
        1. Deshpande (N J) and Panage (B M). Retrospective conversion – an experiment in Jayakar Library, University of Pune. ILA Bulletin<\/em>. 32, 11; 1998; 1-7.<\/li>\n
        2. Glossary Of Library & information science.<\/li>\n
        3. Harrison (Ken) and Summers (David). Retrospective catalogue conversion at Lancaster University Library. Program<\/em>. 29, 2; 1995; 107 -22.<\/li>\n
        4. Harrod\u2019s Glossary. Ed 5. 1984. Goewr. P 861.<\/li>\n
        5. Prasad (A R D). Retrospective conversion software for LC, OCLC, BNB and Bookfind CD-ROM database. DESIDOC Bulletin of Information Technology<\/em>. 15, 3; 1995; 13-17.<\/li>\n
        6. Prasenjit Kar. Retrospective conversion: a cross platform programme in Java. Library Herald<\/em>. 36, 1; 1998; 1-7.<\/li>\n
        7. Retrospective Conversion: Guidelines for Libraries. http:\/\/www.oclc.org\/oclc\/promo\/6075retr\/6075ret1.htm <\/a>(Accessed on 18- 08-2003).<\/li>\n
        8. Retrospective Conversion: issues and perspectives: A forum edited by John Drabenstott. Lib Hi Tech<\/em>. 4, 2; 1986; 105 -20.<\/li>\n<\/ol>\n","protected":false},"author":4,"menu_order":26,"template":"","meta":{"_acf_changed":false,"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":["mr-h-g-hosamani"],"pb_section_license":""},"chapter-type":[],"contributor":[70],"license":[],"class_list":["post-235","chapter","type-chapter","status-publish","hentry","contributor-mr-h-g-hosamani"],"part":3,"_links":{"self":[{"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/chapters\/235","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/wp\/v2\/users\/4"}],"version-history":[{"count":4,"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/chapters\/235\/revisions"}],"predecessor-version":[{"id":356,"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/chapters\/235\/revisions\/356"}],"part":[{"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/parts\/3"}],"metadata":[{"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/chapters\/235\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/wp\/v2\/media?parent=235"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/pressbooks\/v2\/chapter-type?post=235"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/wp\/v2\/contributor?post=235"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/ebooks.inflibnet.ac.in\/lisp5\/wp-json\/wp\/v2\/license?post=235"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}