[DCRM-L] Administering call numbers in a group setting?

[Hoover, Sarah]

Dear Jaime,

At a prior institution we would use mail merge to pre-print a batch of flags with the next sequential set of numbers on them, and then it was simply a matter of taking the next available flag in that sequence when it was time to assign a call number. Everyone that used the flags was working within one workroom, however, so they could be in a central easily accessible location. Depending on your physical setup (and what flags/labels you use) that approach may or may not work well for you.

Best,
Sarah


Sarah Hoover
Special Collections Cataloger
Wilson Special Collections Library
University of North Carolina at Chapel Hill
sehoover at email.unc.edu<mailto:sehoover at email.unc.edu>
she/her/hers



From: DCRM-L <dcrm-l-bounces at lib.byu.edu> On Behalf Of Groetsema Saifi, Jaime via DCRM-L
Sent: Friday, July 19, 2024 12:58 PM
To: dcrm-l at lib.byu.edu
Cc: Groetsema Saifi, Jaime <jgroetsemasaifi at ku.edu>
Subject: [DCRM-L] Administering call numbers in a group setting?

Dear Colleagues,

Would anyone be willing to share how they administer call numbers for collections that use fixed location (A1, A2, A3...) or named collections (Summerfield B24) classifications systems that multiple people use?

Currently, we use excel spreadsheets via Sharepoint. On the one hand this is useful so that multiple people can use the document at the same time without getting locked out, however because Sharepoint uses automatic saving for cloud storage, we are finding that people end up duplicating numbers because the document doesn't save reliably. There isn't a way to file>save this document and people have had various luck with "forcing" the document to save by refreshing the page (sometimes the changes will save and sometimes the changes will disappear).

All of our Unit's files are on Sharepoint as a move away from computer hard drive storage and so excel was adopted for this process (all prior to my time). It would be cumbersome to only move this process to hard drive storage.

There are still a few people around that remember the prior policy of hand writing used call numbers on cards that are passed around. This also seems cumbersome.

Has anyone had to deal with this or have thoughts about better ways to administer these fixed location call numbers to a group?

Thanks!

Jaime


Jaime Groetsema Saifi (Jaime/Jaimes)

Assistant Librarian, Special Collections Cataloging Coordinator

Spencer Research Library
University of Kansas Libraries
jgroetsemasaifi at ku.edu<mailto:jgroetsemasaifi at ku.edu>
+1 785 864 0886<tel:864%200886>


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