2. Paper to Digital
Paper bookplates were only good for
physical materials, and best for books,
though we also used them on certain
other formats.
Many new purchases moving toward
electronic content, and we needed a
new way to acknowledge our donors.
Digital Bookplates | ENUG 2011
3. To scan or not to scan?
We considered scanning the paper
bookplates and linking to those
images from the catalog.
◦ Users would have to click away from the
catalog record to see the bookplate.
◦ Continued expense of designing new
bookplates for new funds.
◦ Where would they be stored? Could we
assure permanent access?
Digital Bookplates | ENUG 2011
4. Notes in MARC
We decided to place a textual note in the
MARC record, which would display in the
public catalog (Barton).
◦ Protect this field in loader merge routines.
◦ Export, or not, to external discovery systems.
As with the paper bookplates, the donor
note is only added for selected funds -
endowments and gifts over a certain
value.
No more paper bookplates, even for
physical materials.
Digital Bookplates | ENUG 2011
5. Technical details
Needed to be easy for staff to add with
a macro, and/or for a scripted loader
process to add programmatically.
◦ Keyed off of the Aleph fund code.
◦ YBP orders all go through the same
loader, which already included custom
scripting around our fund codes. Add the
note there automatically.
◦ Non-YBP orders, staff use a macro.
Digital Bookplates | ENUG 2011
6. The 599 10
Created a local 599 10 MARC tag.
Label: Donor Note.
Indexed.
Always begins with generic text:
"Acquisition made possible by ".
◦ Be sure the fund/donor name reads
properly with this phrase.
◦ I.e. sometimes add "the" in front of a fund
name.
Repeatable, as needed.
Digital Bookplates | ENUG 2011
7. Beyond OPAC display
The donor note is indexed, and can be
searched for all items purchased on a
particular donor fund, if you know the
fund code.
A URL for all of a donor's purchases in
the catalog can be constructed and
distributed as desired.
◦ Used in Donor Relations and Stewardship
communications.
Digital Bookplates | ENUG 2011
8. Issues
Donor notes list is maintained in 2
places - a spreadsheet for the macro,
and a Perl script for the loader.
◦ Both must be kept up to date.
Not all orders use donor funds, so
staff need to remember to run the
macro.
◦ Periodic reports are run to check for
omissions.
Digital Bookplates | ENUG 2011
9. Future development
Considering a new process which will
identify donor orders on a nightly basis
and automatically add the note field to
the MARC records.
◦ One scripted list to maintain
◦ Not subject to forgetful staff
Likely a combination of SQL,
p_print_03, and p_manage_18 jobs.
Digital Bookplates | ENUG 2011
10. Questions?
Contact me
◦ orbitee@mit.edu
Note: Our policy document is included
as an attachment to the PDF slides.
Digital Bookplates | ENUG 2011
11. Steven D. Horsch, 77 Massachusetts Avenue
Head of Donor Relations and Stewardship Cambridge, MA 02139-4307
Building 14S - 308
http://libraries.mit.edu/
Phone 617.452-2123
Email horsch@mit.edu
MEMORANDUM
June 14, 2010
From: Steven Horsch, Head, Donor Relations and Stewardship
Charlene Follett, Monograph Acquisitions and Gifts Librarian
R.e.: Updated MIT Libraries Stewardship Policy for Information Resources Acquisitions Fund Gifts
• The Libraries accept and deeply appreciate gifts to support the acquisition of information resources.
Gifts to create an endowed, named fund must be $50K or more (cash gift or multi-year pledge). Gifts to
an existing endowed account, or for expendable acquisitions use, can be in any amount.
• A separate, named “G Fund” account will be created for any expendable gift for information
resources acquisitions of $5K or more not made to an already existing account.
• Any gift of less than $5K for information resources acquisitions (but not to an endowed or already
named account) will be added to the general “G Fund” account related to the donor’s specified
collections area (e.g. EAPS, Science, Humanities). In the case the donor specifies the desire to support
acquisitions but does not specify an academic area, the gift will be credited to a general acquisitions
fund.
• To recognize the generosity of Libraries’ supporters, our goal is to steward their gifts by
acknowledging these gifts in a publicly visible and gracious way. This will be done in a way that
minimizes processing and data entry time commitment, while retaining stewardship value, so the dual
goals of better stewardship and increased processing efficiency are met.
Bookplating Policy (Updated)
Endowed funds:
• Effective at the beginning of fiscal year 2011 funds, all bookplating of resources purchased with
endowed acquisition funds will be electronic. Use of paper bookplates will be discontinued.
Massachusetts Institute of Technology
12. Updated Bookplating Policy and Procedures
Page 2
G funds:
• Information resources purchased with “Named G Funds” will be acknowledged with electronic
bookplate notes effective at the beginning of fiscal year 2011.
• Information resources purchased through “G-GENE Funds” will not be bookplated in any way.
Electronic Bookplating Procedure (NEW)
• The publicly visible Barton record for a resource purchased with money from an endowed fund or
named “G Fund” will include the notation “Acquisition made possible by the Fund Name” under the
section heading “Donor Note.”
• Resources where multiple funds were used to acquire them will include a separate electronic
bookplate note recognizing each fund.
• Barton records for resources only partially paid for by an endowed fund or named “G Fund” will
carry the same notation, as the electronic bookplate note language does not specify or imply that the
resource was paid for entirely by the named fund.
• As appropriate and as possible, search functions to pull a listing of resources acquired with a specific
endowed fund or named G Fund can be created and shared with a donor so he/she can look at Barton
records for all resources purchased with his/her fund. This will be done on a case-by-case basis and
only where appropriate for the donor’s stewardship strategy.
Massachusetts Institute of Technology
