NASIG Newsletter

TACTICS SESSION
Creating a Local Resources Index/Database
Debby Griffis, Information Services, Periodicals Librarian, and Wilhemina Cooper, Periodicals Manager, Richland County (South Carolina) Public Library
Reported by Stephen Headley

Griffis provided an overview of the history of the Local Magazine and Newspaper Index (LMNI) at the Richland County Public Library (RCPL).  It had originated as an online database in mid-1994, but five years later was rendered obsolete as RCPL converted to a different ILS that could not support the index.  After several RCPL staff completed an indexing class in 2002, there was renewed interest in reviving the LMNI.  RCPL contracted with their ILS vendor to create a custom module for the index, which eventually went live in September of 2007.  An Obituary Index and the South Caroline Vertical File (SCVF) Index were later added to the community resources module.

Reviving the LMNI was seen as beneficial to both staff and patrons.  Its goal was to provide access to local publications that was not available from any other resource.  It was decided that several local magazines would be indexed along with portions of The State, the local daily newspaper, which were not indexed elsewhere.  Library of Congress Subject Headings would be used for the subject headings in the Index.  This would provide consistency with subject headings in RCPL’s catalog and various aggregator databases available to their patrons.  Staff developed a list of recurring sections in each publication and decided which sections would be included in the index.  These decisions and subsequent ones were communicated to indexing staff via RCPL’s SharePoint system, along with the delivery of documents that aided the indexing process.

Training was developed for indexing staff so that they could properly provide the data needed for the modified MARC records and the abstract field that were part of the index’s bibliographic records.  They were also trained on the proper use of the Library of Congress Subject Headings.  Two staff members were trained on how to maintain the quality of the records created by staff.

Other resources were added to the community resources on the RCPL website, including a Quick Facts database and an Obituary Index.  The Quick Facts database contains reference questions that are frequently asked by patrons as well as their corresponding answers.  The records for World War I soldiers who died in service are augmented in the Obituary Index with links to the digitized images of their obituaries that are housed on a Flickr account set up by RCPL.  The SCVF Index was incorporated into the LMNI, providing access to a variety of ephemeral resources such as maps, photographs, articles, and pamphlets.

Griffis concluded by mentioning the means by which patrons can request articles from the LMNI.  An electronic form is provided that allows patrons to request three articles at a time.  After those are delivered, generally within 24 hours except on weekends, patrons may request up to three more.  Griffis provided statistics showing how popular this service is.  Despite the added time necessary to index these publications as well as the time it takes to deliver the articles requested by patrons, the LMNI and its accompanying community resources have benefited RCPL’s patrons and staff alike.