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					UNIVERSITY OF CALIFORNIA, LOS ANGELES
RICHARD C. RUDOLPH EAST ASIAN LIBRARY




            ANNUAL REPORT
               2000/2001
                              MISSION STATEMENT



The mission of the Richard C. Rudolph East Asian Library is to provide access to and delivery of
information resources to UCLA faculty, students, and staff in support of the research and
instructional programs in East Asian Studies of the University. The East Asian Library develops,
organizes, and preserves the East Asian collections for optimal use and provides services,
including instruction for information literacy and information management, to enable users to
fulfill their academic and intellectual needs.




                                               1
                                 EXECUTIVE SUMMARY


In the year of 2000/2001, with high team spirit, the staff members of the East Asian Library again went
through many changes together and achieved most of the goals set for the year. They have also
established additional ambitious unit goals for the year 2001/2002. The activities and accomplishments
reflected in this annual report represent the dedication and hard work of the entire staff. Each and every
one played an essential role and made significant contributions.

The operation of the East Asian Library was smooth in spite of the frequent personnel changes. The staff
should rightly claim the credits. The understanding and strong support of the Library Administration, as
well as the assistance from various quarters of the Library also contributed to it.


Personnel Changes

Both the Acquisitions Division and the Cataloging Division experienced some personnel changes during
the year. Temporary arrangements were made to ensure that all library functions were carried out without
disruption. The changes had adverse impact on the Acquisitions Division's workflow, but had some
positive impact on the Cataloging Division's productivity.

 Yi Yang, the full-time Chinese Acquisitions/Cataloging Assistant who started to take medical-leave
  from April 13, 2000, continued to be on leave. Janehwa Yang was hired as casual Chinese
  Acquisitions Assistant, but she only wanted to work half time.

 The Japanese Acquisitions Assistant position that was filled by Dariko Baskett in October 1999
  became vacant again in August 2000. The position remained vacant for seven months until Satoko
  Bourdaghs was hired in April 2001. Fortunately the casual Japanese Copy-cataloger, Yuki Ono, was
  able to help handle acquisitions activities in August-December 2000 and the Japanese student
  assistant, Toshiko Niimi, in January-April 2001.

 Yuki Ono, the temporary Japanese Copy-cataloger since June 2000, left the library in December 2000
  to attend graduate school. Yuki was a very productive staff member. He finished processing a major
  portion of the 2,000+ donated Japanese titles before he left. The remaining portion was taken care of
  by other staff members. All of the titles are now under bibliographic control.

 Tomoko Bialock, the temporary Japanese Copy-cataloger since April 2000, was appointed to fill the
  career Japanese Copy-cataloger position that became vacant in February 2000 when Toshie Marra
  was appointed as the Japanese Librarian.

 Heng-yun (Vivienne) Liu was hired in September 2000 as half-time, temporary Chinese Copy-
  cataloger to fill partially the position left by Pei-pei Wang. Vivienne is also a very productive staff
  member. In addition, she helped train and supervise student assistants for the Cataloging Division.
  She would start to work full time in July 2001. This should alleviate the problem of increasing copy-
  cataloging backlogs.

 Diana Jiang was hired in March 2001 for the Chinese Cataloger position, which was created to relieve
  the cataloging responsibilities of the Head of Cataloging Division, Sarah Elman, who was appointed
  to also head the Public Services Division in June 2000. This new addition to our professional


                                                     2
    cataloging staff was very important as Sarah had been tied up with various tasks in the areas of
    cataloging and public services and had not been able to do actual cataloging for an extended period of
    time. Since Diana's previous cataloging experience was mainly in English science and technology
    materials, she has been under training to do original cataloging of Chinese materials in all subjects
    and formats.

 Hui Li was hired in March 2001 as a temporary (6 month) Copy-cataloger for Chinese large-set
  materials that had been sent to the SRLF and lacked analytical records. The funding was granted
  specially by the Library Administration. She was also a very productive worker. She produced a total
  of 1,433 records during the months of March-June. She would finish her term with us in mid-August.
  Although we would very much like to extend her employment, we would not be able to do it due to
  the personnel restrictions for temporary employees.


Change of Romanization System for Chinese Materials

The Romanization system for Chinese materials switched from Wade-Giles to Pinyin in October 2000.
We worked with LIS closely to prepare for the conversion of the Wade-Giles data in the ORION2
database. It was decided that the data would be extracted and sent to OCLC for conversion. In the
meanwhile, the Chinese Acquisitions staff had to input purchasing records in Pinyin and do bibliographic
search and serials check-in in both Wade-Giles and Pinyin.


Library Holdings

By June 30, 2001, the holdings of the East Asian library totaled 450,034 volumes, including 244,214
volumes in Chinese, 155,663 volumes in Japanese, 33,977 volumes in Korean, 6,617 reels of microfilms,
9,276 sheets of microfiche, and 287 items of CD-ROM and other non-print materials. Holdings of current
serials totaled 2,386 titles, including journals and newspapers.


Book Budget and Book Fund Expenditures in FY 2000/01

 Received $331,368 of the state book fund allocation ($299,902 base allocation plus $31,446 cash
  balance from previous year). The base allocation was a 7.5% increase of last year's allocation.

 The state book allocation was augmented by other funds. Those included grant funds from the
  Department of Education ($20,000), the Korea Foundation ($20,000), the Friends of the UCLA
  Library ($4,000), the Everett and Jean Moor Endowment for Reference Resources ($8,025), Prof.
  Burglind Jungmann Book Fund for Korean Art History Materials ($8,000), interests from endowed
  funds ($6,000), income from sale of the Catalog of Rare Japanese Materials at the University of
  California, Los Angeles ($2,152), and special supplementary allocations ($28,231). The book budget
  reached a total of $427,776.

 The total collection development expenditures were $407,123, including $350,391 for CJK materials
  and $56,732 for freight and bindery. It is noteworthy that the expenditure included $19,411 for the
  purchase of 150 copies of the Catalog of Rare Japanese Materials at the University of California, Los
  Angeles that was the agreed-upon condition for the publication between the publisher, the former
  Head, and the former Japanese Librarian. Closed FY 2000/01 with a favorable cash balance of $5,685
  in the state book fund.


                                                    3
Extramural Grants

 Continued to receive Title VI grants from the Department of Education through the USC-UCLA Joint
  Center in East Asian Studies. Received $20,000 for acquisitions support this year.
 Received a grant in the amount of 810,000 Japanese yen (approx. $7,000) from the NCC (National
  Coordinating Council on Japanese Library Resources) Multi-volume Set Program.
 Continued to receive grant funds in the amount of $20,000 from the Korea Foundation in support of
  the UCLA Library’s participation as a member of the “Korean Collections Consortium in North
  America.”
 Continued to receive $10,000 from the Edna & Yu-shan Han Charitable Foundation to support part-
  time student assistants in processing Chinese materials.
 Received a grant in the amount of $1,600 from the Sasakawa Fund administered by the Center for
  Japanese Studies in support of East Asian Library's staff development programs. The Japanese
  Librarian undertook a short-term internship at Kyoto University in Japan in September 2000 and the
  Japanese Copy-cataloger attended the American Library Association (ALA) annual conference in
  June 2001.


Endowed Collection Funds

 Received $10,000 from Mr. Bing Liu of Evergreen Books as the third and fourth installments of a
  $25,000 gift for establishing a collection endowment in support of collections in EAL relating to
  Chinese cultures, which he pledged in October 1998.
 Received $5,000 from Prof. Y. C. Chu as the third installment of a $25,000 gift for establishing a
  collection endowment in support of collections in EAL relating to Chinese language and literature,
  which he pledged in May 1999.


Other Funds

 Received $4,000 of the Friends of the Library Fund and $2,000 of special supplementary allocation in
  support of the purchase of a set of files of historical data selected and compiled according to
  collection from documents in Liaoning Archives at the price of $8,200. This title is in 84 volumes.
 Received the Everett and Jean Moore Endowment for Reference Resources fund in the amount of
  $770 for a 20-volume Chinese reference work and $7,255 for 40 published volumes of a 100-volume
  Japanese reference work.
 Received $8,000 of the Prof. Burglind Jungmann Book Fund for acquisition of Korean Art History
  Materials
 Received $2,240 of the Digital Resources Fund for subscribing of a Chinese Studies scholarly
  journals full-text DB. Future upgrades will be paid from the East Asian Library’s regular book fund.
 Received $7,815 of special supplementary allocation for the purchase of reproduction of table of
  contents of approximately 70,000 issues from 1,649 Japanese serials. This title is in 66 volumes.
 Received $16,000 of special supplementary allocation and $10,000 from the Edna & Yu-shan Han
  Charitable Foundation in support of the purchase of an important Chinese reference work
  (Supplement to Great Encyclopedia of the Four Treasuries) at the price of $32,000. This title is in
  1,800 volumes.
 Received $2,000 from the Cultural Division of the Taipei Economic and Cultural Office in Los
  Angeles for acquisition of a 20-volume set of Chinese books on Taiwanese local histories.
 Received $500 donation from Deborah Rudolph and John Hawley.


                                                   4
Major Gifts (not including materials received through regular exchange programs or small scale
donations)

 Received 236 titles in 339 volumes of Chinese books from Mr. Bing Liu of Evergreen Books by
  using the remaining approximately 25% ($6,153) of the gift credit of $25,000, which he pledged in
  previous year to the East Asian Library to select Chinese books from his bookstore in Monterey Park
  or from the book exhibits he sponsors.
 Received additional gift credit of 300 volumes of books from Mr. Bing Liu of Evergreen Books. We
  used up the gift credit. Those volumes included many good and expensive art books that we would
  have hesitated to purchase with regular book budget.
 Received 164 titles in 189 volumes of Chinese books on women studies from the Publishers’
  Association of China.
 Received a donation of Chinese language materials, including 14 volumes of books, 11 VCR, and 15
  VCD, from the Cultural Division of the Taipei Economic and Cultural Office in Los Angeles.
 Started to receive the publications by the Shoyu Club through the arrangement made by the Center for
  Japanese Studies. Received 38 volumes on modern Japanese history and political science this year.
 Received a donation of 5 new Japanese serial titles along with their back issues. In fact, two of those
  titles had received strong recommendation from a professor to subscribe.
 Received a gift of 4 CD-ROM set of Korean historical primary resources from the Academy of
  Korean Studies.




                                                   5
SIGNIFICANT ACTIVITIES AND ACCOMPLISHMENTS


Collection Development

 Added a total of 15,184 volumes in the Chinese-Japanese-Korean languages to its collection in the
  year of 2000/01, representing an increase of 27.3% when compared with the net growth of the
  previous year. The increase was due largely to the purchase of a few large multi-volume sets and the
  receipt of a few donations of books. The slight increase of purchasing power that resulted from the
  efforts we had made to bargain for trade discount for Chinese and Japanese materials also contributed
  to it.

 Continued to make efforts to obtain outside funding to augment the allocated regular material budget.
  A few grants and donations were received.

 Continued to negotiate with vendors for lower prices for Chinese and Japanese materials in order to
  cope with the high cost of books and increase our purchasing power. We were able to receive
  additional discounts from some vendors. We also evaluated the services of our current vendors. While
  we tried out a new Chinese vendor who also offered good book prices, we also tried out a new
  effective communication method with this vendor. The result was encouraging. 684 out of the 690
  orders we placed during December 2000 to June 2001 were filled. The prices and services of the two
  Japanese book dealers we started to use in 1999/2000 proved to be the best among the Japanese
  vendors. Thus, we greatly expanded business with them this year.

 Jointly purchased the electronic version of the Siku Quanshu (Great Encyclopedia of the Four
  Treasuries) with five other UC campuses. The product includes images of the original texts as well as
  various search features, including full-text search capabilities. The database is housed at UC San
  Diego. UCLA is allocated thirty search clients. We have installed the search clients on a few staff
  machines, two public computers in the reading room for our users, and on the office machines of
  some faculty members in Chinese Studies at their request. Many users have used this database and
  found it very helpful for their research.

 Began subscription to the MagazinePlus database as a cooperative collection development effort
  among six UC campuses. The database indexes to totally 5.2 million article citations for over 8,500
  Japanese periodicals including academic journals since 1975, popular magazines since 1981, and
  other annual publications since 1945. It is accessible via CDL. This subscription has completely
  replaced some of the voluminous printed reference materials, thus contributing to resolve the
  Library's serious space problem as well.

 Conducted an orientation tour of the East Asian Library and its Korean Art History collection for the
  participants of the conference on "Establishing a Discipline: The Past, Present, and Future of Korean
  Art History," on March 15, 2001. Also co-sponsored a reception in connection with this conference.




                                                   6
Acquisitions

 Processed a total of 6,067 titles in 13,138 volumes of CJK monographs, including 3,614 Chinese
  titles in 8,749 volumes, 822 Japanese titles in 3,614 volumes, and 1,631 Korean titles in 2,243
  volumes.
 Coded a total of 210 bibliographic records of CJK serial titles that were either newly subscribed titles
  or ceased gift titles.
 Processed 36 microfilm reels and 63 items of CJK CD-ROM & other non-print materials.
 Processed 867 monographs and 1,952 journal volumes for bindery.
 Processed and transferred to SRLF 6,805 volumes of monographs and bound journals.
 Placed 5,083 orders; paid 441 invoices; canceled 48 serial titles.
 Distributed 8 printed monthly/bimonthly new acquisitions lists to the faculty members in Chinese
  Studies, which started in 1985-1987 and had resumed since January 1999. Started to mount the new
  acquisitions lists for all three languages on the East Asian Library's Home Page since winter 2001.
  Due to the quantity of new acquisitions, the Chinese page is updated monthly and Japanese and
  Korean quarterly.
 Achieved the unit goal for the year to create a checklist of more than 2,000 volumes of the unique
  1982 edition of the Chinese population census materials at the county level. It was mounted on the
  EAL homepage in May 2001.
 Improved communication with vendors in China, Japan, and Korea. The bibliographic clarification,
  ordering, claiming, and canceling, etc. were all done through emails. This way of communication
  proved to be more efficient, smooth, and cost-effective than the traditional way of communication
  through mailing and faxing.


Cataloging

 Cataloged a total of 8,021 titles in 9,446 volumes. This reflects a 54% increase in productivity when
  compared with the year before. Of the 8,021 titles cataloged, 690 titles (8.6%) were processed
  through original cataloging and 7,331 titles (91.4%) through copy cataloging.
 Created 2,756 authority records, among which 297 were new NACO records.
 Successfully implemented the redesigned cataloging workflow and procedures, which was designed
  after ORION2 was implemented. The new workflow and procedures had a positive impact on the
  quality, effectiveness, and efficiency of the cataloging operation because policies and requirements
  were better documented.
 Achieved the unit goal for the year to place the 2000+ Japanese gift materials under bibliographic
  control. The materials were separated into different categories for cataloging purposes, and each
  received a different treatment. Some of them were cataloged at a minimal level and sent to the SRLF
  directly while others remained in basement waiting to be upgraded to full-level records later.
 Partially achieved the long-term unit goal to do analytic cataloging for important monographic sets
  that have been sent to SRLF. Produced 1,433 records during the months of March-June 2001.
 The transition from the Wade-Giles Romanization system to Pinyin for Chinese materials was very
  smooth. The library started to do original cataloging of Chinese materials in Pinyin, following the
  national practice, in October 2000. Before that, the Head of Cataloging Division prepared a set of
  cataloging guidelines for the cataloging staff, which were also distributed to all cataloging centers on
  campus through ACC.



                                                     7
Public Services

 Conducted a total of 44 instruction and orientation sessions for a total of 176 users.
 Offered three general bibliographic instruction sessions covering ORION2, Melvyl, and OCLC in the
  Fall Quarter 2000 to faculty and students. Librarians from three languages also conducted several
  demonstration sessions on important electronic resources throughout the year.
 Sarah Elman and the East Asian Bibliographer, Catherine Lee, co-taught an electronic resources
  seminar for English materials on Asia in the Winter Quarter 2001.
 Answered a total of 447 reference questions and 4,520 directional questions.
 Had 13,588 circulation transactions in the year of 2000/01, representing an increase of 10.5% when
  compared with that of the previous year.
 Had 693 ILL requests in this fiscal year, representing an increase of 1.2% when compared with last
  year's requests. The number of titles our users borrowed from other libraries increased 22.7%, from
  643 to 789 titles.
 Performed major and minor shifting projects frequently to accommodate newly cataloged materials
  and to alleviate the heavy congestion of books.
 Instituted overdue/recall program in summer 2000. Received positive feedback from our patrons – ca.
  30% of the overdue books were returned during the summer. A large portion of these overdue books
  was also renewed. Continued this program during 2000/01.
 Redesigned the EAL Home Page in October 2000 to improve its navigation. Added a new section for
  newly acquired materials for three languages early 2001. Also improved the page for book renewals
  so now users can fill out an electronic renewal request form instead of sending us free-text e-mail
  messages.
 Installed a security gate in the EAL in May 2001. In general most people were pleased with the
  security gate and gave mainly positive feedback on it. As with the overdue and recall notices, the
  security gate does make the patrons aware that the regulations of the EAL are being more closely
  monitored than in years past.




                                                  8
                  GOALS AND STRATEGIES FOR 2001/2002


Collection Development/Acquisitions

 Continue to work closely with the Library Development Department, the Centers on China, Japan,
  and Korea Studies to obtain extramural funds to augment the state funds for collection development.
 Expand and enhance the collection of electronic resources, especially online scholarly journal article
  full-text databases.
 Pursue more gift and exchange programs, provided that the Library Exchanges has the funding to
  support it.
 Systematically review the entire EAL collection and select materials to send to SRLF.
 Develop a closer business relationship with book vendors in China, Japan, and Korea.
 Review the situation of standing orders, including multi-volumes sets and long-lasting monographic
  series, in order to have a better idea in sub-allocating funds for these materials in the future, the goal
  that we did not achieve in this year and will carry over to the next year.
 Fill the vacant Chinese Acquisitions/Cataloging Assistant position.


Cataloging

 Fill the vacant Chinese Copy-cataloger position.
 Continue to reduce the cataloging backlogs. By June 30, 2001, the cataloging backlogs were
  approximately 11,690 titles (7,590 in Chinese, 2,390 in Japanese, and 1,710 in Korean). This reflected
  a reduction of 860 titles from the previous year. We will strive to reduce the backlogs as much as
  possible.
 Complete the Pinyin conversion project for records extracted from the ORION2 database and start the
  cleanup process. UCLA has sent the extracted records to OCLC.
 Seek more funding for analytic cataloging of important monographic sets that have been sent to SRLF.
  The special funding of a full-time temporary Copy-cataloger for half a year, supported by the Library
  Administration, was a great help. A total of 1,433 analytic records were created within four months.
  Since we still have several thousand such titles waiting to be cataloged, we hope that the extra
  funding will still be available in the coming year(s).
 Try to re-catalog or upgrade the 1,057 serials records left over from the RECON project. These
  records were either entered directly into ORION2 database (702 records) or downloaded from OCLC
  without vernacular fields (355 records). Since these titles already have records in TAOS, we will not
  treat them as a high priority as other un-cataloged materials. However, we hope to be able to take care
  of them some time soon.


Public Services

 Continue to provide bibliographic instruction classes for three languages throughout the year to cover
  ORION2, CDL (Melvyl), OCLC, as well as major electronic resources. Will also offer in-depth
  classes on some individual databases if there is sufficient interest among faculty and students.
 Continue to weed the reference collection periodically that has been growing rapidly in recent years
  and has gotten to the point that almost no extra space is available to accommodate new titles. Will



                                                      9
    weed out superseded or outdated reference materials to make room for newer titles. Will move the
    weeded materials to the regular stacks or to the SRLF.
   Continue to conduct reference on users' request until a reference service desk is installed in the
    reading room. Currently the Library does not have the space for it, but it should be part of the
    remodeling plan. After the desk is installed, we will have librarians on duty during library's peak
    hours.
   Expand service hours beginning in the Summer/Fall Intersession of 2001, following a campus-wide
    plan.
   Seek additional funding to hire a career staff member for evening and weekend hours in order to
    improve the quality of our public services and alleviate the problem of scheduling student assistants.
   Begin online circulation of materials paged from SRLF in summer 2001. The EAL public services
    staff members have received training.
   Begin implementing the electronic reserve system in fall 2001. The EAL public services staff also
    received training in August 2001.
   Begin billing for overdue and lost materials. Will send out a notification to the East Asian Studies
    community sometime in October informing them that the library will begin billing for overdue
    materials and encourage them to return or renew the books as soon as possible. The billing project
    will start one month after the letter is sent.
   Barcode our collection and automate our circulation operation. A Task Force consisting of staff
    members from the Acquisitions Division (Richard Siao), the Cataloging Division (Sarah Elman,
    Chair), as well as the Public Services Division (Sarah and Reubem Ramerez) was formed to plan for
    bar-coding the East Asian Library collection. Claire Bellanti and some of her staff from the Access
    Services Dept. were consulted. A decision was made to start online circulation of the SRLF materials
    first while the Task Force investigates the issue further. We hope the project can be started sometime
    in the fiscal year 2001/2002. In anticipation of the bar-coding project, the circulation and shelving
    assistants have been conducting searches for books that have been overdue for a number of years. If
    the books are not found they are being placed on a "Lost Book" list that is updated monthly. We hope
    the bibliographers will routinely go through the stacks to "weed out" materials for SRLF deposit, in
    which case we can reduce the amount of materials that will eventually be bar-coded
   Complete the major shifting project of the entire EAL stacks, excluding the Harvard-Yenching
    collection, by the end of summer 2002. Will continue to monitor the situation in the stack area and do
    periodical adjustment of materials to accommodate newly cataloged titles.


As in previous years, the progress of the unit goals will be closely monitored during the course of the year,
and as warranted, modification may be made.




                                                     10
                                    ISSUES/CONCERNS


Collection Development

 While we appreciated the continued strong support from the Library Administration and the 7.5%
  increase of state book fund allocation, we still felt the lack of buying power. We had to leave out
  many important titles, even reference and primary sources. We took all the opportunities to apply for
  extramural grants. In fact, we benefited greatly from a number of grants and donations this year. On
  the other hand, we sincerely hope that the state book fund allocation for the East Asian Library could
  be proportionally increased to reflect the rapid growth of the East Asian Studies programs at UCLA.

     The East Asian Studies programs at present are a far cry from those of a decade ago. There are
      close to sixty faculty members, whose teaching and research interests relate to East Asia,
      dispersed among a number of academic departments and centers. We have witnessed more
      diversified academic programs including some newly developed areas in recent years. The
      enrollment of graduate students in East Asian Studies at UCLA has more than doubled. The
      pressure on the EAL to provide adequate library support has been tremendous.
     There has been a steady rise in the unit cost of materials published in the People's Republic of
      China (PRC) over the last decade. More and more multi-volume reprint titles are being published,
      each carrying a high price tag. This has a tremendous effect over Chinese acquisitions since over
      two-thirds of the new Chinese materials that we acquire each year emanate from the PRC. Even
      though we were able to receive good discounts from some vendors through negotiation, we still
      felt the lack of buying power.
     As in previous years, more than half of the total materials budget was allocated for Japanese
      acquisitions to compensate for the high cost of Japanese materials. However, the exorbitant unit
      cost of research materials from Japan, which includes both monographs and serial subscription,
      continued to place us behind the goal we would like to reach. It was inevitable to leave out many
      important titles from purchasing list.

 The East Asian Library's computer environment did not allow us to view most of the commercial
  Japanese electronic resources, which often requires a Japanese system or Windows 2000 installed. As
  a result, the Library held only one barely functional Japanese CD-ROM title, which began to
  demonstrate some problem with the public CD-ROM terminal. In order to achieve the unit goal to
  expand the collection of electronic resources, it is necessary to install Windows 2000 in our public
  CD-ROM terminal, which in recent trial at LIS proved to be compatible with most of the Japanese
  CD-ROMs we currently owns.

 We could not pursue new exchange programs with oversea academic institutions for their
  publications that are not available through commercial publishers, because the Library Exchanges
  lacked funds to establish new exchange programs. We were only able to use the 130 duplicate books,
  which Law Library had kindly given to us last year upon my request, to do some small-scale
  exchanges with two Chinese academic institutions.

 It is difficult to claim for missing issues of current serial subscriptions because ORION2 lacks
  claiming capability.




                                                   11
Acquisitions

 Because of the frequent personnel changes, the Head of the Acquisitions Division needed to spend
  extra time in training, supervising, and reviewing as well as monitoring works.
 The Romanization system for Chinese materials switched from Wade-Giles to Pinyin in October 2000.
  Subsequently, the Chinese acquisitions staff started to input purchasing records in Pinyin. However,
  they had to do bibliographic search and serials check-in in both Wade-Giles and Pinyin because
  majority of the bibliographical and ordering records were still in Wade-Giles, which had not been
  converted yet. Besides being trained the new Romanization system, the staff had to be reminded to
  use both Wade-Giles and Pinyin to check records, and also not to get confused between these two
  Romanization systems. It took some time for the staff to get used to the new practice. At the
  beginning some mistakes occurred, particularly duplicate orders were placed. Time fixed the problem
  gradually.


Cataloging

 It has been a constant problem for the East Asian Library to balance the number of materials acquired
  and cataloged. The collection development budget has been gradually increased during recent years.
  The library also received some large-quantity of donations, especially Chinese and Japanese materials.
  However, the number of cataloging staff has not been increased much. Based on the figures taken
  from January to June 2001, the average number of new acquisitions exceeded the number of titles
  cataloged by about 20% for Chinese materials and 10% for Korean materials. The situation for
  Japanese materials was better – the number of new acquisitions was lower than the number cataloged.
  The problem for Japanese materials has mainly resulted from the large number of donations we
  received recently and therefore can be considered as temporary. By taking the number of cataloging
  backlogs into consideration (7,590 titles for Chinese, 2,390 Japanese, and 1,710 Korean), we will
  definitely need more cataloging manpower for Chinese and Korean materials. With the increased
  workload, such as doing authority control in house as well as NACO contributions, the shortage of
  cataloging staff will be increasingly problematic. We will continue to monitor the situation during
  next fiscal year. It is our sincere hope that the Library Administration will take this into consideration
  when doing long-term staff planning.

 Another major concern for at least next year is the cleanup project after Pinyin conversion. It was
  estimated that about 15-20% of converted bibliographic records, which amounts to about 20,000
  records, would need to be manually reviewed by staff. Furthermore, UCLA has asked OCLC to do
  MARS authority processing for the converted records. The process will also generate a number of
  reports, which will have to be reviewed by staff members. If we utilize the current Chinese cataloging
  staff to do the review work, the regular cataloging operation will have to be on hold for a long period
  of time. We are in urgent need of help from the Library Administration to solve this problem by
  allocating special funding for it.


Public Services

 Serious space problem: Space problem continued to impact our shelving workload. We have
  conducted spot shifting throughout the EAL in order to alleviate the heavy congestion of books,
  beginning in the summer of 2000 and through to the present time. With the large influx of returned
  books we have seen a decrease in usable space of the bookshelves. The increased cataloging output



                                                    12
    due to the filling of vacant positions in the Cataloging Division also made the space situation worse.
    In order to combat this issue of space we hired more shelving assistants during the Spring Quarter
    2001 to work exclusively on shifting. There is a gradual increase in purchased and donated materials.
    This, along with the re-cataloging of reference materials into the regular stack, will continue to
    shorten our supply of open shelving areas. We estimated that we will lose most if not all remaining
    and created open shelving space before the end of the Fall Quarter 2001. We hope that after the
    remodeling of YRL the situation will be greatly improved.

 Large number of un-returned overdue materials: Since EAL did not have online circulation, the
  charge-out file had to be monitored manually. Overdue notices and billing were also prepared by
  hand. As a result, it was difficult to keep track of the records in a timely manner. A large number of
  materials had been overdue for a long time. The Circulation staff had been making efforts to catch up
  with billing. However, until the circulation is fully automated, the problem will continue to exist.




                                                    13
                    Table I: Growth of the East Asian Library Collection
(A) Additions (Vols.)
                             96/97             97/98         98/99    99/00    00/01

a).Chinese                    9570             7692          4711     4969     9715
b).Japanese                   3701             3048          1575     4628     2792
c).Korean                     2363             3854          1330     1753     2578
d).Microfilms
   (By Reels)
   Chinese                     200                35          103      111         0
   Japanese                     76                18           69      238        36
   Korean                        6                 0            0      160         0
e).Microfiche
   (By Sheets)
   Chinese                        0               0             0        0        0
   Japanese                       0            1404          1500        0        0
   Korean                         0               0             0        0        0
f). Other Mats.
    Chinese                       -               14            54       13       56
    Japanese                      -                6            30       39        5
    Korean                        -               28            20       20        2

           Total:            15916             16099         9392     11931    15184

(B) Total Number of Volumes (June 30, 2001)

a).Chinese                  217127            224819        229530   234499   244214
b).Japanese                 143620            146668        148243   152871   155663
c).Korean                    24462             28316         29646    31399    33977
d).Microfilms
   Chinese                    2050             2085          2188     2299     2299
   Japanese                   3786             3804          3873     4111     4147
   Korean                       11               11            11      171      171
e). Microfiche
   Chinese                    6372             6372          6372     6372     6372
   Japanese                      0             1404          2904     2904     2904
   Korean                        0                0             0        0        0
f). Other Mats.
    Chinese                       -               14            68       81     137
    Japanese                      -                6            36       75      80
    Korean                        -               28            48       68      70

           Total:           397428            413527        422919   434850   450034

(C) Current Serial Titles (June 30, 2001)

a).Chinese                    1186             1171          1401     1393     1467
b).Japanese                   1161             1168           726      752      776
c).Korean                      206              172           108      124      143

           Total:             2553             2511          2235     2269     2386




                                                       14
                    Table II: Number of Titles and Volumes Received

(A) Chinese               96/97        97/98        98/99       99/00   00/01
    Purchase:
      Titles              3231         2552         1687        1674    2498
      Volumes             7527         5091         2857        2952    5458
    Gifts:
      Titles               372          261          599         860    1111
      Volumes              454          343          718        1028    3292
Bound Journals:           1597         2276         1142         989     971
Discards (Vols.):            8           18            6           0       6

   Total (vols.):         9570         7692         4711        4969    9715



(B) Japanese
    Purchase:
      Titles               939          710          124         183     277
      Volumes             1039         1736         1037         764    1444
    Gifts:
      Titles              1275          515          198        2275     545
      Volumes             1762          706          280        2614     924
Bound Journals:            900          606          350        1252     646
Discards (Vols.):            0            0           92           2     222

   Total (Vols.):          3701        3048         1575        4628    2792



(C) Korean
   Purchase:
      Titles               459         2024          501         863    1381
      Volumes              634         2865          791        1028    1859
   Gifts:
      Titles              1135          377          394          68     250
      Volumes             1584          751          451         327     384
Bound Journals:            145          238           88         404     335
Discards (Vols.):            0            0            0           6       0

   Total (Vols.):         2363         3854         1330        1753    2578



(D) Microforms             282         1457         1672         509       36

(E) Other Mats.               -          48          104          72       63



Grand Total
(By Volumes)              15916       16099         9392       11931    15184




                                               15
                                   Table III: Cataloging

(A) Cataloging          96/97           97/98         98/99    99/00     00/01

a). CHINESE
    Original Cat.
     Titles                  849          773          194       161        171
     Volumes                1282         1252          120       214       -----
    Copycat.
     Titles                 3949         3494         2671      2088      2918
     Volumes                5393         7227         3044      2878       -----
Total: Titles               4798         4267         2865      2249      3089
       Volumes              6675         8479         3164      3092      3985


b). JAPANESE
    Original Cat.
     Titles                  216          540          499       356        173
     Volumes                 273         1150          621       652       -----
    Copycat
     Titles                 1253         1583          673      1039      3160
     Volumes                1902         2543         1624      1579       -----
Total: Titles               1469         2123         1172      1395      3333
       Volumes              2175         3693         2245      2231      4182

c).KOREAN
   Original Cat.
     Titles                   45          138          490       459        346
     Volumes                  44          149          566       649       -----
   Copycat
    Titles                   729          884         1680      1092      1253
    Volumes                  847         1238         1901      1350     -------
Total: Titles                774         1022         2170      1551      1599
       Volumes               891         1387         2467      1999      1279

GRAND TOTAL:
No. of Titles               7041         7412         6207      5195      8021
No. of volumes              9741        13559         7876      7322      9446

(B) AUTHORITY RECORDS

a). Created         2209                  2477        1789    1398     2756
b). Imported         ----                  ----        ----    ----    1505

(C) CATALOGING BACKLOGS (estimates in volumes)

a). Chinese             5580             4790         5200      6550      7590
b). Japanese            3970             3330         2400      4290      2390
c). Korean              2160             4630         3400      1710      1710
Total:                 11710            12750        11000     12550     11690




                                                16
                                    Table IV: Public Services

                                         96/97        97/98   98/99    99/00   00/01
(A) Circulation (Vols.)

   a). UCLA Academia                      3617     2434         2502   1690     1760
   b). UCLA Graduate                     10916    10048         6783   6010     6199
   c). UCLA Undergraduate                 4001     3093         2790   1795     2555
   d). UCLA Extension                       90      111          111    268      155
   e). UCLA Staff                         1453     1665         1559    950      989
   f). Other UC                            561      371          189     90      384
   g). CSUC                                114      118           44     10       29
   h). Other Inst.                         131       48           19     11        0
   i). Other Courtesy                      379      241          476    483        0
   j). Fee -- Company                        3        0            0      8        0
   k). Fee -- Individual                     0        0           12     47        0
   l). Interlibrary Loan                   730      785          822    685      693
   m). All Others                          624      315          360    246     1517

       Total:                            22619    19229       15667    12293   14281



(B) Inter-Library Loan (Titles)

a). Loan to:
       UC                                 344          325       365    337      356
       Other Institutions                 364          420       440    319      329
       Foreign Countries                   22           40        17     29        8

      Total:                              730          785       822    685      693

   b). Borrowed from:
       UC                                 125          216        76    296      464
       Other Institutions                 124          196        62    302      274
       Foreign Countries                   17           39        14     45       51

      Total:                              266          451       152    643      789

(C) Miscellaneous Operating Statistics

   a). Reserves (Vols.)                    549      201         223      225     200
   b). Vols. Shelved                     53286    44244       42845    34461   18177
   c). Reference Questions                                               458     447
   d). Directional Questions                                            3120    4520
   e). BI/Orientations/Tours
           Session                                                        37      44
           Persons                                                       197     176
   f). Circulation Transaction                                         12293   13588

   g). Seating:
          Reading Area                      60          60        60      60      60
          Stack Area                        20          20        20      20      20
   h). Service Hours                        73          73        73      73      73



                                                 17
                                                  Organizational Chart for the Richard C. Rudolph East Asian Library
                                                                            (June 30, 2001)


                                                                                     Cynthia Shelton
                                                                        AUL for Collection and Technical Services


                                                                                        Head, and
                                                                              Head, Collection Development
                                                                               (1.0 Librarian; Amy Tsiang)
FTE Summary:
                                                                        Adm. Assistant
5.0 Librarians
                                                                      (.25 LA3; Ramirez)
6.5 Library Assistants



                                     Head                         Head                         Head               Japanese Librarian         Korean Librarian
                                  Acquisitions                 Cataloging                Public Services        (1.0 Librarian; Marra)*   (1.0 Librarian; Kang)*
                              (1.0 LA4 Sup.; Siao)       (.70 Librarian; Elman)       (.30 Librarian; Elman)


                                         Chinese                    Chinese                   Circulation/ILL
                                      Acq. Assistant               Cataloger                   Supervisor
                                    (.75 LA2; Vacant)        (1.0 Librarian; Jiang)        (.75 LA3; Ramirez)

                                        Japanese                    Chinese
                                      Acq. Assistant          Cataloging Assistant
                                  (.50 LA2; Bourdaghs)         (1.0 LA3; Vacant)

                                          Korean                    Chinese
                                      Acq. Assistant          Cataloging Assistant
                                      (.40 LA3; Lee)           (.25 LA2; Vacant)

                                                                   Japanese
                                                              Cataloging Assistant
                                                               (1.0 LA3; Bialock)

                                                                    Korean
                                                              Cataloging Assistant
                                                                (.60 LA3; Lee)




  *Responsibilities include Collection Development, Cataloging and Public Services




                                                                                      18
    Organization Chart of the Richard C. Rudolph East Asian Library, UCLA
                                (January 2002)




 FTE Summary:                                         Cynthia Shelton
                                           AUL Collections and Technical Services
 5.0 Librarians
 6.5 Library Assistants
                                                          Head, and
                                                Head, Collection Development
                                                   (1.0 Librarian, Tsiang)


                                          Adm. Assistant
                                        (.25 LA3; Ramirez)




          Head,                       Head,                         Head,                    Japanese
      Acquisitions                 Cataloging                 Public Services                Librarian
     (1.0 LA5; Siao)         (.70 Librarian; Elman)        (.30 Librarian; Elman)     (1.0 Librarian; Marra)*

                                                                                              Korean
             Chinese                     Chinese                   Circulation/ILL           Librarian
          Acq. Assistant                Cataloger                    Supervisor       (1.0 Librarian; Kang)*
         (0.75 LA2; Yang)         (1.0 Librarian; Jiang)         (.75 LA3; Ramirez)

            Japanese                    Chinese
          Acq. Assistant          Cataloging Assistant
      (.50 LA2; Bourdaghs)           (1.0 LA3; Liu)

              Korean                    Chinese
          Acq. Assistant          Cataloging Assistant
          (.40 LA3; Lee)            (0.25 LA2; Yang)

                                        Japanese
                                  Cataloging Assistant
                                   (1.0 LA3; Bialock)

                                         Korean
                                  Cataloging Assistant
                                     (.60 LA3; Lee)




*Responsibilities include Collection Developement, Cataloging and Public Services




                                                                    19

				
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