"We knew we had to keep track of who turned the x-rays in, we knew we would have to keep track of who was looking at the x-rays, and after the first few sales, through trial and error, we were able to get a system down," said Cathy Schenck, repository supervisor and Keeneland librarian.
When consignors come to the repository with their x-rays, they complete forms and receive receipts showing what they turned in, and inventories are created, Schenck
When the veterinarians come in to look at x-rays, they are registered and receive a card that is scanned as well as the hip number of the horse's x-rays that they will view.
That information is logged onto the computer for the consignors to receive their statistical data.
With so many documents to keep track of, Schenck
15-member staff hand-check every x-ray that is entered in the repository each day.
To further ensure the information is consistent, the staff re-checks the system the following day.
So that all of the x-rays are submitted to the repository on time, deadlines are in place for each collection of yearlings that are sold each day.
As Keeneland's librarian for more than 30 years, Schenck has experience in organizing documents.
So when Rogers Beasley, then Director of Sales at Keeneland
, approached Schenck with the idea of opening a repository, she
was all for it.
described it as a check-in, check-out kind of thing.
We would take the x-rays in, then we would check them out to vets.
asked me if I would be willing to work on that, so I said yes," Schenck
Prior to the opening of the repository in 1996, multiple veterinarians were unable to view the same set of x-rays for any given horse for the sale.
Any desire to see x-rays meant that individual requests would need to be filled separately.
"Some horses were getting x-rayed 10, 15, maybe 20 times before the sale," Schenck
"They're all on the grounds, and it takes about an hour for a vet to x-ray a horse, so that is an hour that that horse cannot be shown to other perspective buyers.
We were trying to facilitate all of that."
With the existence of the repository, horses only need to be x-rayed once.
If a veterinarian finds a portion of the x-ray that he
wants to investigate further, and "if he
wants to go back to take x-rays, he
doesn't have to go back and take a complete set," Schenck
can just go back and take one or two, and that helps a lot."
About 97 percent of the horses catalogued for the September Sale will have x-rays on file at the repository, Schenck
said, with about 16,000 requests made by approximately 200 registered veterinarians to view roughly 4,300 x-rays on file.
All submissions by consignors are made on a voluntary basis.