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Re-Engineering Processes. Vendor-Assisted Collection Development At The University Of Calgary Library. Presented to the Ontario Library Association, February 3, 2005 Ada-Marie Atkins Nechka, Associate Director, Collections & Technical Services. University of Calgary Library 2003-2004. - PowerPoint PPT Presentation
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Re-Engineering Processes
Vendor-Assisted Collection Development At The University Of
Calgary Library
Presented to the Ontario Library Association, February 3, 2005Ada-Marie Atkins Nechka, Associate Director, Collections & Technical Services
University of Calgary Library
2003-2004 Environment• 28,869 Students• 15 Faculties • 42 Librarians• 165 Support Staff
Collection• 2,432,946 Volumes• 20,237 Serials• 30,574 Monographs• 52,222 Catalogued
Collection Expenditure: $9,435,804
Mandated Change
• 1993 – 25% staffing cut—Library Plan mandated the formation of Collections and Technical Services
• 1994/95 – consultant recommended approval plans and the outsourcing of the cataloguing of trade publications
• Mandated to increase approval plans – did not happen due to frozen Collections Budget
Implementing Change• 2003 - challenged staff to increase approval
plans by 10% -- 30% & 50% in subsequent years
• Team tasked with reviewing vendor servicesTeam Members
Monographs Librarian – Chair
Manager, Acquisitions
Manager, Monographs Cataloguing
System Administrator – SIRSI Unicorn
Liaison Librarian Representative
Team Recommendations
• Trial of shelf-ready from Yankee Book Peddler
• Applied to publisher approval plan
• Use of ILS functionality for processing
Requires support from Administration, Information Technology Services, Public Services
Choosing Shelf Ready
Pluses• Faster turn-around
time• Relief for remaining
staff• Core or full cataloguing
records received• Shelf ready goes
straight to the stacks – less handling
Limitations• Loss of local
adaptations• Different titles may
have identical call numbers
• Specific floor locations removed
• Canadian material goes to be catalogued
Reasons for Using Vendor Services
Literature suggests following drivers:
• Increased Service to Users• Loss of staff• Increases in Budget• Emphasis on Building Monographic
Collections• Expanded and Enhanced Vendor Services
Calgary Experience
Staff Loss
Budget Increases
Collections Analysis
Priorities
Vendor Support
ITS Support
Other Initiatives
• Acquisitions - lost 5• Cataloguing- lost 3• Budget increased 20%• Analysis indicated
need to increase books
• Positive trial • Cataloguing staff
involved with new metadata initiatives
Vendor Services
Collections Services– Automated:
development/selection– Duplicate checking– Comparative: other
libraries/consortia – Comprehensive info:
statistics, retrospective lists
Many of the major book vendors have developed their services and systems to provide enhanced and expanded services to assist all areas of technical services.
Vendor Services
Acquisitions- Less checking
- On-line searching
- Importing records- Overlaying records- Direct ordering- Electronic invoicing
Vendor Services
Bibliographic Services– Cataloguing – FTP/MARC Records, various
levels to select
– Shelf Ready Processing – stamps, labels, bar codes, tattle-tape, etc.
Processes and Standards
• Review team – tasked with identifying and documenting technical processes of Information Resources
• Recommendations– Core technical processes centralized– Other technical processes coordinated– Technology/Vendor solutions
investigated– Organizational Structure redesigned
Results
• Established Technical Processes Coordinating Group– Reviews policy, makes recommendations– Sets priorities– Facilitates communication– Identifies expertise – Manages change – Reports to Assistant Director
Next Steps• Sponsors Working Groups/Teams
– Medical processing to CTS – Complete– Budget Officer to CTS – Complete– Electronic Resources Management
System Selection – In process– Out-sourcing to OCLC – In process– SIRSI/SIRSI Compatible Software Selection
– In process– Binding Software Selection – To be
established
Requirements for Success• Staff dedicated to project
−Establish clear area/departmental goals−Area goals become personal goals−Representation from other areas
• Appropriate equipment – Plan ahead for software expenditures
• Administrative support Keep senior management informed Ensure that you have support of technology group
• Vendor support Establish excellent communications with vendors
COMMUNICATE!
Prepared for the Ontario Library Association Super Conference 2005 by Ada-Marie Atkins Nechka and Kit Wilson
Session 405: MANAGING THE ACQUISITION OF PRINT RESOURCES IN AN ELECTRONIC ENVIRONMENT: REDESIGNING COLLECTION MANAGEMENT/ACQUISITION WORK TO DELIVER PRIORITY SERVICES Branton, Ann and Tracy Englert. “Mandate for change: merging acquisitions and cataloguing functions into a single workflow.” Library Collections, Acquisitions, and Technical Services, 26 (4), 2002, pp. 345-354. Calhoun, Karen. “Technology, productivity and change in library technical services.” Library Collections, Acquisitions, and Technical Services, 27 (3), 2003, pp. 281-289. Crump, Michele. Shelf Ready Summary Report, April-December, 1996. University of Florida, March 10, 1997. Accessed March 17, 2004 at: http://web.uflib.ufl.edu/rs/rsd/shelfrpt.html Coats, Jacqueline and Joseph Kiegel. “Automating the nexus of book selection, acquisitions and rapid copy cataloguing.” Library Collections, Acquisitions, and Technical Services, 27 (3), 2003, pp. 33-44. Cornell Technical Services Web Site Planning Task Force. “Executive Summary.” Final Report, December 9, 2002. Accessed January 2, 2005 at: http://www.library.cornell.edu/staffweb/TSEG/TSwebsiteplan.html
Selected Readings
Flowers, Janet L. and Scott Perry. “Vendor-assisted e-selection and online ordering: optimal conditions.” Library Collections, Acquisitions, and Technical Services, 26 (4), 2002, pp. 395-407.Grahame, Vicki and Tim McAdam. Managing electronic resources, SPEC Kit 282. Washington, D.C.: Association of Research Libraries, Office of Leadership and Management Services, 2004.Hounshell, JoAnn. “Electronic Ordering of Monographs Part 1: Blackwell’s Collection Manager.” Technical Services Law Librarian, 24 (3), 1999. Accessed January 3, 2005 at: http://www.aallnet.org/sis/tssis/tsll/24-03/acq.htmLaCava, Lydia, Jan Rothhaar, and Thom Saudargas. Outsourcing Technical Services: Broward Community College and Davie Campus Library. College Center for Library Automation, November, 1999, pp. 1-15. Accessed January 2, 2005 at:http://www.ccla.lib.fl.us/docs/reports/outsourcing.pdfLee, Lauren K. “Five Levels of Vendor Assisted Collection Development.” The Acquisitions Librarian, 20, 1998, p.41. Schwartz, Marla. “Electronic Ordering of Monographs Part II: Yankee Book Peddler’s GOBI.” Technical Services Law Librarian, 24, (4), 1999. Accessed January 3, 2005 at: http://www.aallnet.org/sis/tssis/tsll/24-04/acq.htm Zhang, Sha Li. “Allocating the technology dividend in technical services through using vendor services.” Library Collections, Acquisitions, and Technical Services, 26 (4), 2002, pp. 379-393.
Selected Readings
Credits
• University of Calgary: Carol Baker, David Brown, Helen Clarke, Heather D’Amour, Christine Hayward, Mary McConnell, Frits Pannekoek, Christine Slater,
Wanda Rottenfusser, Peggy White. • Others: Pam Jacobs, Yankee Book Peddler; Kit
Wilson, University of Alberta.
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