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Libraries and Librarians Responding to Change: Transitions and Emerging Priorities Colby-Bates-Bowdoin Retreat March 18, 2005. Karen Calhoun AUL for Technical Services Cornell University. NOW Local collections, mostly print Highly standardized records in library schemes - PowerPoint PPT Presentation
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Libraries and Librarians Responding to Change:Transitions and Emerging PrioritiesColby-Bates-Bowdoin RetreatMarch 18, 2005
Karen CalhounAUL for Technical ServicesCornell University
March 2005 Calhoun 2
Why Change?
NOWLocal collections, mostly printHighly standardized records in library schemesCentralized resource description, limited decentralization for specific subjects or languagesStrong cataloging tradition, professional education of catalogers
EMERGINGMany kinds of data sets, local and remoteLess structure in indexing, mixture of metadataRecords from many sources; distributed responsibility for resource descriptionDemographic changes (retirements, fewer entering profession as catalogers), on the job training, outsourcing
March 2005 Calhoun 3
What Does Technical Services DO Anyway?
AcquisitionsCatalogingSerials controlCatalog maintenanceRetrospective conversion Gifts and exchangeMetadata servicesE-resource services BindingPreservation, conservationPhysical processingOther stuff
March 2005 Calhoun 4
What Does Technical Services DO Anyway? (second try)
Technical Services keeps the collections vital and up to date by procuring new library materials and organizing them for easy and convenient use.
March 2005 Calhoun 5
Early 21st Century Technical Services Landscape
Bibliographic Control
Desktop (TS Workstation)
Data Management
The Web
New sources/types of records
Network, hardware and software administration
Relational Data Management
Authoring
New workflows Transitions to new integrated library
systems (Windows clients)
SQL: queries and reports
Publishing
New metadata standards
Macros; impt. of ergonomics
More data manipulation, less
data entry
Web site organization and
management E-resources and digital collections
Growing number of applications
Global change Digital library management
systems
New Demands on Technical Services: The Three Ring Circus
Digital Collections
NetworkedResources
Portals
March 2005 Calhoun 7
Atlas’ Burden
March 2005 Calhoun 8
ConcernsRising expectations for serviceDiminishing funding baseToo much to do! E-resourcesMetadata and other new job knowledgeTurnaround time and quality Do it right Do it fast Do it right and fast
March 2005 Calhoun 9
What is Technical Services “Quality”?
Must begin with user’s needs and end with user’s perceptionsWhat does ‘doing it right’ mean? Fast cycle time for new materials Providing for easy, convenient use of library
collections Being responsive and flexible Maximizing the library’s investment in
personnel, materials, equipment, etc. Balancing trade-offs
March 2005 Calhoun 10
The Perception of “Quality”: The Eye of the Beholder
Specialist’s view: Conformance to
specifications (rules) Priorities: Fullness and
detailPragmatist’s view:
Make as many materials as possible available as quickly as possible
Priorities: speed and efficiency
March 2005 Calhoun 11
FRBR (Functional Requirements for Bibliographic Records)
Focus on what is of interest to users in bibliographic records Find all manifestations of a work Find a particular manifestation Identify a work Identify an expression of a work Identify a manifestation Select a work Select an expression Select a manifestation Obtain an item
March 2005 Calhoun 12
30 Second Summary of OPAC User Studies and Cataloging Data Quality Reviews
Keyword searching reigns supremeSubject searching is decliningErrors in indexed (and oft-searched) fields cause users problems in finding, identifying, selecting and obtaining what they wantMajority of cataloging data “errors” are in proper application of AACR2, punctuation, capitalization (and usually do not hinder retrieval)
March 2005 Calhoun 13
Ask Yourself …What is indexed for searching?How are users searching? (Look at search logs)What does the OPAC public display look like?
March 2005 Calhoun 14
Back to Atlas …
What if you looked in the mirror, and there became two of you?
March 2005 Calhoun 15
Comparison of Staff Size and Production Over Seven Years
020406080
100120140
FTE 89.6 71.8Titles Added (Acq)(000s)
68.593 81.155
Titles Cataloged(000s)
76.921 126.062
FY 96-97 FY 02-03
Percent Change 96-97 to 02-03:FTE down 20%Acquisitions up 18%Cataloging up 64%
March 2005 Calhoun 16
Themes of the Transition in Technical Services, 1995-2005
More with lessStreamlined workflowsGreater use of technologyGreater integration of acquisitions and catalogingPartnerships with vendorsNew roles and responsibilities E-resources licensing and management Metadata services
March 2005 Calhoun 17
“The only person who likes change is a wet baby”
March 2005 Calhoun 18
Beckhard Model for Transformational Change
1. Envisioning the future state and choosing a desired intermediate state
2. Diagnosing the present state3. Determining what’s needed to move to the intermediate state4. Identifying the stakeholders who are critical to reaching the
intermediate state5. Identifying steps to assure the change occurs and lasts
Beckhard, Richard. “A model for the executive management of organizational change.” In 1989 Annual, developing human resources. San Diego: University Associates, 1989.
March 2005 Calhoun 19
The North Star: What We Value
WE WANT:TS to be recognized as a team of experts who are central to the library’s mission and its digital future.TS to be known inside and outside the library for our innovation, teamwork, productivity, and problem-solving skills.TS staff to work in an environment of respect, support, and continual learning.
March 2005 Calhoun 20
Our Process and Objectives
Reprioritize what TS does (to align with library-wide priorities)Position TS as a key player in CUL’s digital future Redesign and align our workflows with the new prioritiesDocument and train/retrain/cross-train
March 2005 Calhoun 21
January 2002 TS Organizational Structure
March 2005 Calhoun 22
Summary of Changes, 1995-2002
Investigation/use of “outsourcing” Approval plans Shelf ready services Foreign language original/copy cataloging Vendor records Authority control Batch search services (Marcadia) E-resource management (SerialsSolutions
and record sets)
March 2005 Calhoun 23
More ChangesImplementation of new ILS (integrated library systems)E-resource access systemsLess tolerance for backlogsMore cataloging done in acquisitions (as “fastcat”)Automation of firm ordering (at Cornell, ITSO—”integrated tool for selection and ordering”)IT-based workflows for copy and original cataloging (at Cornell, Classification on Receipt)Emergence of TS/information technology specialistsParticipation in metasearch, reference linking projects
March 2005 Calhoun 24
Themes, 2002-2005Make acquisitions more efficient and less costlyNo more backlogs!Continue contributions to national cooperative catalog programsStrengthen technology infrastructure/skills; make greater use of batch and macro strategies for routine processingCross trainEnhance IT skills and abilities of TS staff, esp. network/desktop services staff Continue to build metadata services groupHow to integrate description and access to digital, electronic and traditional resources?
March 2005 Calhoun 25
The Integrated Tool for Selection and Ordering (ITSO CUL!)
As a case study of process redesignWhy ITSO CUL?What does ITSO CUL do?How does ITSO CUL work?(With thanks to Scott Wicks)
March 2005 Calhoun 26
ITSO CUL GoalsProcessing goals facilitate paperless selection recycle information and effort in support of
acquisitions process exploit existing tools
Cost savings goal staff resources
Extra benefit
March 2005 Calhoun 27
ITSO CUL
March 2005 Calhoun 28
Some TS Workflow Redesign Principles
Look at the whole process (e.g., selection to ordering to receipt to cataloging to shelf-ready)To the greatest extent possible, handle items and records only onceCapture bibliographic data as far upstream as possible (at point of selection/ordering if you can)Perform work where it makes the most senseMaximize selection/acquisitions/cataloging collaborationMaximize use of support staff and studentsMaximize use of technology
March 2005 Calhoun 29
Short and Long Term Forecast
“We recommend a mantra of flexibility.”
--the Workflows Team
March 2005 Calhoun 30
Derring-do