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T d ’ P d Today’s Producers
Jennifer Peterson
WebJunction Community Manager
Sharon Streams
WebJunction Senior Manager, Community Services Community Services
Helen Heinrich Cataloging C di Daphne Kouretas M b S i Coordinator, California State University, Northridge Member Services Consultant, OCLC Debbi Dinkins Head of Technical Services, Stetson University
Cataloging Efficiencies Cataloging Efficiencies Cataloging Efficiencies Cataloging Efficiencies that Make a Difference that Make a Difference
14 June 2011
Daphne Kouretas
Member Services Consultant Member Services Consultant OCLC
Member Services Member Services – – expanding regional connections expanding regional connections
We work with the community of libraries, museums, archives and cultural heritage organizations to provide regional connections to OCLC through:
Member Services Member Services – – expanding regional connections expanding regional connections
Eric Forte Member Services Chris Martire Director, Member Services Consultant Services Carole Myles Daphne Kouretas Carole Myles Member Services Consultant Daphne Kouretas Member Services Consultant
Good Practices for Great Outcomes: Good Practices for Great Outcomes: Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference
y g and Chemeketa Community College, OR
Collections and Botanical G d Gardens
Good Practices for Great Outcomes: Good Practices for Great Outcomes: Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference
San Jose, CA
Good Practices for Great Outcomes: Good Practices for Great Outcomes: Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference Cataloging Efficiencies that Make a Difference
Armnda Barone, Head of Original Cataloging at UC Berkeley Sharon Benamou, Hebraica/Judaica and Music Catalog Librarian, UCLA Catriona Cannon Assistant Director, Collections and Resource Music Catalog Librarian, UCLA Catriona Cannon Assistant Director, Collections and Resource Description, Bodleian Libraries, University
Oxford Christopher Cole, Associate Director for Technical Services at the National Agricultural Library Jee-Hyun Davis, Head Librarian, Cataloging & Metadata Services, University of Texas at Austin Debbi Dinkins, Head of Technical Services, Stetson University Peggy Firman, Associate Director for Resource Management Services, University of Puget Sound Jennifer Gordon Head of Electronic Resources Team University of Texas at Dallas Sally Sound Jennifer Gordon, Head of Electronic Resources Team, University of Texas at Dallas Sally Grucan, Head of Cataloging at Wesleyan University Richard Hasenyager, Director for Library Services, North East Independent School District, San Antonio Helen Heinrich, Cataloging Coordinator, California State University, Northridge Lai-Ying Hsiung, Head of Technical Services, UC Santa Cruz Joseph Kiegel, Head, Monographic Services, University of Washington Libraries Sally Lancaster, Cataloging Manager, Alameda County Library Shawne Miksa, University of North Texas College of Information Jeanne Piascik, Cataloging Librarian, University of Central Florida Andrea Puccio, Senior Library Associate, Metropolitan Museum of Art, Thomas J. Watson Library Paivi Rentz, Head Acquisitions Librarian, Texas State University– San Marcos Elaine Sanchez, Head Cataloging Librarian, Texas State University– San Marcos Karen Schneider Director of the Cushing Library at Holy Names Texas State University– San Marcos Karen Schneider, Director of the Cushing Library at Holy Names University Joseph W. Scott, Music Catalog/Metadata Librarian at the University of Connecticut Laura Smart, Metadata Services Manager, Caltech Libraries Daniel Starr, Associate Chief Librarian, Metropolitan Museum of Art, Thomas J. Watson Library Holly Tomren, Head of Monograph, Electronic Resources and Metadata Cataloging, UC Irvine Felicia Uhden, Manager, Technical Services, The Seattle Public Library Beth Walters, Head of Cataloging, Fort Worth Library Kendall Wiggin, Connecticut State Librarian Karen Winkle, Catalog Management Librarian, Embry– Riddle Aeronautical University Stefanie Wittenbach, University Librarian at the brand new Texas A&M– San Antonio library NJ Wolfe, Library Director, Fashion Institute of Technology Library
Good Practices for Great Outcomes: Good Practices for Great Outcomes: Contributors who Make a Difference Contributors who Make a Difference Contributors who Make a Difference Contributors who Make a Difference
Armnda Barone, Head of Original Cataloging at UC Berkeley Sharon Benamou, Hebraica/Judaica and Music Catalog Librarian, UCLA Catriona Cannon Assistant Director, Collections and Resource Music Catalog Librarian, UCLA Catriona Cannon Assistant Director, Collections and Resource Description, Bodleian Libraries, University
Oxford Christopher Cole, Associate Director for Technical Services at the National Agricultural Library Jee-Hyun Davis, Head Librarian, Cataloging & Metadata Services, University of Texas at Austin Debbi Dinkins, Head of Technical Services, Stetson University Peggy Firman, Associate Director for Resource Management Services, University of Puget Sound Jennifer Gordon Head of Electronic Resources Team University of Texas at Dallas Sally Sound Jennifer Gordon, Head of Electronic Resources Team, University of Texas at Dallas Sally Grucan, Head of Cataloging at Wesleyan University Richard Hasenyager, Director for Library Services, North East Independent School District, San Antonio Helen Heinrich, Cataloging Coordinator, California State University, Northridge Lai-Ying Hsiung, Head of Technical Services, UC Santa Cruz Joseph Kiegel, Head, Monographic Services, University of Washington Libraries Sally Lancaster,
Cataloging Manager, Alameda County Library Shawne Miksa, University of North Texas College of Information Jeanne Piascik, Cataloging Librarian, University of Central Florida Andrea Puccio, Senior Library Associate, Metropolitan Museum of Art, Thomas J. Watson Library Paivi Rentz, Head Acquisitions Librarian, Texas State University– San Marcos Elaine Sanchez, Head Cataloging Librarian, Texas State University– San Marcos Karen Schneider Director of the Cushing Library at Holy Names
Texas State University– San Marcos Karen Schneider, Director of the Cushing Library at Holy Names University Joseph W. Scott, Music Catalog/Metadata Librarian at the University of Connecticut Laura Smart, Metadata Services Manager, Caltech Libraries Daniel Starr, Associate Chief Librarian, Metropolitan Museum of Art, Thomas J. Watson Library Holly Tomren, Head of Monograph, Electronic Resources and Metadata Cataloging, UC Irvine Felicia Uhden, Manager, Technical Services, The Seattle Public Library Beth Walters, Head of Cataloging, Fort Worth Library Kendall Wiggin, Connecticut State Librarian Karen Winkle, Catalog Management Librarian, Embry– Riddle Aeronautical University Stefanie Wittenbach, University Librarian at the brand new Texas A&M– San Antonio library NJ Wolfe, Library Director, Fashion Institute of Technology Library
What did we learn? What did we learn?
What are people talking about? What are people talking about?
Who’s talking about… Who’s talking about…
Joseph Kiegel Debbi Dinkins Debbi Dinkins Sally Grucan From OCLC: Glenn Patton, From OCLC: Glenn Patton, Karen Calhoun, Roy Tennant
Who’s talking about… Who’s talking about…
Stephanie Wittenbach Lai Ying Hsiung Helen Heinrich Laura Smart Peggy Firman
Who’s talking about… Who’s talking about…
Karen Schneider Helen Heinrich Stephanie Wittenbach Jee Davis NJ Wolfe
OCLC Good Practices Events OCLC Good Practices Events
Good Practices for Great Outcomes series Good Practices for Great Outcomes series
Good Practices for Great Outcomes series Good Practices for Great Outcomes series
What’s next? What’s next? Monday 27 June, 8.00-10.00 ALA in New Orleans!
Bradford Lee Eden, UC Santa Barbara
Further information Further information Check out what’s included in your cataloging subscription:
http://www.oclc.org/us /en/s ervices /cataloging/accountrement.htm
Join the OCLC-CAT mailing list https://www3.oclc.org/app/listserv/ Contact OCLC Support support@oclc.org 1-800-848-5800
Further information Further information Check out the OCLC Training Portal http://training.oclc.org Browse our free online tutorials for Connexion http://www.oclc.org/us/en/support/training/connexion/brow ser/tutorial/default.htm And CatExpress http://www.oclc.org/us/en/support/training/catexpress/defa http://www.oclc.org/us/en/support/training/catexpress/defa ult.htm
Daphne Kouretas daphne_kouretas@
1-800-848-5878 ext 4060 1 800 848 5878 ext 4060
Helen Heinrich, California State University, Northridge
Campus
p
Oviatt Library
57, j
Technical Services Staff
q / g/ y ( / )
5 p/t student assistants
Mandate from library administration Staff interviews Staff interviews Internal workflow audit External audit: regulations, new technology
g , gy
Cost analysis:
▪ Money and/or time savings in outsourcing?
Streamline and simplify procedures Eliminate duplication
p
Eliminate unnecessary tasks:
Adjust quality standards to reality Adjust quality standards to reality
OCLC Report”
P i i l f “l h i f it”
Principle of “low hanging fruit” Maximize use of staff expertise Aim for “one‐touch” handling; provide cross‐training Trust and leverage technology
Consolidate functions Reinforce communication
Reinforce communication
Eliminate fragmentation within the department Trust your colleagues’ expertise
Abandon perfectionism Abandon perfectionism Ensure continuity of efficiencies throughout the cycle
Paced spending evenly throughout the year Consolidated vendors
Consolidated vendors
Implemented electronic ordering and invoicing
(EDIFACT)
Discontinued outdated auditing trail practices Implemented automated copy‐cataloging with WCP
(PromptCat) (PromptCat)
Reduced claiming & filing Simplified physical processing Outsourced some materials processing
Manual transactions saved: 12,000 /year Bibliographic searches saved: 7,000 /year
Bibliographic searches saved: 7,000 /year
Overall savings : 3 months of FTE / year No backlog Elimination of three positions (through attrition) Reduction in student employee budget: 50% Reduction in turnaround time from receipt to shelving: Reduction in turnaround time from receipt to shelving:
75%
2009 CSUN Team award
Origins of change resistance Origins of change resistance:
Job insecurity Lack of trust
Lack of trust
Insecurity in one’s skills and ability to learn Coasting Low turnover
▪ base of experience, no training costs, stability
▪ Outdated practices (build up of procedures, unawareness of changes) ▪ Comfort zones: “We’ve always done it this way!” ▪ Varied technological acumen ▪ Lack of innovation Lack of innovation
Find the change leader Designate a core group Designate a core group Explain the goal of reorganization Present a big picture Provide reassurance Empower staff Communicate regularly Communicate regularly Provide training Assess and adjust Document changes
Walk the talk: keep the changes current Take responsibility for continuing innovation Take responsibility for continuing innovation Make annual/biannual evaluations Leverage vendors’ knowledge Keep enthusiasm high
l h Helen Heinrich helen.heinrich@csun.edu
Debbi Dink ins St et son Universit y
OCLC Webinar June 1 4 , 2 01 1
STETSON UNIVERSITY LIBRARY
5 0 0 0 0 0 physical volum es
STETSON UNIVERSITY LIBRARY
5 0 0 ,0 0 0 physical volum es 2 ,5 0 0 - 3 ,0 0 0 physical t it les added per year
S f f
St af fing
ELECTRONIC FORMATS AT
Ebook s – individual and collect ions
STETSON LIBRARY
Ebook s – individual and collect ions Ejournals – Individual and collect ions St ream ing Audio – collect ions
S
St ream ing Video -- collect ions
EBRARY ACADEMIC COLLECTION
February 2 0 0 8
EBRARY ACADEMIC COLLECTION
February 2 0 0 8
with unlim ited use
Ebrary supplied the MARC records
S i titl
FIRST ATTACK
Cat aloging 4 0 0 0 0 t it les
FIRST ATTACK
Cat aloging 4 0 ,0 0 0 t it les
OH NO!!! OH NO!!!
Ebrary added 4 0 0 0 t it les to t he Academ ic Collect ion over t he Ebrary added 4 ,0 0 0 t it les to t he Academ ic Collect ion over t he
sum m er.
YOU JUST HAVE TO LET GO! YOU JUST HAVE TO LET GO!
ADVANTAGES OF “LETTING GO”
No st ress about adding large num bers of records Records
ADVANTAGES OF LETTING GO
No st ress about adding large num bers of records. Records
are “ good enough” even wit hout aut horit y cont rol.
Users are st ill finding and using t he e-resources (use num bers
are high) are high)
St at ist ics on num bers added to cat alog are st ill possible wit h
a lit t le foret hought .
EBOOK PLATFORM USAGE EBOOK PLATFORM USAGE
LIGHT BULB MOMENT!! LIGHT BULB MOMENT!!
QUEEN ELIZABETH I & LORD DUDLEY QUEEN ELIZABETH I & LORD DUDLEY
Instead of reading all
You just search on “ elizabet h” and “ robert dudley” You just search on elizabet h and robert dudley
E-FORMAT BECOMES PREFERRED
Can we get it in ebook form at ?
FORMAT
Can we get it in ebook form at ?
Is t he pricing reasonable? If no ebook form at , t hen t ry print .
“ Dogs and cat s, living toget her. Mass hysteria!!”
Gh t b t r Ghost busters
PDA
Add 1 0 0 0 s of record for t it les t hat you don’t own
PDA
Add 1 0 0 0 s of record for t it les t hat you don t own Buy is “ t riggered” if a user reaches a t hreshold of use Vendor supplies report s of purchases at regular intervals
(week ly, daily, et c.)
OCTOBER 2 01 0 –
Began wit h subject select ions
PDA IMPLEMENTED
Began wit h subject select ions
10 m inutes of use 10 pages viewed p g 1 print
NOVEMBER 2 01 0 – ADD INDIVIDUAL REQUESTED TITLES
Individual t it le request s f rom f acult y and librarians added to
PDA collect ion PDA collect ion
Potent ial savings in buying t it les only if used
INDIVIDUAL TITLES IN PDA
1 8 8 individual t it les added to PDA collect ion
INDIVIDUAL TITLES IN PDA
1 8 8 individual t it les added to PDA collect ion 8 t it les bought (as of May 5 )
5 t hi f lt t
OVERALL PDA ACTIVITY
41 2 6 t it les in PDA collect ion
OVERALL PDA ACTIVITY
41 2 6 t it les in PDA collect ion 6 2 t it les bought 1 3 2 t it les accessed but not t riggered for buy
(as of May 5 , 2 01 1 )
EFORMATS & WORKFLOW
In March 2 01 0 Stet son Library inst it uted changes in
EFORMATS & WORKFLOW
In March, 2 01 0 , Stet son Library inst it uted changes in
work flow in Technical Services depart m ent .
Separated physical form ats from electronic form ats.
JUST BREATHE
Quest ions?
AND LET GO ….
Quest ions?
Debbi Dink ins ddink ins@stet son.edu
Good Practices for Great Outcomes Portal http://bit.ly/mFtTbd On WebJunction webjunction org/technical‐services webjunction.org/technical‐services Crossroads (monthly newsletter) webjunction.org/crossroads Events webjunction.org/events/webinars August 10‐11 Online Conference August 10‐11 Online Conference Trends in Library Training and Learning