accidental documents librarians

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TIPS AND TRICKS FOR INTERIM/TEMPORARY DOCUMENTS LIBRARIANS FALL DLC CONFERENCE CRYSTAL CITY, VA OCTOBER 22, 2008 Accidental Documents Librarians

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From the Fall DLC meeting

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Page 1: Accidental Documents Librarians

TIPS AND TRICKS FOR INTERIM/TEMPORARY

DOCUMENTS LIBRARIANS

FALL DLC CONFERENCECRYSTAL CITY, VAOCTOBER 22, 2008

Accidental Documents Librarians

Page 2: Accidental Documents Librarians

Panel Members

Kathryn Yelinek—Bloomsburg University of Pennsylvania

Marilou Hinchcliff—Bloomsburg University of Pennsylvania

Scott Anderson—Millersville University of Pennsylvania

Mark Scott—University of Pittsburgh

Mary Freilich—University of Memphis

Edward Kownslar—Texas A&M, Corpus Christi

Page 3: Accidental Documents Librarians

Background

Bloomsburg University of Pennsylvania:

1995: designated as a selective depository

2003: depository coordinator retired

2003-2004: 3 people spread over 5 interim periods

2005: new coordinator finally began

Page 4: Accidental Documents Librarians

Research

Research question: Are there common experiences and training needs of temporary/interim documents librarians?

Questionnaire posted to GovDoc-L in November 2007

Article will be published Jan 2009 issue of JAL

Page 5: Accidental Documents Librarians

Some Commonalities

Entry-level position:

55% of respondents had received MLS/MLIS less than four years before

40% of respondents had worked in librarianship for less than four years

Page 6: Accidental Documents Librarians

Common Backgrounds

Librarianship as a possible second career

48% of respondents were over the age of 50

Public Services Background

45% of those who had previously worked in librarianship had worked in public services

Page 7: Accidental Documents Librarians

Common Challenges

Over 2/3 of respondents said they had been inadequately prepared for assuming the position

What is the most challenging part of being a temporary/interim librarian?

35% said keeping abreast of changes in the field

29% said making time to carry out duties

Page 8: Accidental Documents Librarians

Common Workloads

58% took on government documents in addition to previous duties

37% hired specifically to serve as interim/temporary documents librarian

5% gave up some/all previous duties to serve

Page 9: Accidental Documents Librarians

Common Actions

GPO recommends that all interim/temporary documents coordinators should:

Update the FDLP directory with new contact information

Subscribe to FDLP-L

Read the “Instructions to Depository Libraries” (now superseded by the “Handbook”)

However…

Page 10: Accidental Documents Librarians

Common Actions

GPO recommends that all interim/temporary documents coordinators should:

Update the FDLP directory with new contact information 24% of respondents did

Subscribe to FDLP-L 47% of respondents did

Read the “Instructions to Depository Libraries” (now superseded by the “Handbook”) 53% of respondents did

Page 11: Accidental Documents Librarians

Common Actions

Instead, respondents...

Subscribed to GovDoc-L (77%)

Updated the selection profile (41%)

Met with the regional librarian (35%)

Established/modified some procedures (35%)

Page 12: Accidental Documents Librarians

So, what are some tips and tricks for making the interim period go more smoothly?

Page 13: Accidental Documents Librarians

Bloomsburg University—Situation

Due to ill-health retirement Interim for 4 months, 2 week break, for 1

month, 4 month break, for 6 months No procedure manual but had earlier notes Very large fiche backlog Slightly smaller print backlog 1 student assistant, no staff After 3 months, found that retiree gave

procedure manual to another unit she wanted to oversee docs

Page 14: Accidental Documents Librarians

Bloomsburg University—Tips/Tricks

Visit another depository to learn proceduresAsk Regional to visit and give adviceKeep up with new shipmentsSeek part-time assistance from existing staff Talk with Marcive about other libraries’

practices with their serviceLet new permanent docs librarian review any

backlog for what to keep

Page 15: Accidental Documents Librarians

Millersville University—Situation

- New GD Lib departed Nov ’07, after less than 2 yrs

-GD staff turned over during those 2 yrs-Very large (and old) paper collection; intended

as current events resource–lots of review- / + GD collection teardown & reorientation+New building–review, discard, Dewey -> LC+Improve access: review, discard or Sudoc -> LC+Someone (me) was modestly interested in Docs+Integrate into overall tech services flows

Page 16: Accidental Documents Librarians

Millersville University—Tips/Tricks

Outline points of action–focusCollection: (1) Review, (2) Discard, (3) Reclass

Collective review–get helpSubject Librarians review an “agency” as applicable

Integrate/Leverage–systematizeGovdocs tech processes fold into lib tech processes

Refocus–move to next area of focusE-resources, incoming physicals, then e-items.

Page 17: Accidental Documents Librarians

University of Pittsburgh—Situation

Past as inspiration

Only two months in at Pitt

Well versed with Depository Collections, needed to learn Pitt locations

Documents are processed where?

TLC

Page 18: Accidental Documents Librarians

University of Pittsburgh—Tips/Tricks

Talk to colleagues

Attend conferences

Read the literature

Keep Administration in the know

Fight for your collection

Don’t be afraid to make mistakes–It means you’re trying!

Page 19: Accidental Documents Librarians

University of Memphis—Situation

The boss retires–Panic—I’m it!A week later a 30-year support staff

member retiresMy staff of four rallies to my aidA lot more e-mails/calls from selectivesMeanwhile–library reorganization?!?!

Documents training of library staff for a consolidated desk

Preparations for a new ILS

Page 20: Accidental Documents Librarians

University of Memphis—Tips/Tricks

• Get to know what you receive from GPO– Open the boxes yourself– Re-examine your selection

• Listservs – Lots of valuable information• Read the

Federal Depository Library Handbook• Talk to other Selectives & your Regional• Ask for Regional/GPO help if needed• Check out Self-study and/or inspection report• FDLP Desktop

Page 21: Accidental Documents Librarians

TAMU—Corpus Christi—Situation

Documents Librarian resigned two weeks before Fall 2007 Semester began

Associate Director had prior experience in documents (“Congratulations!”)

Met with Director to examine and revise goals; budget request to attend Fall DLC

Consulted Regional Librarian and GPOConsulted support staff in Documents

Page 22: Accidental Documents Librarians

TAMU—Corpus Christi—Tips/Tricks

Beware of “interim” appointments! Prioritize: What “fires” need to be addressed

in the next 6 months? What can wait?Inheriting a “messy house” isn’t always badRequest training!!Document issues/problems in monthly reports

to supervisors. Meet with Chair of the Search Committee

Page 23: Accidental Documents Librarians

Thanks!

Questions for Katie, Marilou, Scott, Mark, Mary, or Edward?