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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
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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
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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
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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
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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
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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
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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
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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
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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.
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Vendor Services
Acquisitions- Less checking
- On-line searching
- Importing records- Overlaying records- Direct ordering- Electronic invoicing
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Vendor Services
Bibliographic Services– Cataloguing – FTP/MARC Records, various
levels to select
– Shelf Ready Processing – stamps, labels, bar codes, tattle-tape, etc.
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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
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Results
• Established Technical Processes Coordinating Group– Reviews policy, makes recommendations– Sets priorities– Facilitates communication– Identifies expertise – Manages change – Reports to Assistant Director
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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
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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!
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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
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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
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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.