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USING TECHNOLOGY TO FACILITATE
TECHNICAL SERVICES WORKFLOWS
Kelli Getz – Assistant Head of Acquisitions
Jeannie Castro – Electronic Resources
Coordinator
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Context
• Information sharing in
meaningful ways
• Increase transparency
• Facilitate
communication
Image Credit: http://www.flickr.com/photos/lgb06/4390432853/
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Criteria for evaluation
Image Credit: http://www.flickr.com/photos/jeffreywarren/6289416914/
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THE PRODUCTS
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Pros Cons
· Easy to use · No collaborative document editing
· 30 GB of storage · Limited to 25 users in paid version
· Export easily to Microsoft Office Suite
· Files only shareable on Facebook and Twitter in free version
· Multiple OS’s and Browser capabilities
Image Credit: http://glidesociety.com/
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Pros Cons
· Very easy to use · New format is somewhat confusing
· The data creator controls sharing capabilities
· Costs more if you need more storage
· 5GB of free storage · Comment feature in Spreadsheets may be confusing
· Simultaneous editing · Uploading a document from the office suite maintains that format
Image Credit: http://www.goodlogo.com/extended.info/3963
Pros Cons
· Very easy to use · New format is somewhat confusing
· The data creator controls sharing capabilities
· Costs more if you need more storage
· 5GB of free storage · Comment feature in Spreadsheets may be confusing
· Simultaneous editing · Uploading a document from the office suite maintains that format
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Pros Cons
· Ability to access your Office documents from anywhere
· Versions of Word, Excel, and PowerPoint are stripped down enough to make them almost unusable
· Reasonable pricing for Academic Institutions
· No collaborative editing
· 25GB of storage per users · Having to check an item in and out in order to edit it
· Similarity to Microsoft office look and feel
· Not intuitive
Image Credit: http://www.microsoft.com/en-us/office365/
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Pros Cons
· Does contain a workflow feature · Not intuitive
· 1 GB of storage for free · Very limited functionality
Image Credit: http://www.zoho.com/
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THE PROJECTS
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#1. Print + Online: No E-Access
• Systematic review of print + online titles
• Tasks on MS Outlook Calendar shared between Assistant
Head of Acquisitions and ER Coordinator
• Title, TID, ISSN, format, description
• ~300 titles identified and e-access set up
• Lack of transparency and difficulty archiving tasks
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Print + Online: MS Outlook Tasks
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#2. Print to Online Conversion
• Past – selectors hand-picked titles
• Now – titles automatically converted to e-only
• Used Google Drive spreadsheets
• Titles copied and pasted onto tabs belonging to
Acquisitions, Collection Development, and Electronic
Resources
• ~650 titles to move to online only in 2013
• Google Drive worked well as project management tool but
not the tool for permanent workflows
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Print to Online: Google Drive
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#3. Three Serials Reviews in 2012
• 3 Reviews to address Tier 1 faculty needs
• Lightning Round, Thunder Round, Serials Review Classic
• Used Drupal-powered intranet as SR hub and to make
forms
• WordPress Blog used for communication
• Google Drive used to share title information
• Overall, worked well but not long-term solution
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Serials Reviews: Drupal, Google Drive,
WordPress
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THE QUESTIONS
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Question #1: Collaboration
What type of collaborative projects do you do within
Technical Services?
What type of collaborative projects do you do with Public
Services, other libraries, etc. ?
Who typically leads or carries out the projects?
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Question #2: Types of Products
What types of products, systems or tools (other than the
ILS or ERM) do you currently use to manage workflows
and projects?
Are there any products, systems or tools that you would
like to use to manage workflows and projects but are
unable to use due to financial constraints, staffing issues,
etc. ?
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Question #3: Product Evaluation
Which products, systems or tools have worked?
Which products, systems or tools have not worked?
Why?
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Question #4: Communication
How do you communicate any changes in Technical
Services workflow to Public Services staff?
When?
What methods are used?
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Question #5: Training
What formal and informal training programs do you have at
your library?
What techniques have you used to train technology-shy
staff in new products and workflows and get by in from
them?
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Question #6: After the Project
What types of assessment activities do you do after you
complete a project at your library?
How do you store or archive a project?
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Fin
Thank You!
Kelli GetzAssistant Head of Acquisitions
Jeannie CastroElectronic Resources Coordinator