Technical Services Functions In

NJ Academic LibrariesPreliminary Survey Results

Su Hu -- Montclair State Univ.Kathleen Hughes – Montclair State Univ.Aurora Ioanid – Monmouth Univ.

Background

• Bibliographic Control & Metadata Committee

• 2003 survey results available at: http://frontpage.montclair.edu/salcc_nj/research.html

What the Surveys Cover

• Institutional Information

• Cataloging

• Systems

• Digitization Projects

What the Surveys Cover (cont’d)

• Acquisitions

• Serials

• Technical Services Librarians & Public Services functions

• Trends/Challenges

Who Responded

• 30 completed surveys out of 52 VALE libraries contacted (57.7%)

• Compared to 2003, when 35 of the 52 VALE libraries responded (67.3%)

Who Responded (cont’d)

• Type of Institution

2003 2006

2-year 12 34.3% 12 40%

4-year 23 65.7% 18 60%

Who Responded (cont’d)

• 2006 Survey

2- year 12 40%

4-year 3 10%

Graduate 15 50%

Who Responded (cont’d)

• Size of Institution -- 2006 Survey

• Undergraduate FTE

Fewer than 100 2 (7%)

1,001-10,000 23 (77%)

Over 15,000 1 (3%)

Who Responded (cont’d)

• Size of Institution --2006 Survey

• Graduate FTE

Fewer than 1,000 10

1,001-5,000 5

5,001+ 1

Who Responded (cont’d)

• Size of Institution -- 2003 Survey

• Full-time Enrollments:

Fewer than 1,000 0

1,001-9,499 7 (89%)

9,500+ 4 (11%)

CATALOGING

• Staffing

• Bibliographic utility

• Outsourcing

• Authority control

• Cataloging of e-resources

• Digitization projects

• E-books

Staffing

Cataloging Librarian

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

0 - 0.5 1 1.5 - 2 3+

2003

2006

Staffing

Cataloging Support Staff

0%

10%

20%

30%

40%

50%

60%

0.5 - 1 1.5 - 2 2 - 3 4 - 5 16

2003

2006

Bibliographic Utility

2003

OCLC 100%

2006

OCLC 97%

Bibliofile 3%

LC

JerseyCat

Outsourcing

2006

NO67%

YES33%

2003 YES26%

NO74%

What Function:

• Copy cataloging• Physical processing

Book coversSpine/pocket labels

• Bindery• Special project

What vendor:

• OCLC• Brodart

• B&T• LTI (Library Technologies, Inc.)• YBP (Yankee Book Peddler)• ICI

Authority Control

0%

20%

40%

60%

80%

100%

YES NO

2003

2006

How:

• Inhouse• Vendor

• LTI• OCLC• Marcive• Autographics

• Consortium• LMxAC (Libraries of Middlesex Automation Consortium) • Burlington County Library System• Somerset County Library Consortium

Cataloging of E-journal databases

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

YES NO

2003

2006

Cataloging of Individual Titles from Databases

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

YES NO

2003

2006

Digitization Projects2003

YES26%

NO74%

2006

YES40%NO

60%

What digitized:

• Newspapers• Photographs• Special collections• Theses• Genealogy records• Archives• Yearbooks• Letters• Fragile books

Digitization Projects

Access:

• ContentDM• Library catalog• Library homepage• NJ Digital Highway

• Prequest• Homegrown database• In-house transfer to disc by Publications Dept.• In-house developed content management system

Digitization Projects

How Tech Services staff involved:

• Project manager• Part of digitizing team• Metadata providers

• Programming for web interface• Delete theses records from library catalog• Liaison to Publications Dept.

E-books

90% libraries have e-books

0%

10%

20%

30%

40%

50%

60%

70%

1-2,500 2,501-5,000

5,001-10,000

10,001-50,000

89% listed individually in library’s catalog

Size of e-book collectionFY06 figures

Source of Bibiliographic Records for e-books

• OCLC• E-book Provider• Marcive

• In-house cataloging• Gale Virtual Reference Library• ABC-Clio• Praeger, etc.

VALE Bibliographic Control and Metadata Committee VALE Bibliographic Control and Metadata Committee Technical Services Surveys 2003-2006 Comparison Technical Services Surveys 2003-2006 Comparison AnalysisAnalysis

AcquisitionsAcquisitionsBudgetBudgetStaffingStaffingMajor vendorsMajor vendorsUse of approval Use of approval plansplans

SerialsSerialsStaffingStaffingPrint collection: size, Print collection: size, cataloging, vendorcataloging, vendorE-journal locator, E-journal locator, cataloging of cataloging of aggregators’ aggregators’ databasesdatabases

Acquisitions FunctionsAcquisitions Functions

Acquisitions in technical services coordinate expenditures for the Library Acquisitions in technical services coordinate expenditures for the Library collection (books, serials, electronic journal databases, and other media). collection (books, serials, electronic journal databases, and other media).

Allocates funds, administering contract negotiations (PALINET, VALE, Allocates funds, administering contract negotiations (PALINET, VALE, etc.) library purchase orders and acquisitions processes. etc.) library purchase orders and acquisitions processes.

Provides financial and statistical information on library resources (books, Provides financial and statistical information on library resources (books, journals, network information and other media). journals, network information and other media).

Tracks expenditures for library materials and provides reports as Tracks expenditures for library materials and provides reports as necessary to the Library Dean/Director and others to facilitate timely and necessary to the Library Dean/Director and others to facilitate timely and effective expenditure of materials funds. effective expenditure of materials funds.

Monitors trends in the publishing industry and their potential impact on the Monitors trends in the publishing industry and their potential impact on the library’s budget.library’s budget.

Acquisitions Staffing TRENDAcquisitions Staffing TREND::More libraries hire one professional acquisitions librarian (from 43% to 63.3%)More libraries hire one professional acquisitions librarian (from 43% to 63.3%)Significant change from 0 librarian (from 37% to 3.3%)Significant change from 0 librarian (from 37% to 3.3%)Fewer libraries have one support staffFewer libraries have one support staff

Acquisitions Staffing 2003Acquisitions Staffing 2003 ProfessionalsProfessionals 13 libraries (37%) have 0 acquisitions 13 libraries (37%) have 0 acquisitions

librarians. librarians. 7 libraries (20%) have less than 1 7 libraries (20%) have less than 1

professional. professional. 15 (43%) have 1 professional15 (43%) have 1 professional..

Support StaffSupport Staff 8 libraries (23%) have 0-0.5 staff; 8 libraries (23%) have 0-0.5 staff; 14 libraries (40%) have 1; 14 libraries (40%) have 1; 4 libraries (11%) have 1-2; 4 libraries (11%) have 1-2; 5 library (14%) have 2.75-3.5; 5 library (14%) have 2.75-3.5; 1 library (2.9%) has 4.1 library (2.9%) has 4.

PredominantPredominant: 1 professional and 1 : 1 professional and 1 support staff for all acquisitions operations.support staff for all acquisitions operations.

Acquisitions Staffing 2006Acquisitions Staffing 2006 ProfessionalsProfessionals 1 library (3.3%) has 0 acquisitions librarian1 library (3.3%) has 0 acquisitions librarian 5 libraries (16.6%) have between 0.25-0.50 5 libraries (16.6%) have between 0.25-0.50

acquisitions librarianacquisitions librarian 19 libraries (63.3%) have 1 acquisitions 19 libraries (63.3%) have 1 acquisitions

librarian librarian 2 libraries (6.6%) have 2 acquisitions librarians2 libraries (6.6%) have 2 acquisitions librarians 2 libraries (6.6%) have 3 acquisitions librarians2 libraries (6.6%) have 3 acquisitions librarians 1 library (3.3%) has 4 acquisitions librarians1 library (3.3%) has 4 acquisitions librarians

Support StaffSupport Staff 6 libraries (20%) have 0 acq. support staff6 libraries (20%) have 0 acq. support staff 3 libraries (10%) have 0.5 acq support staff3 libraries (10%) have 0.5 acq support staff 9 libraries (30%) have 1 acq support staff9 libraries (30%) have 1 acq support staff 7 libraries (23.3%) have between 1.5-2 acq 7 libraries (23.3%) have between 1.5-2 acq

support staffsupport staff 3 libraries (10%) have between 3-3.5 acq support 3 libraries (10%) have between 3-3.5 acq support

staffstaff 1 library (3.3%) has 13 acq support staff1 library (3.3%) has 13 acq support staff

Predominant:Predominant: 1 professional and 1 acq support 1 professional and 1 acq support staffstaff

Major Vendor TREND: Major Vendor TREND: Baker & Taylor remains the main major vendor. Baker & Taylor remains the main major vendor. BNA stays in 2BNA stays in 2ndnd place, but on the rise (from 11% to 36.6%) place, but on the rise (from 11% to 36.6%)Approval plans are on the rise. (from 20% to 43%)Approval plans are on the rise. (from 20% to 43%)

Major Book Vendors 2003Major Book Vendors 2003 Baker & Taylor supplies materials Baker & Taylor supplies materials

to 16 libraries (46%). to 16 libraries (46%). BNA and Yankee Book BNA and Yankee Book

respectively serve 4 (11%) respectively serve 4 (11%) libraries. libraries.

Regarding approval plans, the Regarding approval plans, the results show that only 7 libraries results show that only 7 libraries (20%) have approval plans, while (20%) have approval plans, while the majority (27 libraries or 77%) the majority (27 libraries or 77%) do not adopt such plans.do not adopt such plans.

PredominantPredominant: Baker & Taylor is : Baker & Taylor is the main vendor. 77% libraries the main vendor. 77% libraries have no approval plans.have no approval plans.

Major Book Vendors 2006Major Book Vendors 2006 Baker and Taylor supplies Baker and Taylor supplies

materials to 17 libraries (56.6%)materials to 17 libraries (56.6%) BNA is used by 11 libraries BNA is used by 11 libraries

(36.6%)(36.6%) Amazon.com: 4 librariesAmazon.com: 4 libraries Midwest: 4 librariesMidwest: 4 libraries Yankee: 4 librariesYankee: 4 libraries Regarding approval plans: 13 Regarding approval plans: 13

libraries: yes (43.3%); 17 libraries: yes (43.3%); 17 libraries: no (56%)libraries: no (56%)

Predominant:Predominant: Baker & Taylor is Baker & Taylor is the main vendor. 56% libraries do the main vendor. 56% libraries do not have approval plans.not have approval plans.

Budget TREND:Budget TREND: Fewer libraries with less than $100,000 (22% to 13%)Fewer libraries with less than $100,000 (22% to 13%)Libraries between 500k and 1000k decreased significantly (from 26% to16.6%)Libraries between 500k and 1000k decreased significantly (from 26% to16.6%)Libraries with budget over one million more than tripled (from 5.7% to 23.3%)Libraries with budget over one million more than tripled (from 5.7% to 23.3%)

Budget 2003Budget 2003 8 libraries (22%) have 8 libraries (22%) have

acquisitions budget under acquisitions budget under $100,000; $100,000;

12 libraries (34%) have 12 libraries (34%) have $100,000-$500,000; $100,000-$500,000;

9 libraries (26%) have $500,000-9 libraries (26%) have $500,000-$1,000,000;$1,000,000;

2 libraries (5.7%) whose budget 2 libraries (5.7%) whose budget is over $1,000,000.is over $1,000,000.

Predominant 2003:Predominant 2003: Budget Budget between $100,000-$500,000 between $100,000-$500,000

Budget 2006Budget 2006 4 libraries (13.3%) have 4 libraries (13.3%) have

acquisitions budget under acquisitions budget under $100,000;$100,000;

9 libraries (30%) have between 9 libraries (30%) have between $100,000-$250,000$100,000-$250,000

5 libraries (16.6%) have between 5 libraries (16.6%) have between $255,000-$500,000$255,000-$500,000

5 libraries (16.6%) have between 5 libraries (16.6%) have between $500,000-$1,000,000$500,000-$1,000,000

7 libraries (23.3%) have 7 libraries (23.3%) have $1,000,000+$1,000,000+

Predominant 2006:Predominant 2006: Budget Budget between $100,000-$500,000between $100,000-$500,000

                                                                                                                     

                

Serials FunctionsSerials Functions

Serials Control performs daily serials control operations, including electronic journals. Serials Control performs daily serials control operations, including electronic journals.

It monitors receiving, claiming and binding of serials of all formats (paper format, It monitors receiving, claiming and binding of serials of all formats (paper format, videotapes, microforms, CD-ROMs, etc.) either manually or on an automated serials videotapes, microforms, CD-ROMs, etc.) either manually or on an automated serials module. module.

It identifies fluctuations in periodicals titles, their frequency and concatenation. It identifies fluctuations in periodicals titles, their frequency and concatenation.

It also controls holdings and currency for these periodicals. It also controls holdings and currency for these periodicals. It updates holdings in bibliographic utilities (e.g., OCLC, RLIN, etc.) for interlibrary loan It updates holdings in bibliographic utilities (e.g., OCLC, RLIN, etc.) for interlibrary loan

purposes and material locating. purposes and material locating.

It produces administrative reports and interacts with vendors. It produces administrative reports and interacts with vendors.

It includes true periodicals, continuations, loose-leaves, newspapers and the like.It includes true periodicals, continuations, loose-leaves, newspapers and the like.

Serials Staffing TRENDSerials Staffing TREND::Decrease of 0 serials professionals (from 48% to 16%)Decrease of 0 serials professionals (from 48% to 16%)Increase in number of one professional occurrence (from 29.7% to 60%)Increase in number of one professional occurrence (from 29.7% to 60%)Decrease in number support staffDecrease in number support staff

Serials Staffing 2003Serials Staffing 2003 Serials ProfessionalsSerials Professionals 18 libraries (48.6%) have 0 serials librarians; 18 libraries (48.6%) have 0 serials librarians; 6 libraries (16.2%) have 0.25-.05; 6 libraries (16.2%) have 0.25-.05; 11 libraries (29.7%) have 1 librarian.11 libraries (29.7%) have 1 librarian.

Serials Support StaffSerials Support Staff 2 libraries (5.4%) have 0 2 libraries (5.4%) have 0 8 libraries (21.6%) have 0.5-0.75; 8 libraries (21.6%) have 0.5-0.75; 12 libraries (32.4%) have 1; 12 libraries (32.4%) have 1; 9 libraries (26%) have 1.25-2; 9 libraries (26%) have 1.25-2; 2 libraries (5.4%) have 3-3.5; 2 libraries (5.4%) have 3-3.5; 1 library (2.9%) has 5; 1 library (2.9%) has 5; 1 library (2.9%) has 9.1 library (2.9%) has 9.

Predominant 2003Predominant 2003: : 0 professional and 1 support 0 professional and 1 support staffstaff for all serials operations. for all serials operations.

Serials Staffing 2006Serials Staffing 2006 Serials ProfessionalsSerials Professionals 5 libraries (16%) have 0; 5 libraries (16%) have 0; 6 libraries (20%)have between 0.25-0.56 libraries (20%)have between 0.25-0.5 18 libraries (60%) have 1 librarian18 libraries (60%) have 1 librarian 1 library (3.3%) has 3 1 library (3.3%) has 3

Serials Support StaffSerials Support Staff 1 library (3.3%) has 0 serials support staff1 library (3.3%) has 0 serials support staff 7 libraries (23.3%) have between 0.35-0.857 libraries (23.3%) have between 0.35-0.85 9 libraries (30%) have 19 libraries (30%) have 1 6 libraries (20%) have between 1.5-2.56 libraries (20%) have between 1.5-2.5 2 libraries (6.6%) have 32 libraries (6.6%) have 3 2 libraries (6.6%) have 42 libraries (6.6%) have 4 1 library (3.3%) has 51 library (3.3%) has 5 1 library (3.3%) has 61 library (3.3%) has 6 1 library (3.3%) has 141 library (3.3%) has 14

Predominant 2006Predominant 2006: : 1 professional and 1 support 1 professional and 1 support staffstaff for all serials operations. for all serials operations.

Print Periodical Collection TREND:Print Periodical Collection TREND:Libraries significantly cut their print collectionLibraries significantly cut their print collection(from 0% to 20%)(from 0% to 20%)

Print Periodical Collection Print Periodical Collection 20032003

13 libraries (37%) libraries have 13 libraries (37%) libraries have 100-500 print periodical titles; 100-500 print periodical titles;

8 libraries (23%) have 550-800; 8 libraries (23%) have 550-800; 1 library (2.9%) has 800-1,000, 1 library (2.9%) has 800-1,000, 7 libraries (20%) have 1,000-7 libraries (20%) have 1,000-

1,500.1,500. 3 libraries (10%) have 1501-30003 libraries (10%) have 1501-3000 1 library (3.3%) has 3000+1 library (3.3%) has 3000+

Predominant 2003Predominant 2003: Libraries : Libraries that have that have 100-500 print periodical100-500 print periodical titlestitles

Print Periodical Collection Print Periodical Collection 20062006

6 libraries (20%) have 1-1006 libraries (20%) have 1-100 10 libraries (33.3%) have 101-10 libraries (33.3%) have 101-

500500 2 libraries (6.6%) have 501-8002 libraries (6.6%) have 501-800 3 libraries (10%) have 801-10003 libraries (10%) have 801-1000 5 libraries (16.6%) have 1001-5 libraries (16.6%) have 1001-

15001500 3 libraries (10%) have 1501-30003 libraries (10%) have 1501-3000 1 library (3.3%) has 3000+1 library (3.3%) has 3000+

Predominant 2006Predominant 2006: Libraries : Libraries that have that have 100-500 print periodical100-500 print periodical titles, but 6 libraries cut down to titles, but 6 libraries cut down to under 100 print titlesunder 100 print titles

Print Periodical Cataloging TREND:Print Periodical Cataloging TREND:A noticeable increase in the cataloging of the print periodical titles A noticeable increase in the cataloging of the print periodical titles (from 50% to 72%)(from 50% to 72%)

Cataloging Print Cataloging Print Journals 2003Journals 2003

17 libraries (49%) 17 libraries (49%) catalog their print catalog their print periodical titles.periodical titles.

Predominant:Predominant: None. None. 50% catalog50% catalog their print their print periodicals, and 50% do periodicals, and 50% do notnot

Cataloging Print Cataloging Print Journals 2006Journals 2006

20 libraries (66.6%) 20 libraries (66.6%) catalog their print catalog their print periodical titles.periodical titles.

8 libraries (26.6%) do 8 libraries (26.6%) do not catalog their print not catalog their print periodical titles.periodical titles.

Predominant:Predominant: 72% 72% catalogcatalog their print their print periodicalsperiodicals

Print Periodical Vendor TREND:Print Periodical Vendor TREND:No change except the subscriptions are fewer due to the cancellationsNo change except the subscriptions are fewer due to the cancellations

Print Periodicals Print Periodicals Vendor 2003Vendor 2003

100% of the libraries 100% of the libraries use EBSCO as their use EBSCO as their print periodicals print periodicals vendorvendor

Predominant:Predominant: EBSCOEBSCO

Print Periodicals Print Periodicals Vendor 2006Vendor 2006

100% of the libraries 100% of the libraries use EBSCO as their use EBSCO as their print periodicals print periodicals vendorvendor

Predominant:Predominant: EBSCOEBSCO

Electronic Journals Cataloging (Databases) Electronic Journals Cataloging (Databases) TREND:TREND:Cataloging databases is on the rise from 22.8% to 46.6%.Cataloging databases is on the rise from 22.8% to 46.6%. PROBABLY DUE TO THE PROBABLY DUE TO THE INCREASING NUMBER OF DATABASES LIBRARIES SUBSCRIBE TO—LESS LIKELY TO BE WELL CONTROLLED AS A INCREASING NUMBER OF DATABASES LIBRARIES SUBSCRIBE TO—LESS LIKELY TO BE WELL CONTROLLED AS A

SIMPLE LISTSIMPLE LIST

Cataloging databases 2003Cataloging databases 2003 8 libraries (22.8%) catalog the 8 libraries (22.8%) catalog the

journal database titles journal database titles 27 libraries (77.2%) do not 27 libraries (77.2%) do not

catalog the journal database catalog the journal database titlestitles

Predominant 2003Predominant 2003: Libraries : Libraries do not catalog the journal do not catalog the journal database titlesdatabase titles

Cataloging databases 2006Cataloging databases 2006 14 libraries (46.6%) catalog 14 libraries (46.6%) catalog

the journal database titlesthe journal database titles 16 libraries (53.3%) do not 16 libraries (53.3%) do not

catalog the journal database catalog the journal database titlestitles

Predominant 2006Predominant 2006: Libraries : Libraries do not catalog the journal do not catalog the journal database titles, but the database titles, but the percentage is almost 50-50.percentage is almost 50-50.

Electronic Journals Cataloging (individual Electronic Journals Cataloging (individual journal titles) TREND:journal titles) TREND:Slight increase in cataloging (from 11.4% to 16%). Reasons might be Slight increase in cataloging (from 11.4% to 16%). Reasons might be the high cost of MARC records available from the Journal Management the high cost of MARC records available from the Journal Management Software industrySoftware industry..

Cataloging individual Cataloging individual e-journal titles 2003e-journal titles 2003

4 libraries (11.4%) 4 libraries (11.4%) catalog the individual e-catalog the individual e-journal titlesjournal titles

31 libraries (88.5%) do 31 libraries (88.5%) do not catalognot catalog

Predominant:Predominant: Libraries Libraries do not catalogdo not catalog the the individual titles of e-individual titles of e-journals.journals.

Cataloging individual Cataloging individual e-journal titles 2006e-journal titles 2006

5 libraries (16%) catalog 5 libraries (16%) catalog individual e-journal titles individual e-journal titles

25 libraries (83.3%) do 25 libraries (83.3%) do not catalog individual e-not catalog individual e-journal titlesjournal titles

Predominant:Predominant: Libraries Libraries do not catalogdo not catalog the the individual titles of e-individual titles of e-journals journals

E-Journal Management Software TREND:E-Journal Management Software TREND:There is a slight increase in the number of libraries which use a journal locator.There is a slight increase in the number of libraries which use a journal locator.Serials Solutions is a favorite. Most of the libraries who acquired a journal Serials Solutions is a favorite. Most of the libraries who acquired a journal locator have also bought the link resolverlocator have also bought the link resolver

E-Journal Management E-Journal Management Software (Journal Locator) Software (Journal Locator) 20032003

21 libraries (56%) have a 21 libraries (56%) have a journal locator (mostly Serials journal locator (mostly Serials Solutions)Solutions)

Link Resolver 2003—no dataLink Resolver 2003—no data

PredominantPredominant: Libraries have : Libraries have journal management softwarejournal management software

E-Journal Management E-Journal Management Software (Journal Locator) Software (Journal Locator) 20062006

22 libraries (59.45%) have a 22 libraries (59.45%) have a journal locator (mostly Serials journal locator (mostly Serials Solutions)Solutions)

Link Resolver 2006Link Resolver 2006 100% libraries which have a 100% libraries which have a

journal locator have acquired journal locator have acquired the link resolverthe link resolver

PredominantPredominant: Libraries have : Libraries have journal management softwarejournal management software

Technical Service Librarians’ Rolein

Reference/Library Instruction

• 22 (73%) of the respondents • Amount of time spent varies from ‘as needed’ to

20-25 hours/week

1-2 hours/week 6

4-10 hours/week 6

11-25 hours/week 3

Issues/Challenges

• Staffing• Difficulty filling positions• Reassignments of job duties

• Library system• Maximizing use• Expanding to other modules• Enhancing bibliographic records

Issues/Challenges (cont’d)

• Digitization projects

• Cataloging Special Materials

Trends

• Acquisitions budgets have increased

• Roles of librarians changing

• Digitization projects increasingly important

• Periodicals collections (& access to them) changing

Next Steps

• Make a formal report to the BCMC at the next meeting in March

• Trends to follow:• Budgets• Authority work• Digitization• Library organization & Job descriptions