harvard science libraries: management issues by michael r. leach director, physics research library...

Harvard Science Harvard Science Libraries:Libraries:

Management IssuesManagement IssuesByBy

Michael R. LeachMichael R. LeachDirector, Physics Research LibraryDirector, Physics Research Library& Head of Collection Development& Head of Collection Development

Cabot Science LibraryCabot Science Library

July 2005July 2005 Copyright 2005 Harvard UniversityCopyright 2005 Harvard University 22

AgendaAgenda

1.1. Introduction & BackgroundIntroduction & Background2.2. Collection Development IssuesCollection Development Issues3.3. Technical Services IssuesTechnical Services Issues4.4. Public Services IssuesPublic Services Issues5.5. Library as SpaceLibrary as Space6.6. Impact of Information TechnologyImpact of Information Technology7.7. Human Resource ManagementHuman Resource Management8.8. SummarySummary


1. Introduction & 1. Introduction & BackgroundBackground

Structure of Harvard Science Structure of Harvard Science LibrariesLibraries

Some Statistics on HSLsSome Statistics on HSLs My experience in HSLsMy experience in HSLs Current Environment @ HarvardCurrent Environment @ Harvard


Structure of Structure of Harvard Science Libraries Harvard Science Libraries

(HSL)(HSL) Currently 11 Science Libraries @ HarvardCurrently 11 Science Libraries @ Harvard

– Molecular & Cellular BiologyMolecular & Cellular Biology– Chemistry & Chemical BiologyChemistry & Chemical Biology– Organismic & Evolutionary BiologyOrganismic & Evolutionary Biology– BotanyBotany– Engineering & Applied SciencesEngineering & Applied Sciences– PhysicsPhysics– AstrophysicsAstrophysics– Anthropology (part of Harvard College Library – HCL)Anthropology (part of Harvard College Library – HCL)– Undergraduate, + Math & Geology (part of HCL)Undergraduate, + Math & Geology (part of HCL)– PsychologyPsychology– Rowland Institute (special library)Rowland Institute (special library)


Some HSL StatisticsSome HSL Statistics

> 3 Million US$ for collections> 3 Million US$ for collections Approximate 65 staffApproximate 65 staff

– Not including student workersNot including student workers– 25 are professional librarians25 are professional librarians

> 2 million items > 2 million items – serials, monographs, maps, photos, etc.serials, monographs, maps, photos, etc.

Many older collectionsMany older collections– Unique & world definingUnique & world defining


My Experience in HSLsMy Experience in HSLs

22 years in HSLs22 years in HSLs– Started as student assistant in astrophysicsStarted as student assistant in astrophysics– 18 years as Director of Physics Research Lib.18 years as Director of Physics Research Lib.– 7 years as Director of Kummel Library of 7 years as Director of Kummel Library of

Geological SciencesGeological Sciences Merger with Cabot in June 2005Merger with Cabot in June 2005

– Just a few months in Cabot Science LibraryJust a few months in Cabot Science Library Undergraduate sciences, plus research Undergraduate sciences, plus research

collections in math & geological sciencescollections in math & geological sciences


Environment @ HarvardEnvironment @ Harvard

Faculty GrowthFaculty Growth– Recently finished a 5% growth periodRecently finished a 5% growth period– New period of 5-7% growthNew period of 5-7% growth

Some specific areas even higher (e.g. Some specific areas even higher (e.g. engineering)engineering)

More tenure from within each departmentMore tenure from within each department

Women in Sciences ProgramsWomen in Sciences Programs– 50 Million US$ over 5 years50 Million US$ over 5 years– New faculty plus more visiting researchersNew faculty plus more visiting researchers


Environment @ Harvard Environment @ Harvard

Current Campus Building InitiativesCurrent Campus Building Initiatives– 3 new laboratories being built3 new laboratories being built

2 life sciences, 1 physical sciences2 life sciences, 1 physical sciences

– 3 recent labs3 recent labs 1 life sciences, 1 chemistry, 1 computer science1 life sciences, 1 chemistry, 1 computer science

Future Campus DevelopmentFuture Campus Development– Allston Campus in Boston Allston Campus in Boston

Some graduate schools, undergraduate dorms, Some graduate schools, undergraduate dorms, FAS science initiatives (mostly life sciences)FAS science initiatives (mostly life sciences)

No physical library space is plannedNo physical library space is planned


Environment @ HarvardEnvironment @ Harvard

Era of Fiscal Constraint Era of Fiscal Constraint – For some areas, not allFor some areas, not all– Faculty expansion of 5%Faculty expansion of 5%

But not in support staff for facultyBut not in support staff for faculty

– Library funding is either flat or < 2% Library funding is either flat or < 2% growthgrowth Collection development costs = ~8%/yearCollection development costs = ~8%/year Staff Benefits are increasing >20%/yearStaff Benefits are increasing >20%/year

– New accounting regulationsNew accounting regulations Can not let endowment funds carry overCan not let endowment funds carry over


2. Collection Development2. Collection Development

Serials CrisisSerials Crisis Growing non-traditional formatsGrowing non-traditional formats Supporting current researchSupporting current research Planning for future researchPlanning for future research


Serials CrisisSerials Crisis

Has expanded beyond the $ money Has expanded beyond the $ money issuesissues– Serials costs still 8-10% per years, while Serials costs still 8-10% per years, while

funds are 0-2% per yearfunds are 0-2% per year– New, tiered pricing structuresNew, tiered pricing structures– Licensing e-content is helping & hurtingLicensing e-content is helping & hurting

Helps: consortial & bulk pricingHelps: consortial & bulk pricing Hurts: locked into multi-year contracts & new, Hurts: locked into multi-year contracts & new,

developing productsdeveloping products

– Back file purchasesBack file purchases Always new titles for considerationAlways new titles for consideration


Open AccessOpen Access

Complicates serials crisisComplicates serials crisis– ““Membership fees” with BioMed Central (BMC) Membership fees” with BioMed Central (BMC)

& Public Library of Science (PLoS)& Public Library of Science (PLoS) Perception by administration & users that Perception by administration & users that

OA will “solve the serials crisis”OA will “solve the serials crisis”– Costs involved regardless Costs involved regardless

Especially with institutional & subject repositoriesEspecially with institutional & subject repositories

Some disciplines have accepted Some disciplines have accepted – e.g. physics & computer sciencee.g. physics & computer science– Others very reluctant (e.g. chemistry)Others very reluctant (e.g. chemistry)


Some Strategies for SerialsSome Strategies for Serials

Ongoing evaluation processesOngoing evaluation processes– Paper & onlinePaper & online

Usage statisticsUsage statistics

– Traditional titles are not longer secureTraditional titles are not longer secure Will replace with newer titlesWill replace with newer titles

– Duplication of subscriptions is forbiddenDuplication of subscriptions is forbidden Few exceptions (e.g. “Science” & “Nature”)Few exceptions (e.g. “Science” & “Nature”)

Shifting of funds from other areas to Shifting of funds from other areas to collectionscollections– E.g. Less Interlibrary Loan FundingE.g. Less Interlibrary Loan Funding– E.g. Less Funding for PreservationE.g. Less Funding for Preservation


Non-traditional FormatsNon-traditional Formats

Cartographic collectionsCartographic collections– Traditionally not well supportedTraditionally not well supported– GIS is changing thisGIS is changing this

Need to purchase spatial dataNeed to purchase spatial data Specialized datasetsSpecialized datasets

– Most are free, but some (e.g. chemistry) Most are free, but some (e.g. chemistry) are quite expensiveare quite expensive

– Training & public services support Training & public services support questionsquestions

– Local datasets for repositoryLocal datasets for repository


Supporting Current Supporting Current ResearchResearch

Now critical to match collections with Now critical to match collections with current researchcurrent research

““General” collection development is General” collection development is shrinkingshrinking

Analyze faculty/researcher Analyze faculty/researcher publicationspublications– Where they publishWhere they publish– What do they citeWhat do they cite– Development of faculty profile databasesDevelopment of faculty profile databases


Planning for Future Planning for Future ResearchResearch

A difficult process given cost constraintsA difficult process given cost constraints Variety of analysis techniquesVariety of analysis techniques

– Changes in current faculty researchChanges in current faculty research In person interviews plus research group web In person interviews plus research group web

sitessites

– Tracking changes in disciplinesTracking changes in disciplines Similar to competitive analysisSimilar to competitive analysis

– Society meetings: new program tracksSociety meetings: new program tracks– New departments & research institute development at New departments & research institute development at

competitor educational institutionscompetitor educational institutions

– Support from hiring/tenure committeesSupport from hiring/tenure committees


3. Technical Services3. Technical Services

Changing Information Access Changing Information Access LandscapeLandscape

Cost AnalysisCost Analysis New Efficiency Tools & ProceduresNew Efficiency Tools & Procedures


Changing Information Access Changing Information Access LandscapeLandscape

GoogleGoogle Google & OPACs Google & OPACs

– Different & similar audiencesDifferent & similar audiences– Precision vs. popular resultsPrecision vs. popular results

Google ScholarGoogle Scholar– Linking to repositories & databasesLinking to repositories & databases

Information LiteracyInformation Literacy Born-digital generationsBorn-digital generations


TS Cost AnalysisTS Cost Analysis

What is the cost of cataloguing an itemWhat is the cost of cataloguing an item Balance this with access & retrieval Balance this with access & retrieval

methodologiesmethodologies Cataloguing for masses vs. cataloguing Cataloguing for masses vs. cataloguing

for the specialized researcherfor the specialized researcher Scaling costs have already been doneScaling costs have already been done

– Copy cataloguing, OCLC, purpose delays in Copy cataloguing, OCLC, purpose delays in cataloguing (so others can do original)cataloguing (so others can do original)


New Efficiency Tools & New Efficiency Tools & ProceduresProcedures

Expanded desktop cataloguing toolsExpanded desktop cataloguing tools– E.g. the new cartographic tools from OCLCE.g. the new cartographic tools from OCLC

Reliance on U.S. Library of CongressReliance on U.S. Library of Congress– Development of new tools & classificationsDevelopment of new tools & classifications– This is slow; LOC is short of personnel & $$This is slow; LOC is short of personnel & $$

Policies on “minimal cataloguing”Policies on “minimal cataloguing” Reliance on indexes & abstract accessReliance on indexes & abstract access

– Certain serial monographsCertain serial monographs


4. Public Services4. Public Services

In-house reference services In-house reference services Virtual reference servicesVirtual reference services Training & Information LiteracyTraining & Information Literacy


In-House Reference ServicesIn-House Reference Services

Numbers are decreasing in libraryNumbers are decreasing in library Move to put reference librarians Move to put reference librarians

“where the patrons are”“where the patrons are”– Inside departmentsInside departments– At cafeterias, social spacesAt cafeterias, social spaces– Scheduling meetings with key usersScheduling meetings with key users

Trend to combine circulation & Trend to combine circulation & reference & other service access reference & other service access points into onepoints into one


Virtual Reference ServicesVirtual Reference Services

SynchronousSynchronous– Live Internet ChatLive Internet Chat– Visual in some casesVisual in some cases– Still in the “infancy stage”Still in the “infancy stage”

AsynchronousAsynchronous– Comment/request forms on web pagesComment/request forms on web pages– EmailEmail– Very high useVery high use


Training & Information Training & Information LiteracyLiteracy

Goal: Self-sufficient end userGoal: Self-sufficient end user– Basic science class instructionBasic science class instruction– Specialized instructionSpecialized instruction

E.g. Endnote training in department spaceE.g. Endnote training in department space

– Realization that “you offer classes at Realization that “you offer classes at library and users DON’T come”library and users DON’T come”

– Variety of web-based initiativesVariety of web-based initiatives On-line tutorialsOn-line tutorials Short guides to specific disciplinesShort guides to specific disciplines


Training & Information Training & Information LiteracyLiteracy

Specialized science information Specialized science information literacy program: based on American literacy program: based on American Library Association/Association of Library Association/Association of College & Research Libraries/Science College & Research Libraries/Science & Technology Section policy& Technology Section policy– Different on a number of levels from Different on a number of levels from

general information literacygeneral information literacy E.g. Standard 5 on “keeping current in field”E.g. Standard 5 on “keeping current in field”

IL is incorporated into all trainingIL is incorporated into all training


5. Library as Space5. Library as Space

Changing needs of audiencesChanging needs of audiences– Undergraduate students require individual Undergraduate students require individual

quiet study space & “noisy” group spacequiet study space & “noisy” group space– Must include full IT support, including Must include full IT support, including

wireless, email, applications (e.g. Word), wireless, email, applications (e.g. Word), etc.etc.

Faculty & other researchers don’t need Faculty & other researchers don’t need to visit library as frequentlyto visit library as frequently– Their needs are supported virtuallyTheir needs are supported virtually– Expect delivery to desktopExpect delivery to desktop


Library as SpaceLibrary as Space

Housing collectionsHousing collections– Remote storage is growingRemote storage is growing

>half Harvard’s total collections now remote>half Harvard’s total collections now remote Archival vs. Access collectionArchival vs. Access collection

– Current material is “archival”Current material is “archival” Because available virtuallyBecause available virtually

– Older materials now “accessible”Older materials now “accessible” No remote storage because no virtual No remote storage because no virtual

accessaccess Physical browsing is decreasingPhysical browsing is decreasing


6. Impact of 6. Impact of Information TechnologyInformation Technology

External IT trendsExternal IT trends Personal productivity trendsPersonal productivity trends SecuritySecurity


External IT TrendsExternal IT Trends

Some examples:Some examples:– Internet & cellular communicationsInternet & cellular communications

E.g. the merger of phones & PDAsE.g. the merger of phones & PDAs

– Access & information retrieval Access & information retrieval technologiestechnologies E.g. GoogleE.g. Google

– Publishing technologiesPublishing technologies E.g. All-electronic review processesE.g. All-electronic review processes

– Database technologiesDatabase technologies E.g. Institutional repositoriesE.g. Institutional repositories


Personal Productivity TrendsPersonal Productivity Trends

Integrated workstations & softwareIntegrated workstations & software– Microsoft has capitalized on thisMicrosoft has capitalized on this

Their “Office” suite of productsTheir “Office” suite of products

– New competition from Mozilla, Adobe, etc.New competition from Mozilla, Adobe, etc. Mozilla: open source browser, email, RSS, etc.Mozilla: open source browser, email, RSS, etc. Adobe: purchase of Macromedia Adobe: purchase of Macromedia

(Dreamweaver, Flash, Fireworks) (Dreamweaver, Flash, Fireworks) merging merging with pdfwith pdf

– Apple & Ipod: podcasting, music & moreApple & Ipod: podcasting, music & more


Personal Productivity TrendsPersonal Productivity Trends

New client-side supportNew client-side support– RSS (Really Simple Syndication)RSS (Really Simple Syndication)

Turn blogs from “pull” to “push” technologyTurn blogs from “pull” to “push” technology Email & RSS integrationEmail & RSS integration

– Expandable browsersExpandable browsers Tabbed browsing windowsTabbed browsing windows Live RSS feeds (or timed to your specification)Live RSS feeds (or timed to your specification) CustomizableCustomizable

– Bibliographic toolsBibliographic tools E.g. EndNote with search featuresE.g. EndNote with search features


SecuritySecurity

Span overload (85% of all email)Span overload (85% of all email)– Email use of facilities in libraries is very Email use of facilities in libraries is very

high high Virus & worm protectionVirus & worm protection

– Library systems must be robust, with latest Library systems must be robust, with latest security technology embeddedsecurity technology embedded

Identity theftIdentity theft– Issue especially for librariesIssue especially for libraries

Hold ID & personal information in patron recordsHold ID & personal information in patron records


7. Human Resource 7. Human Resource ManagementManagement

Professional development supportProfessional development support– Changing skill setsChanging skill sets

E.g. IT management, web design, user E.g. IT management, web design, user needs analysis, competitive intelligence, etc.needs analysis, competitive intelligence, etc.

Blurring of professional/support staff Blurring of professional/support staff “lines”: reflects changing “lines”: reflects changing responsibilitiesresponsibilities– Is the MLIS still necessary; Is the MLIS still necessary; – If not, what are some replacementsIf not, what are some replacements


Human Resource Human Resource ManagementManagement

Building a flexible workforceBuilding a flexible workforce– Term appointments are more commonTerm appointments are more common– Layoffs are a realityLayoffs are a reality– Service points are no longer “permanent”Service points are no longer “permanent”

Finding HR efficiencies across unitsFinding HR efficiencies across units– Consolidation of tasksConsolidation of tasks– Strategic reviews on regular basisStrategic reviews on regular basis

OutsourcingOutsourcing


8. Summary8. Summary

Harvard Science Libraries:Harvard Science Libraries:– Create a flexible, highly efficient Create a flexible, highly efficient

organizationorganization– Ongoing analysis & evaluation of Ongoing analysis & evaluation of

collections, support & servicescollections, support & services– Restrictive fiscal environmentRestrictive fiscal environment– Growing research environmentGrowing research environment– Manage print to digital transitionsManage print to digital transitions– Support users/patrons with new Support users/patrons with new

information paradigms & high expectationsinformation paradigms & high expectations

harvard science libraries: management issues by michael r. leach director, physics research library...

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