technical services workflows: trends and good practices david whitehair senior product manager oclc...
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Technical Services Workflows: trends and
good practices
David Whitehair
Senior Product Manager
OCLC
OVGTSL 2012
May 3, 2012
Evansville, IN
www.oclc.org/reportswww.oclc.org/reports
Who participated?Who participated?
48%
31%
By library typeAcademicPublicCommunity collegeLawMedicalFederal GovernmentSchoolState GovernmentState LibraryCorporateMuseumOther
4,168 librari-ans
Who participated?Who participated?
31%
32%
31%
By role
Director/DeanManagerLibrarianOther
n = 3,308
n = 3,308
Who participated?Who participated?
41%51%
By library tenure
5 years or less6 to 20 yearsMore than 20 years
n = 3,307
n = 3,307
The library: Use, shape and format
Staying informed
Advice for OCLC
Priorities
Priorities of public librariansPriorities of public librarians
Tops the list Missed the cut
Ensuring adequate Internet access 36%
Demonstrating value to funders 34%
Licensed e-collections/e-books 32%
Access to new technology 29%
Forming community partnerships 28%
Digitization projects 6%
Integrating social media 6%
Succession plans for library staff 6%
Open-source products 4%
Cloud computing 2%
n=1,161
Priorities of academic librariansPriorities of academic librarians
Tops the list Missed the cut
Licensed e-collections/e-books 51%
Future of higher education and the library’s role 42%
Facilities issues 39%
Visibility of library’s collection 30%
Digitization projects 23%
Succession plans for library staff 7%
Cloud computing 6%
Integrating social media 6%
Data curation 5%
Open access publishing 5%
n=1,786
Priorities of community college librariansPriorities of community college librarians
Tops the list Missed the cut
Licensed e-collections/e-books 57%
Future of higher education and the library’s role 45%
Visibility of library’s collection 43%
Facilities issues 35%
Access by mobile devices 32%
Cloud computing 6%
IR discovery and aggregation 2%
Deaccessioning print materials 2%
Open access publishing 1%
Data curation 0%
n=161
So many priorities…So many priorities…
TrendsTrends
• Merge acquisitions and cataloging departments
• Streamline technical services to focus on hidden collections
• Receive vendor records
• Implement shelf-ready for print materials
• Define “good enough” bibliographic records
• Evaluate patron driven acquisitions
Receiving shelf-ready itemsReceiving shelf-ready items
• Shift print to shelf-ready with vendor records
• Checklist for acquisitions staff to complete physical check of books and processing
• Categories:
• Need additional cataloging
• Need additional physical processing
• Bypass cataloging and processing
• Goal to bypass cataloging as much as possible
E-book cataloging using print book processesE-book cataloging using print book processes
Working with large sets of recordsWorking with large sets of records
• Get sets of records from vendors
• Have a unique way to retrieve records in set
• Keep timetable for history
• Keep sample edited record for each file to help remember changes need for next file
• Create a procedure for editing
• Be aware of local system capabilities – indexing, # of records that can be loaded, etc.
• Use MarcEdit
Good enough catalogingGood enough cataloging
• Implement a “good enough” record definition
• Re-evaluate local practices
• Impact on duplicate call numbers
• Cross train: cataloging staff help in public services to better understand how the data is used
Follow a good recipeFollow a good recipe
1. Remove roast from refrigerator.
2. Cut two inches from each side, discard.3. 4. 5.
6.
7.
Grandma’s Secret Roast
6
UNC Charlotte at the Charleston ConferenceUNC Charlotte at the Charleston Conference
• Consultants hired; interviewed staff; prepared 100 pg report
• Consolidated to one vendor with shelf-ready & WCP
• Eliminated pre-order searching; provided vendor ISBNs
• Tightened approval plan; eliminated staff review
• Electronic selection of notification slips
• Adopted restrictive gift policy
• Reduced periodical binding, serial check-in/claiming
• Reduced fund structure from 800 to 200
• Fast catalog non-shelf-ready items (copy cataloging without checking all fields)
• 85% monographs processed without staff intervention
Results…Results…
How to digitize and describe over 3100 photographs and
postcards… and still do everything else!!!
Online Catalogs: What Users and Librarians WantOnline Catalogs: What Users and Librarians Want
End-Users expect online catalogs:
•to look/behave like popular Web sites
•to have summaries, abstracts, tables of contents
•to link directly to needed information
Librarians expect online catalogs:
•to help staff carry out work responsibilities
•to have accurate, structured data
•to exhibit library principles of organization
http://www.oclc.org/us/en/reports/onlinecatalogs/default.htm
April 2009
Recommended enhancements to WorldCatTotal end-user responses
End-User Results: Recommended Enhancements
4
Librarian/Staff Results: Highlighted Differences
9
1
Source: Online Catalogs study, PDF p. 51
Quilts 001 by Lansing Public Library, Lansing Illinois
http://www.flickr.com/photos/lansinglibrary/456681271/
Warm! by malamantra
http://www.flickr.com/photos/meghanandnick/2141323599/
Ways to bring change and get buy inWays to bring change and get buy in
• Get ideas from all staff
• Start small, have success, and then do more
• Agree to address corrections as needed (for example, don’t check all call numbers for uniqueness, but agree to address any duplicates reported)
• “Pilot” change
• Get input from external source
How will you react to change?How will you react to change?
• Keep an open mind
• Assist with organizational change to improve workflows
• Volunteer
• Seek professional development to learn new skills
Morag Boyd, Ohio State UniversityMorag Boyd, Ohio State University
“Don’t re-do, – re-use”
“They are all special, but in the same ways”
Surfer 1 9059 by casch52
http://www.flickr.com/photos/casch/220513228/
“You can’t stop the waves,but you can learn to surf”
--Jon Kabat-Zinn
