Are We Still Doing This? Streamlining Workflows in Collection Management. Regina Koury Idaho State University Library.

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Presentation transcript:

Are We Still Doing This? Streamlining Workflows in Collection Management. Regina Koury Idaho State University Library

Access available handouts at ala.14.ala.org/sessions/handouts. About Idaho State University ISU: Research University-High (Carnegie classification) About 15,000 FTE

Access available handouts at ala.14.ala.org/sessions/handouts. ISU: Program Prioritization Criteria: 1. History, Development, and Expectations of the Program. 2. External Demand 3. Internal Demand for the Program 4. Quality of Program Inputs and Processes 5. Quality of Program Outcomes 6. Size, Scope, and Productivity of the Program 7. Revenue and Other resources Generated by the Program 8. Costs and Other Expenses Associated with the Program 9. Impact, Justification and Overall Essentiality of the Program 10. Opportunity Analysis of the Program Dickeson, R. C. (2010) Prioritizing Academic Programs and Services: Reallocating Resources to Achieve Strategic Balance. San Francisco, CA: Jossey-Bass.

Access available handouts at ala.14.ala.org/sessions/handouts. 2003: Southeast Missouri State University: : Indiana State University: : University of Alaska, Anchorage:

Access available handouts at ala.14.ala.org/sessions/handouts. Sample of Questions for Non-Academic Units: What are the services that your unit provides and to whom? (students, faculty, staff, donors)? Where possible, align specific service with specific customer. How is the program’s performance reviewed? By whom? How often? How does the size and scope compare with similar/same programs at peer institutions? What are the key processes or implementation elements for this program? How many personnel are assigned to the key processes or implementation elements? Can any of these key processes or implementation elements be streamlined or eliminated?

Access available handouts at ala.14.ala.org/sessions/handouts. About Collection Management Acquisitions - Monographs (2 FTE staff) Acquisitions –Serials (3 FTE staff), Cataloging (1FTE faculty + 2 FTE staff) Electronic Resources (1 FTE faculty +.5 FTE staff) Government Documents (1 FTE faculty + 1 FTE staff) Head of Collection Management (1FTE faculty) Total: 4 FTE faculty, 8.5 FTE staff

Access available handouts at ala.14.ala.org/sessions/handouts. What we have eliminated

Access available handouts at ala.14.ala.org/sessions/handouts. Internal Collection Management Statistics

Access available handouts at ala.14.ala.org/sessions/handouts. Instead rely on Voyager ILS reports

Access available handouts at ala.14.ala.org/sessions/handouts. Electronic Resources A-Z List electronic journals access checking for databases Do not add eBooks or eBook collections to A-Z list if already in the library catalogue

Access available handouts at ala.14.ala.org/sessions/handouts. Cataloging No longer participates in and contributes records for Name Authority Cooperative Program (NACO). Defined and implemented what is “good enough” for us bibliographic record. No or minimal customization of records.

Access available handouts at ala.14.ala.org/sessions/handouts. Government Documents Dropped receiving all records with 856 url.

Access available handouts at ala.14.ala.org/sessions/handouts. What we have implemented

Access available handouts at ala.14.ala.org/sessions/handouts. Career Path Internship (CPI) program students

Access available handouts at ala.14.ala.org/sessions/handouts. CPI students: QR codes project

Access available handouts at ala.14.ala.org/sessions/handouts. Electronic Resources CORAL Open Source Electronic Resources management System (ERMS) licensing module. Google Drive to share electronic resources stats. LibGuides for eBooks. QR codes for GVRL collection. Migrating to a new Discovery Service.

Access available handouts at ala.14.ala.org/sessions/handouts. Electronic Resources + Systems Loads eBook collections MARC records into library catalog, using free software MarcEdit to make local edits to save time of CM staff. Maintains LOCKSS preservation system for perpetual access to selected publisher’s subscribed journals. Works with Systems to provide off campus access and user authentication for licensed electronic resources for ISU patrons using EZproxy system.

Access available handouts at ala.14.ala.org/sessions/handouts. Cataloging No backlogs as our book budget shrink every year, less books. Work on special projects. Do not add subject headings to local thesis/dissertations. Instead scan for an abstract. Enrich old records with table of contents. Cross training for Reference and Instruction.

Access available handouts at ala.14.ala.org/sessions/handouts. Government Documents Use Marcive service to load Government Documents records into library catalog to save the time of CM staff. Added temp +.5 CM staff to help with retrospective projects.

Access available handouts at ala.14.ala.org/sessions/handouts. Government Documents Collaboration with Instruction

Access available handouts at ala.14.ala.org/sessions/handouts. Acquisitions Monographs University Banner system. Ordering picks up at the end of fiscal year. Special cataloging projects for slow time. Use EDI with Voyager ILS. Consolidated monograph purchasing mostly through YBP.

Access available handouts at ala.14.ala.org/sessions/handouts. Acquisitions Serials University Banner system Journal Cancellations: Jan-May One time rush orders: May-June EDI is not implemented with Voyager ILS Special cataloging projects for slow time.

Access available handouts at ala.14.ala.org/sessions/handouts. CM Weekly Meetings Invite “special quests” from Public Services, Special Collections, etc.

Access available handouts at ala.14.ala.org/sessions/handouts. CM policies and procedures

Access available handouts at ala.14.ala.org/sessions/handouts. List of Projects

Access available handouts at ala.14.ala.org/sessions/handouts. Collaborative CM Cross training for Reference Desk, Instruction and Library Tours, Circulation, Systems, Development, Outreach Meet and Work with vendors

Access available handouts at ala.14.ala.org/sessions/handouts. Example: Week of Welcome Events

Access available handouts at ala.14.ala.org/sessions/handouts. Example: Miniature Golf in the Library

Access available handouts at ala.14.ala.org/sessions/handouts. What’s Next Plan to migrate to a new, cloud based ILS, change in workflow. Use EBSCO usage consolidation and analytics to run cost per use reports for eJournals. Institutional repository + HathiTrust.

Access available handouts at ala.14.ala.org/sessions/handouts. What’s Next Lean staffing: Need for extra cataloger Moving towards eThesis only. Cataloging Special Collections, e.g.: maps. LibGuides for Streaming Video.

Access available handouts at ala.14.ala.org/sessions/handouts. Thank you! Regina Koury Head of Collection Management Eli M. Oboler Library Idaho State University 850 S. 9th Avenue, Stop 8089 Pocatello, ID (208)