We are what we own: Deselection strategies for our profession's viability
A Joint Technical Services Department: A Panel Discussion · Electronic—1 FTE CONStor Prep—0.5...
Transcript of A Joint Technical Services Department: A Panel Discussion · Electronic—1 FTE CONStor Prep—0.5...
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A Joint Technical Services Department
ALAO 33rd Annual ConferenceGreater Columbus Convention
CenterOctober 25-26, 2007
Panel Participants:Amy Badertscher, Kenyon CollegeAndrea Peakovic, Kenyon College
Sheryl Pustay, Denison University
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Highlights…• A combined Denison &
Kenyon technical service team
• Combined work processes when possible
– Materials processed at one location
• Work processes defined by material types
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Why Combine?• Do MORE not LESS
• Streamline work processes
• Complete projects
• Incorporate electronic resources
• More options for staff to define their roles
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Goals of Restructuring
• Improve access to information resources
• Create value-added services for our patrons
• Bottomline: Redesign with the user in mind
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Our Context…• Five Colleges of Ohio
members
• Share an online catalog & joint storage facility
• OhioLINK members
• Similar in size, acquisitions and technical service staffing
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How We Started…• Pre-planning Committee
• Planning Task Force
• Hired Consultants
– R2 Consulting
– Maureen Sullivan
• Background Reading
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Core Recommendations• A joint approval plan
• Expedited delivery
• Replace paper with electronic flows wherever possible
• Use vendor-provided services
• Concentrate our intellectual resources in areas that we cannot automate
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Implementation: What Now?• Began with paper
monographs workflow
– YBP (Denison)
– Non-YBP vendors (Kenyon)
• Developed staffing model
• Staff workflow assignments based on staff interests
• Expedited delivery service
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SelectionYankee/Non-Yankee books & CD’s
A-V Media
Ordering/Receiving/FastCatYBP books, Approvals—1.5 FTE
Non-YBP books, Approvals—1 FTECD’s—0.5 FTE
A-V Media—0.5 FTEGov Docs—0.5 FTE
Gov Doc Maps—0.5 FTESerials—2 FTE
Total: 6.5 FTE
Approval Plan
CatalogingBooks & CD’s—1 FTE
A-V Media—1 FTEElectronic—1 FTE
CONStor Prep—0.5 FTEGifts & Other Projects—1 FTE
Total: 4.5 FTE
Electronic, gifts, deselection, remote storage materials
User AccessCatalog Enrichments & Enhancements—1 FTE
Coordination of Training—0.5 FTETotal: 1.5 FTE
20%
DRAFT Staffing Model
*Please note—the FTE’s represented above are preliminary projected estimates!
Rev. 8/4/05
Total: 12.5 FTE
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YBP Work Processes: To Do List• Electronic invoicing
• Shelf-ready materials
• PromptCat profiles
• Design property stamps
• Transition orders to GOBI
• Shipping addresses
• Quality control
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Non-YBP To Do List• Develop online order form
• Create and modify vendor accounts
• Train staff in invoicing and Millennium
• Non-mainstream materials
• Standing orders
• Identify local cataloging practices
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Lessons Learned…• Details, details, details!
• The devil is in the details!
• Trial and Error
• Time-consuming process
• Expect work imbalances
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Operational Perspective:
From the Viewpoint of a Technical Services Staff
Member
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Factors Important in Implementing the Program
• Include staff members in decisions
• Flexibility – different methods
• View the plan as “the process”, not “the person”
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Include Staff Members • Staff was included in initial
planning
• Teams or groups were formed by material type
• Input leads to personal freedom and then to success
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Flexibility
• Different methods for different material types
• Benefits will become evident
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View Plan as “the process”, not “the person”• When problems occur, look at
the problem not at which college or person was involved.
• Be understanding
• Mistakes and miscommunications happen at all levels.
• How problems are handled leads to success.
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The Combined Goal Is…• To assist the faculty,
students and staff on both campuses
• We are not here to heighten ourselves individually
• We are here to help the students reach greater heights for themselves
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Just between “friends”
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What is it all about• The collaboration project
focuses on acquisitions, serials and cataloging functions
• My role is a project manager and leader and spend time at each school
• Success of the project requires input and support from all
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Is this all there is…
Purchase Material
Receive Material
Physical Processing
Receive Order
Catalog Material
Send to Collection
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Where do we go from here?• What are the next steps we
should take to continue to make progress?
• The never ending “are we there yet” question?
• How do we address the issues of constant change?
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Current Goals• Evaluate all job
descriptions• Create documentation for
all functions• Increase training and
professional development opportunities
• Continue to review and change
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And Beyond….• Shared government documents
collection• Shared classification method
for all Audio Visual material • A shared collection
development plan including one approval plan
• One bindery source• Reduced number of “paper”
periodicals and a “shared”collection
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Some things that might be holding us back?• Separate locations• Experience• Forces outside of technical
services • Our own fears• Procedural differences• Lack of documentation • Too many choices
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Yes, we are progressing
• Quantitative measures are difficult
• Qualitative measures include time for:– Eliminate backlogs– Focus on special projects– Original cataloging– Enhancing catalog records– Shifting staff functions to
rebalance work levels
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Things to think about
• More shelf ready material from a variety of vendors
• Better methods of sharing information and communicating changes
• Eliminating overlap in our roles• Increased time for special
projects, database clean up, training, and other “back burner” things.
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Final Thoughts• We are rethinking roles and
redefining positions as people retire.
• Traditional roles are changing and will require more flexible in the future.
• The knowledge base of workers entering the academic library market is different today than it was 20 years ago.
• We need to continue adjust and expand these positions.
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For More Information…
www.denison.edu/collaborations/ohio5/libres/lwrtf/lwrtf.html