Martha Hruska LAUC Spring Assembly

May 13, 2009

Next Generation Technical ServicesRethinking Library Technical Services for the University of California

Next Gen Tech Services (NGTS) Context

Bibliographic Services Task Force Report 2005: next steps

UC Related Initiatives over the last 4 yearsCatalysts for ChangeNext Gen Tech Services ChargeNext Gen Tech Services Scope Next Gen Tech Services ProcessPossible Outcomes

BSTF Report 2005“Within Library workflows and systems too

much effort is going into maintaining and integrating a fragmented infrastructure. We need to look seriously at opportunities to centralize and/or better coordinate services and data, while maintaining appropriate local control, as a way of reducing effort and complexity and of redirecting resources to focus on improving the user experience.”

Adopting New Cataloging PracticesSupporting Continuous Improvement

BSTF Report: Next Steps

Rearchitect cataloging workflowSelect the appropriate metadata

schemeManually enrich metadata in important

areasAutomate Metadata CreationSupporting Continuous Improvement

UC Initiatives over the last 4 years+

CAMCIG Reports: California Electronic Documents Cataloging Pilot

ProjectBrainstorming Draft for CAMCIGMetadata Survey ResultsSingle-Separate Record Report to HOTSUsing OCLC As A Single Cataloging Tool HOTS

UC CONSER FunnelCDL/HOTS agreement to fund temporary SCP

Chinese catalogerSCP Scope Statement ReviewHOTS Cataloging Expertise SpreadsheetShared Print Projects CDL / CDC

Journals (Licensed journals, JSTOR, IEEE)CanadianaCDC Prospective Shared Print Monographs Task

Force

Catalysts for Change: Beyond Cataloging and Bibliographic Services

LC Final Report of the Working Group on the Future of Bibliographic Control

Next-Generation MelvylRequires harmonization of UC cataloging policies and

process revisions for effective implementationRequires cooperative approaches to acquisitions practicesRequires new ways of working with vendors (book and

subscription agents)Mass Digitization

Hathi TrustWeb ArchivingExpose Hidden Collections Manage the life –cycle of born-digital and other

emerging formatsUC-wide and campus financial pressures

Next Gen Tech Services

Executive Team: charged by the University Librarians to guide the Steering Team, to make resource allocation and other higher‐level decisions, to provide progress reports to the University Librarians, and to develop needed policy for approval by the University Librarians.

Members: Bruce Miller, Chair (University

Librarian, UC Merced) Laine Farley (Executive

Director, CDL) Brian Schottlaender (University

Librarian, UCSD) Ginny Steel (University

Librarian, UCSC) Martha Hruska (UCSD, chair of

Steering Team)

Steering Team: charged to develop a framework for the next three to five years for Next Generation Technical Services for the UC Libraries. The Steering Team will: address the broad transformative

changes that will move technical services to the network level and that will reap the benefits of collaborative technical services

identify areas of coordination and collaboration among the UC Libraries technical services operations

quickly implement identified “low‐hanging fruit” changes (with approval from the Executive Team)

Members: Martha Hruska , Chair (AUL Collection

Services, UCSD) Jim Dooley (Head, Collection Services,

UC Merced) Emily Stambaugh (Shared Print

Manager, CDL) Ivy Anderson (CDL) interim

Carol Hughes (AUL, Public Services, UC Irvine

Armanda Barone (Asst. Hd. Tech Services UC Berkeley)

NGTS: Charge

Develop a framework for the next three to five years for Next Generation Technical Services for the UC Libraries. The Steering Team will:address the broad transformative changes that will

move technical services to the network level and that will reap the benefits of collaborative technical services

identify areas of coordination and collaboration among the UC Libraries technical services operations

quickly implement identified “low‐hanging fruit” changes (with approval from the Executive Team)

NGTS Rationale Both user expectations and financial realities make it

imperative that we maximize the efficiency and effectiveness of our processes for exposing and delivering UC library collections in their full depth and breadth.

Development of Next Generation Technical Services will:1. position UC Libraries to successfully support Next Generation Melvyl

and to address the “backend” recommendations in the BSTF Report2. seize the opportunity to seamlessly shift from WorldCat Local to

technical services operations3. build on past successful UC Libraries collaborative efforts in

technical services (e.g., Shared Cataloging Program and CDL Acquisitions)

4. leverage scarce staff expertise within UC5. expand technical services staff expertise and experience beyond

MARC‐based formats6. build capacity to pursue UC‐wide projects that require technical

services expertise and experience (e.g. UC‐wide digital collection)

NGTS Scope: ValuesSpeed processing throughout all technical

services functionsView all aspects of technical services as a

system-wide, single enterpriseStart with existing metadata that is “good

enough” from all available sourcesAllow for Continuous improvements to “good

enough” including from the world beyond the UC Libraries: expert communities, vendors, other libraries

Eliminate redundant workMake the UC Collections easily found and used

by our researchers and studentsFocus cataloging and other metadata description

efforts on unique resources

NGTS Scope: Guiding PrinciplesTechnical services support and provide

infrastructure for the development and management of the library collections

Technical services provide broad access to and facilitate discovery of collections according to the public service mission of the University

UC Libraries will build a culture of continuous improvement of services applied to scholarly content

UC Libraries seek to organize technical services and develop standards of practice to achieve efficiencies and attend to a broader scope of content

User Environment

Library and Network Resources

Collection Management Environment

Commonly Held

(Roman Scripts)

Commonly Held (Non-

Roman Scripts)

UC Unique

Collections

21st Century

Resources

Metadata

Content

Get it

Manage it

Select it

Find it

Information Resource Types

1. Commonly Held Content in Roman Scripta. Licensed resourcesb. Print publicationsc. Reformatted content (digitized,

mass digitized, microfilmed)d. Audio-visual materialse. Imagesf. Born digital publications

2. Commonly Held Content in Non-Roman Scripta. Licensed resourcesb. Print publicationsc. Reformatted content (digitized,

mass digitized, microfilmed)d. Audio-visual materialse. Imagesf. Born digital publications

3. UC Unique Collectionsa. Special Collectionsb. Archivesc. Theses and dissertationsd. UC scholarship

4. 21st Century Emerging Resourcesa. Harvested websites and

resources (Web at Risk)b. Scholarly websitesc. Blogs and other integrating

resourcesd. Mapse. GISf. Datasets

Task Group ChargesEach task force will be charged to develop 1-

3 models for each information resource group.

Each model must:Address processes for selection, acquisition,

cataloging, and preservation or reformatting (as needed), including possibilities for outsourcing some or all to third parties

Incorporate the Values and Guiding PrinciplesAddress options for system-wide organization

of Technical Services

NGTS Process

Task Group members with mix of functional backgroundsConsult just about all the ACG’s:

HOTS, CAMCIG, ACIG, CDC, CDC Task Force on Prospective Monograph Shared Print, SCP, PAG, HOSC, HOPS, SOPAG….

Communications distributed as with Next Gen MelvylWeb site

http://libraries.universityofcalifornia.edu/about/uls/ngts /Email updatesCampus visits

Proposed models vettedExplore workflow, policies and best practices options for

potential collaborative models. Identify and evaluate various potential enablers, such as

new tools and services, policies, and current initiatives within UC, which can help transform technical services.

Phase 1 – May - Sept. 2009

Research existing best practices and current initiatives within UC and beyondInterview stakeholders and expertsIdentify organizational structuresCollect evidence for proposed solutions, including

throughput and discovery statisticsDescribe when collaborative approaches to technical

services ought to be considered/not consideredDescribe when/if a collaborative technical services

approach depends upon a shared UC collections approach

Consider vendor or other contracting solutions when appropriate

Phase 2 – Oct. 2009 – Jan. 2010

Outline proposed models

Include, as appropriate, selection, acquisition, cataloging, [electronic] resource management, harvesting, access services, digitization, preservation, or other relevant functions

Propose workflowsPropose policies and best practices neededPropose new tools, servicesPropose organizational structuresPropose funding modelsIdentify resource needs (including space requirements

if any)Propose governance modelsIdentify the collection development model best suited

to the technical service model

Phase 3 – Feb. 2010 – March 2010

Analyze proposed models

Conduct a Strength, Weakness, Opportunity, Threats (including barriers to adoption) analysis (SWOT)

Propose an assessment approach that monitors throughput and human resource effort over time and provides evidence of improvement in users’ ability to easily find and use materials

Possible Outcomes

Redefine, break down the silos of TS functionsCollaborative approval plansCollaborative outsourcing and other vendor

servicesImproved tools for system-wide acquisitions &

cataloging‘Shared Print in Place’ becomes norm rather

than exceptionLess redundant work Campuses focus on

local priorities

Follow developments at the web site:http://libraries.universityofcalifornia.edu/about/uls/ngts/

Questions/Comments