DEVELOPING A STATEWIDE PRINT
REPOSITORY IN FLORIDA: THE
UNIVERISTY OF CENTRAL FLORIDA
EXPERIENCE WITH FLARE
Ying Zhang
Mic...
OUTLINE


Evolution of FLARE
Idea- inception of a statewide storage
facility
 Planning and various rendition
 Final FLA...
INCEPTION
Janus Conference
 Janus in Florida
 Importance of archiving for traditional and
digital
 Interest by Universi...
ESTABLISHING PARTNERSHIPS

ASERL/Print Repository
 UF/ASERL journal holdings database
 Statewide JSTOR holdings
 WorldC...
PLANNING

Statewide Shared Storage Task Force is born
 Building specs
 Collection parameters
 Resource sharing
 Specif...
ABOUT FLARE
One copy for monographs and serials
 Has an OCLC symbol
 Participates in Uborrow
 State of the art preserva...
MORE ON FLARE
Hathi Trust
 ILL/Document Delivery
 Digitization
 Last Copy in Florida
 Special Collections

MORE ON FLARE
MOU to participate
 Open to SUS, state colleges, ICUF
 Contribution based on FTE
 UF & Miami are in
 UCF...
UCF PLANNING
Weeding Task Force
 Focused on policies
 Identified large categories of materials
 Estimated a target of 7...
THE UCF IMPLEMENTATION


Design a workflow
 Design

based on the envisioned end product

 OPAC

display that patrons wi...
UCF IMPLEMENTATION


Identify staffing
 Librarian,

staff or students?
 Which department in Technical Services?
 How m...
UCF Participate in
FLARE

Bound Periodicals that are
also available online

Monographs: copy 2,
rarely used collections

W...
PROCESS
2 person team
 Mobile workstation in the
stacks
 Clearly mark the vols
 Enter into the ILS
 Verify the display...
CRUCIAL FACTORS
Data
 Communication and Feedback
 Staffing
 Flexibility

DATA
Accurate source
 Searching and verifying
 Backup

COMMUNICATION
Locate the expertize,
both internal and
external
 Coordinate
 Test and re-test
 Feedback from public
serv...
STAFFING
Identify the most
appropriate staff
 Appoint a Team
Leader
 Ensure routine
work covered
 Training
 Quality co...
FLEXIBILITY
Changes, expected and unexpected, will
happen
 Plan your workflow ahead of time to allow
changes
 Update sta...
USER CENTERED


Mindful of the end users
 Reduce

confusion in holdings display
 Provides clarity for easy delivery


...
UPDATES


90k vol journals barcoded and processed
 60k

for FLARE

 14k

dup

 Barcoding

helps inventory check

20k m...
QUESTIONS?


Ying Zhang
Acquisitions Librarian
Ying.zhang@ucf.edu



Michael Arthur
Head of Acquisitions and Collection ...
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Developing a Statewide Print Repository in Florida: The UCF Experience with FLARE

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Michael Arthur (speaker), Ying Zhang (speaker)

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Developing a Statewide Print Repository in Florida: The UCF Experience with FLARE

  1. 1. DEVELOPING A STATEWIDE PRINT REPOSITORY IN FLORIDA: THE UNIVERISTY OF CENTRAL FLORIDA EXPERIENCE WITH FLARE Ying Zhang Michael Arthur
  2. 2. OUTLINE  Evolution of FLARE Idea- inception of a statewide storage facility  Planning and various rendition  Final FLARE  Participating institutions  Collaborative ventures  UCF participation and implementation 
  3. 3. INCEPTION Janus Conference  Janus in Florida  Importance of archiving for traditional and digital  Interest by University of Florida in establishing shared storage facility  UF was logical choice 
  4. 4. ESTABLISHING PARTNERSHIPS ASERL/Print Repository  UF/ASERL journal holdings database  Statewide JSTOR holdings  WorldCat Collection Analysis –SULs  Evaluating/Managing duplication 
  5. 5. PLANNING Statewide Shared Storage Task Force is born  Building specs  Collection parameters  Resource sharing  Specific goals were outlined 
  6. 6. ABOUT FLARE One copy for monographs and serials  Has an OCLC symbol  Participates in Uborrow  State of the art preservation lab 
  7. 7. MORE ON FLARE Hathi Trust  ILL/Document Delivery  Digitization  Last Copy in Florida  Special Collections 
  8. 8. MORE ON FLARE MOU to participate  Open to SUS, state colleges, ICUF  Contribution based on FTE  UF & Miami are in  UCF is next 
  9. 9. UCF PLANNING Weeding Task Force  Focused on policies  Identified large categories of materials  Estimated a target of 70,000 volumes  Discussed impact on users  Input & support from subject librarians 
  10. 10. THE UCF IMPLEMENTATION  Design a workflow  Design based on the envisioned end product  OPAC display that patrons will see  Movers most efficient workflow  Space constraints  Work with all stakeholders and all expertise  Brainstorm possibilities  Test and re-test the possibilities  Draft a procedure
  11. 11. UCF IMPLEMENTATION  Identify staffing  Librarian, staff or students?  Which department in Technical Services?  How many?  Identify equipment  Mobile stations  Software and hardware  Request funding
  12. 12. UCF Participate in FLARE Bound Periodicals that are also available online Monographs: copy 2, rarely used collections What materials to send Generate report on Multiple-copy titles and their circulation Extract a list from SFX and Catalog Verify full-text access via link resolver Verify holdings info in Catalog Estimate on number of bound periodicals What needs to be done in LIS Coordinate with FLARE Estimate of number of monographs Who should work on this project Coordinate with FLVC Consult with Cataloging Identify the staff Procedures Hire students Training Process in the stacks Mark vols to be sent Process in ILS to display to patrons Remove duplication Reset holdings in OCLC Move from Shelf and ship to FLARE End and restart of project cycle Spreadsheet with all the info
  13. 13. PROCESS 2 person team  Mobile workstation in the stacks  Clearly mark the vols  Enter into the ILS  Verify the display in OPAC 
  14. 14. CRUCIAL FACTORS Data  Communication and Feedback  Staffing  Flexibility 
  15. 15. DATA Accurate source  Searching and verifying  Backup 
  16. 16. COMMUNICATION Locate the expertize, both internal and external  Coordinate  Test and re-test  Feedback from public services perspectives 
  17. 17. STAFFING Identify the most appropriate staff  Appoint a Team Leader  Ensure routine work covered  Training  Quality control 
  18. 18. FLEXIBILITY Changes, expected and unexpected, will happen  Plan your workflow ahead of time to allow changes  Update staff whenever changes take place  Adapt workflow ASAP 
  19. 19. USER CENTERED  Mindful of the end users  Reduce confusion in holdings display  Provides clarity for easy delivery  Mindful of the partners  Create a prototype workflow  Communicate with partners to avoid duplicating efforts
  20. 20. UPDATES  90k vol journals barcoded and processed  60k for FLARE  14k dup  Barcoding helps inventory check 20k monograph in process  MOU signed, yet to pay  Quotes obtained from movers  Will ship when FLARE is ready to accept 
  21. 21. QUESTIONS?  Ying Zhang Acquisitions Librarian Ying.zhang@ucf.edu  Michael Arthur Head of Acquisitions and Collection Services Michael.arthur@ucf.edu
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