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

Michael Arthur (speaker), Ying Zhang (speaker)

Published in: Education, Technology

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  • 1. DEVELOPING A STATEWIDE PRINT REPOSITORY IN FLORIDA: THE UNIVERISTY OF CENTRAL FLORIDA EXPERIENCE WITH FLARE Ying Zhang Michael Arthur
  • 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. 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. ESTABLISHING PARTNERSHIPS ASERL/Print Repository  UF/ASERL journal holdings database  Statewide JSTOR holdings  WorldCat Collection Analysis –SULs  Evaluating/Managing duplication 
  • 5. PLANNING Statewide Shared Storage Task Force is born  Building specs  Collection parameters  Resource sharing  Specific goals were outlined 
  • 6. ABOUT FLARE One copy for monographs and serials  Has an OCLC symbol  Participates in Uborrow  State of the art preservation lab 
  • 7. MORE ON FLARE Hathi Trust  ILL/Document Delivery  Digitization  Last Copy in Florida  Special Collections 
  • 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. 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. 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. 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. 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. PROCESS 2 person team  Mobile workstation in the stacks  Clearly mark the vols  Enter into the ILS  Verify the display in OPAC 
  • 14. CRUCIAL FACTORS Data  Communication and Feedback  Staffing  Flexibility 
  • 15. DATA Accurate source  Searching and verifying  Backup 
  • 16. COMMUNICATION Locate the expertize, both internal and external  Coordinate  Test and re-test  Feedback from public services perspectives 
  • 17. STAFFING Identify the most appropriate staff  Appoint a Team Leader  Ensure routine work covered  Training  Quality control 
  • 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. 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. 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. QUESTIONS?  Ying Zhang Acquisitions Librarian Ying.zhang@ucf.edu  Michael Arthur Head of Acquisitions and Collection Services Michael.arthur@ucf.edu