Workflow Session Wla 2012

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1/3 of the session on workflow analysis at the 2012 Wisconsin Library Association Conference

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  • Between 2009-2012
  • Curiosity mostly about how you compare with another library
  • Patrons want to know: where is it? is it checked out? Extends to electronic resources, too Obstacle to getting what they want is also restrictions to database access (e.g subscription needed) Just a tip of the iceberg of different needs
  • 48 hours is often the goal
  • Checklist for acquisitions staff to complete physical check of books and processing Increasing number of workflow redesign projects
  • Superficial to
  • Workflow Session Wla 2012

    1. 1. Technical Services Best Practices Or, What I Learned in 26 Workflow Projects Jane RichardWisconsin Library Association Conference, October 26, 2012
    2. 2. WiLS Tech Services projects  Madison Public Library (beta)  Nicolet Technical College  UW-Milwaukee (beta)  Portage County Public Library  Alverno  Rhinelander Public Library  Beloit College  Saint Norbert College  Brown County  Southwest Wisconsin Library System  Cardinal Stritch  UW-Baraboo/Sauk  Carroll University  UW-Green Bay  Fond du Lac Public Library  UW-La Crosse  Lakeshores Library System  UW-Marinette  Lawrence University  UW-Oshkosh  Manitowoc Public Library  UW-Stevens Point  Menasha Public Library  Viterbo University  Milwaukee Institute of Art and Design  Winnefox Library System  Wisconsin Valley Library SystemOctober 25, 2012
    3. 3. Reasons for looking at workflow Retirements and other staffing changes Implementing RDA or other standards New collection formats (often backlogged) New physical space, rearrangements Striving for efficiency (money or time) New ILSes or other discovery tools CuriosityOctober 25, 2012
    4. 4. Cataloging has changed MARC data users Patron Computer Librarian-Great for known items -Has a terrible time -Great for inventory reading the text-Less great for strings - Less great fordiscovery maintenance, like - Divergent from authority control current metadata- Viewed as an practice: hard to mapobstacle to gettingwhat they want to other schemaOctober 25, 2012
    5. 5. WiLS technical services workflowproject process1. Get overview of library through annual reports, organizational charts, statistics2. Site visit  Observe main workflow(s)  Interview staff for insight to improving systems1. Write and send report2. Edit with corrections and re-submit3. Ask for feedbackOctober 25, 2012
    6. 6. Report structure: Put the library in context  Librarytrends and challenges  Sub-group (academic or public) trends and challenges  Technical services trends and challenges Specific observations and recommendations for library, with time frame and costs/benefits; example: Recommendations (2) (Immediate): Stop printing order forms. Stop printing OCLC records. The book always has a representative record in ILS and is easily found in the acquisitions module. A small sticky note could be attached to the book on receiving with the order and/or OCLC number.  Benefit: This will save time, and it’s greener and cheaper than using so much paper.  Cost: More staff may need access to and training in Acquisitions module.October 25, 2012
    7. 7. What was learned: improve the process More planning discussions about what can realistically be addressed Present the report in person; it part of a discussion  What was unclear?  What didn’t apply?  Is there resistance?  Is there a different interpretation of outcome from each recommendation? Better follow-up: what has changed? Why?October 25, 2012
    8. 8. Successful workflow projects “Outside eyes” can help identify anomalies Include all staff Have a high goal, but focus on just a few specific topics, snags Clearly detail how changes can be achieved, with cause and effect, to stimulate a useful discussion Follow-upRevisionsFollow-upOctober 25, 2012
    9. 9. What was learned: library trends Collection size is de-emphasized as an assessment marker: turnaround time is more important New formats challenge workflows and staff skills Students expect perpetual electronic access to materials The physical library is a locale for the meeting of minds (and friends), no longer primarily a place for the browsing of books Many processes are offered outside the library by vendors or consortia (e.g., selection and ordering tools, shelf-ready processing and e-resources management)October 25, 2012
    10. 10. Tech services trends Merging acquisitions and cataloging departments: bypass cataloging as much as possible  Integrate selection and ordering processes; eliminate pre-order searching  Integrate receipt and cataloging processes Budget shifts from one-time to ongoing expenditures Extension of acquisitions tools into selection (GOBI, Collection Manager, OASIS, ITSO) Interfaces between ILS acquisitions module and institutional accounting systems Changing role of the ILS  A-Z lists  Link resolvers  Proxy servers  ERMSOctober 25, 2012
    11. 11. Tech services trends Evaluating patron driven acquisitions (PDA) Growth of media orders/activity Increasing need for non-MARC metadata Define “good enough” bibliographic records Receive vendor records Increasing use of cataloging and shelf-prep service, aka OutsourcingOctober 25, 2012
    12. 12. Tech services trends Focus on hidden collections: More time spent cataloging original and archival material (academics) Print-on-Demand Massive weeding projects: serials, reference Collaborative collections across consortia or other institutions Traditional spaces are being re-purposed as learning spaces Expanded roles working with students, or developing services (like mobile apps) Data management for repositories (academics) New measures of accountability and assessmentOctober 25, 2012
    13. 13. Some tips Stop printing order forms Stop printing and/or keeping OCLC records Download the OCLC record to ILS during pre-order search Add OCLC holdings on receipt of books: ILL embargo on very new Stop creating unique call numbers Stop adding date to book Receive shelf-ready material from vendors Defer original cataloging for new books until off New Book Shelf Subscribe to WorldCat Cataloging Partners and OCLC’s Bibliographic Notification service to maximize OCLC subscription Add supplemental content to bibliographic records to assist users in evaluating resources Re-consider metrics to measure quantity and quality: dock-to-shelf time Seek out more training opportunitiesOctober 25, 2012
    14. 14. A checklist for Interlibrary loan assessment:Ease of identifying materials:The library…. is a member of a consortium with a shared circulation system promotes use of plug-ins/widgets for identifying and locating library materials utilizes Open URL provides links to digitaized collections in ILS utilizes federated search tool for cross-collection searching by users electronic collections holdings are up-to-date in the ILS holdings are discoverable in WorldCat Lending holdings are up-to-date in resource sharing programs Lending serials holdings are up-to-date within a yearOctober 25, 2012
    15. 15. Finding inspiration ALCTS forums: archive: http://www.ala.org/alcts/confevents/past/e-forum OCLC training portal: http://training.oclc.org/1October 25, 2012
    16. 16. Typical principles of workflow analysesEvaluate tasks through these filters: Should it be enhanced? (example: add links to more content to bib records) Can it be automated? (example: macros) Can it be eliminated?  Outsource it (example: processing)  Send up or down stream (example: set WorldCat holdings in Acquisitions)  Stop doing it (example: writing date on books)October 25, 2012
    17. 17. Strategies for implementing change Get ideas from all staff Empower staff to make decisions Start small, have success, and then do more Agree to address corrections as needed (for example, don’t check all call numbers for uniqueness, but address duplicates reported) “Pilot” change Get input from external source Cross training can be invigorating, if not too stressfulOctober 25, 2012
    18. 18. Transformation of workflow projects Started with cataloging issues: MARC fields, formats, etc.: Cataloger identity crisis; RDA, new ILS models; patrons want content, not records Staffing issues were more urgent What’s the next big thing?  Bigdata?  Assessment?  What is “library scale”?October 25, 2012
    19. 19. Susan Gibbons, University of Rochester,commentator on the future of academic libraries: "...the emphasis of technical services will change from the acquisition of content to the user’s discovery of content. A library’s success will be qualitatively and locally defined by whether its users are finding the best materials easily and quickly, rather than by quantitative metrics of its collections. A myriad of services, customized to the library’s local needs, will emerge that will sit on top of a library’s broad print and electronic collections."October 25, 2012

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