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LSC502: Concord College Case Study


Digitizing Special Collections

Digitizing Special Collections

Published in Business , Education
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  • 1. Concord College Case Study Laura Matheny and Sue Liacos-Dix **view the entire case study at http:// lu .com/management/Linked/Concord%20College%20Budget%20case. htm
    • This presentation will probably involve audience discussion, which will create action items. Use PowerPoint to keep track of these action items during your presentation
    • In Slide Show, click on the right mouse button
    • Select “Meeting Minder”
    • Select the “Action Items” tab
    • Type in action items as they come up
    • Click OK to dismiss this box
    • This will automatically create an Action Item slide at the end of your presentation with your points entered.
  • 2. Using the Ethics Wheel with Budgeting This case study moves us away from management issues of the human element to management issues of a budgetary concern. While this case study certainly won’t bring out the emotion and passion we felt for the others, please consider these ethic wheel spokes as you read about Concord College:
    • Creative/Imagination – How can I as a library director make the best decisions about the budget? How can I be open to considering a solution that has never been used before?
    • Reason / Analysis – How will I as library director go about the business of analyzing this situation?
    • Group Experience - How will the budget affect the college, the library, and the patrons as a whole?
    • Authority – What institutional/legal/tradition aspects are governing the library director’s budgeting decisions and the behavior of each person affected by the situation?
  • 3. Overview
    • Concord College is a private liberal arts college located in Longleaf, North Carolina. (pop. 25,000) It was modeled on liberal arts colleges such as Bowdoin College in Maine and Amherst College in Massachusetts. Concord College has never attained the reputation of the colleges that served as its models, however, it is a very highly regarded liberal arts.
    • Almost 2000 students attend Concord College matriculating with Bachelor’s Degrees.  Students major in most of the traditional liberal arts subjects and are taught by 152 faculty members.
  • 4.
    • In the late 1980s the original library building was replaced by a 110,000 square foot library building located in the center of the campus. The library was a gift of a wealthy alumnus, Jacob Madison.  The Madison Library houses over 470,000 volumes, and includes books, periodicals, government documents, and electronic resources. The library includes several heavily used computer labs. Within the facility there are a total of 150 networked workstations. 
    Library History
  • 5. Library Services
    • Concord College is a member of NCLive and thus has access to a number of electronic resources including books from NetLibrary. 
    • Madison Library has a small number of special collections including the college archives, a small Civil War collection, and the Andrew H. Walley Collection.
    • During the fall and spring semester, the library is opened from 8 AM to 10 PM Monday through Thursday; 8 AM until 5 PM on Friday and Saturday; and from 1 PM until 10 PM on Sunday.   
  • 6. Library Services Offered
    • Reference: There is always at least one member of the library staff on the reference desk. In addition to normal duties, reference librarians also offer regularly scheduled library instruction classes both in the library and in the classroom. 
    • Circulation
    • Cataloging
    • Interlibrary Loan
    • Collection Development
    • Acquisitions and Serials
    • Systems: M ajor duties include basic computer maintenance and repair, maintaining the network and computer troubleshooting
  • 7. Personnel
    • Madison Library has a staff of 19 full time employees.
      • Seven staff members have MLS degrees.
      • Twelve have undergraduate degrees and experience in the library but do not have professional degrees.
      • Twenty students are employed per semester in 15 hour per week student jobs.
      • Occasionally Concord College provides a paid field experience to a LIS student from UNC-Chapel Hill but because of the distance between the two campuses these field experiences are typically summer ones. Field experience students are paid out of lapsed salary money. 
  • 8. Operating Budget Issues
    • As the Director of Madison Library you are preparing your proposed fiscal year budget. The budget is flexible. Monies may be moved between categories. The President and the Provost have explained to you that if enrollment remains as projected, the library can count on a five percent increase in its base allocation. 
    • Since the Library’s total operating budget is $1.64M this would mean that you will most likely be allotted a $81,975 increase in your operating budget. ( This is something to keep in mind as you think about the essential questions .)
    • To view in more detail the Madison Library budget, more to slides 18, 19 & 20.
  • 9. Special Collection Description
    • The pride of Madison Library is the Andrew H. Walley Collection. Dr. Walley was a class of 1935 alumnus. In his will he left his large collection of ornithology books and manuscripts as well as original Audubon prints of American birds.  Many items in the collection are very rare and quite a few (approximately 50) are the only copies in existence in this country. There are two books printed in Belgium in the 1600s that are believed to be the only surviving copies in the world.  This is a very valuable collection both in terms of its content and its monetary worth.
    • The Walley Collection is housed in a separate room in Madison Library with books in specially constructed bookcases.  Great care was taken to ensure that the room is climate controlled and that the books are safely housed. 
    • Because of its concentration of rare materials, the Walley Collection is heavily used by ornithology scholars who often travel long distances to use the collection. There is a wide demand for many of the items in this collection but its use is restricted because of its location and because of the fragility of many of the items. There are many requests for interlibrary loan from this collection but these requests are always refused. 
  • 10. Digitization Goal and Capital Expense Budget
    •   It has long been the dream of the staff of Madison Library to digitize the Walley collection so that its can be used more readily by scholars from around the world.  The President has said that he will entertain a budget request to digitize this collection, however, several departments are competing for the limited funds by trying to begin new programs.
    • It is unlikely that even in the best circumstances, Madison Library would receive more than an additional 5-7% to its overall budget for this project (in addition to the 5% increase).  Nonetheless you decide to present a capital improvements budget with the digitization project included as part of the expenses.
    • In your budget proposal, you will put forth the total costs of this digitization effort.
  • 11.
    • Digitization for special library collections will foster:
    • Better access to special collections
    • Expanded patron base
    • Greater prestige and recognition for Concord College
    • A digitization project will impact:
    • Library Operations
    • Library Services
    • Library Operations Budget
    • Library and non-Library Technology Services
    • A digitization project may detract from other non-library college priorities
    Essential issue: Balancing library services and new digitization project
  • 12. Helpful Information about the Digitizing Process
    • Assuming that you aren’t a digitizing master and perhaps have no experience with this sort of work, here are a few short and simple articles for you to enlighten you!
      • 1. Building a Digital Library on a Shoestring
      • 2. Washington State Library Digital Best Practices
      • 3. Institute of Museum and Library Services (IMLS) Digitation and Preservation Grants
  • 13. Information about the size of the Walley Special Collection
    • Comparable Special Digitized Collection Sizes
      • Bowdoin College has a special digitized collection of:
        • 45,000 volumes
        • 25,000 photographs
        • 500 historical maps
        • 5000 linear feet of manuscripts
      • Amherst College has a special digitized collection of:
        • 38,000 items
    • Given this information let’s assume Concord College’s special collections contains 40,000 items that would be slated for digitization.
  • 14. Digitization Project Costs
    • Capital Costs
      • Scanning Costs
        • Assuming 40,000 items
        • Let’s assume each item has an average of 250 pages.
        • Multiply 250 pages times 2 minutes per page to scan the item.
        • Scanning cost would equal approximately $60 item.
        • The size of collection multiplied by the cost per item equals
        • the total cost. 40,000 items * $60 per item = $2,400,000
      • Equipment
        • Server + 4 workstations: $20,000
        • Scanners: Need approximately eight scanners.
        • Cost per scanner is $1300.
          • 8*$1300=$10,400
        • Software: CONTENTdm 3.8 @ $11,400
        • Total Equipment Cost: $41,800
      • Total Capital Costs ~ $2.5M
    • Annual Operational Costs
      • Digital Services Librarian ($40,000/year)
      • System support and maintenance ($5,000/year)
      • Total Operations Cost $45,000/year
  • 15. Financial Overview
    • Current Operations Budget: $1.64M
    • Next year’s projected budget increase of 5% or $82,000
    • Digitizing Project
      • Capital costs: $2.5M
      • Annual operating costs: $45,000
  • 16. Budgeting Discussion Questions
      • 1. Using your creative or reasonable mind, how would you structure the Library’s budget(s)?
        • Where do you believe the projected 5% operations budget increase should be allotted? (Don’t worry about doing the math here!)
        • Would the five percent increase be evenly distributed?
        • Should the operating budget be shaved so monies can be spared each year to devote to the digitization project? If so, what areas would you let shave?
        • Should you freeze spending to last year’s level so that the annual five percent increase can all be devoted to a digitization project?
        • Should any current library services be discontinued or reduced? If so, which ones and why?
      • 2. What is your time table for completing the digitizing project?
        • Does a longer time-frame give you other financial choices?
        • How would you propose to phase it in (if you choose to approach it in this manner)?
      • 3. Do you think the Library’s capital budget proposal will be accepted by the president?
      • 4. How would you attempt to fund the digitization project?
        • Can you get started with a smaller investment?
        • Should Madison Library charge a fee to users of the Walley Collection to generate income to help fund the digitizing effort?
        • What outside sources of funding could you find (such as grants or donations)?
      • 5. What changes are necessary in personnel, equipment, etc., to cover digitization operating costs
        • Should you use outside contractors or internal resources?
        • Would you rely on paraprofessionals or students as a means of cost cutting?
  • 17. References
    • Amherst College. Five college digital access project. Retrieved 16 October 2006 http:// clio . fivecolleges . edu /
    • Bowdoin College. George H. mitchell department of special collections and archives. Retrieved 16 October 2006 http://library. bowdoin . edu /arch
    • Boyd, K. F., & Creighton, A. (2006). Building a DIGITAL LIBRARY on a shoestring. (cover story). Computers in Libraries, 26 (6), 14-20.
  • 18. Operating Budget: Human Resources
    • Salaries
    • Library Director                                                $60,000
    • Head of Reference                                    $45,000
    • Head of  Cataloging                                          $48,000
    • Head of Collection Development                                   $38,000
    • Systems Librarian                                                         $42,000
    • Reference Librarian                                                      $35,000
    • Serials Librarian                                                            $32,000
    • Support Staff Salaries (12 employees)                $328,000
    • Student Worker Wages ($6-$7 per hour- 9000 hrs per year) $58,500
    • Total Salaries                                                             $686,500
    • Benefits (25% on all fulltime salaries)                     $157,000
    • Total Salaries/Benefits                  $843,500
  • 19. Operating Budget: Acquisitions and Technology
    • Library Materials
    • Books                                                       $266,000
    • Periodical/Serials (including access fee) $220,000
    • Electronic Reference Material (including access fee)  $130,000
    • Microforms                                                                     $85,000                                                
    • Total Library Materials                                 $701,000
    • Equipment
    • Computer Equipment –Staff Use                       $25,000
    • Computer Equipment – Administrative                     $ 5,000
    • (The Computers in the library are bought and maintained
    • by the College; the software  is purchased with a site
    • license agreement by the college.)
    • Total Equipment                  $30,000
  • 20. Operating Budget: Operating Expenses
    • Operating Expenses
    • Staff Development                                            $4,000
    • Travel                                                                    $10,000
    • Repair and Maintenance                                        $12,000
    • Telephone/Internet                                                $15,000
    • Utilities                                                                    $8,000
    • Janitorial Services                                                 $12,000
    • Supplies                                                                  $4,000
    • Total Operating Expense                          $65,000
    • Total Budget                         $ 1,639,500