Going with the flow works, but shaking things up can work even better: updating the work flow within Technical Services
1. Going with the flow works, but
shaking things up can work
even better: updating the work
flow within Technical Services
Kathleen Baril, Jenny Donley & Kelly Kobiela
Heterick Memorial Library
Ohio Northern University
2. Who we are
Introduction
“When you grow up you‟ll be put in a
container called a cubicle. The bleak
oppressiveness will warp your spine and
destroy your capacity to feel joy. Luckily
you‟ll have a boss like me to motivate
you with something called fear.”
– Dilbert
3. Heterick Memorial Library
Kathleen Baril: Collections and Electronic
Resources Librarian (Acquisitions
Department)
Jenny Donley: Cataloging and Serials
Librarian
Kelly Kobiela: Systems Librarian
4. Heterick Memorial Library
Ohio Northern University: 3,577 Students
4 Undergraduate Colleges: Arts &
Sciences, Business, Engineering,
Pharmacy
Heterick Memorial Library (Undergraduate):
5 librarians, 8 full-time support staff
Pettit College of Law, Taggart Law Library:
6 librarians, 4 full-time support staff
8. Working in a Silo
Often heard the phrases:
“That‟s how it was always done”
“I didn‟t question it”
“I got in trouble for trying to help someone
else”
“That wasn‟t my department”
Suggestions and helping others was
actively discouraged
Supplies were ordered for individual units
and not shared
9. New Librarians
All three Technical Services librarians had
started in the past 4 years
New ideas, perspectives, and management
styles
Idea to create a unified Tech Services
Department
10. Staff Changes
Three staff retirements within a couple
years
Loss of one support staff to another
University department
Absences due to health among staff
New staff with more technology knowledge
11. Impact of technology
Changing Times
“Whosoever desires constant success
must change his conduct with the times.”
– Woodrow Wilson
12. Changing Processes
Tech Services very different place from 10
years ago
Print acquisitions for both monographs and
serials down
Fewer print serials to bind
More online-only serials and eBooks
Increased database subscriptions
13. Increased Technology
Serials vendor switch
Discovery layer implementation/change
Digitization projects
eBooks
Serials moving to online-only format
Government/state documents and free
online resources added to the catalog
15. Our Process
Reviewed current job descriptions
Talked to Human Resources
Looked at individual strengths and interests
Sensitive to peoples‟ feelings
Took into account what jobs would be
changing the most
18. How Cataloging Changed
Vacant position filled by previous
acquisitions staff member
Additional crosstraining
Shifting of certain duties such as consortial
interlibrary loan
19. How Systems Changed
No immediate changes to Systems
New position created to begin Spring 2014
Digital Archives position
Assist with digitization projects
24. Other Changes
Rolled out changes at our first Technical
Services Meeting
Monthly meetings
Encourage communication
Talk about any issues
Tech Services Blog
Minutes from Librarian meetings
Combined all supplies into one cabinet
Everything is available to everyone
27. Other Changes, cont.
Created comment box
Encouraging staff to come up with new
ideas and improvements
Encouraging “thinking outside the box”
Crosstraining all positions (staff and
librarians) and encouraging staff
collaboration
28. Future
Going forward
“There are many methods for predicting the future.
For example, you can read horoscopes, tea leaves,
tarot cards, or crystal balls. Collectively, these
methods are known as „nutty methods.‟ Or you can
put well-researched facts into sophisticated computer
models, more commonly referred to as „a complete
waste of time.‟”
– Dilbert
29. Reviewing and Changing
Revisiting changes this summer
Look at workflows every 2-3 years
Align with library strategic plan
Request Master Key for each person
Create workflow chart for all staff
Encouraging staff to take initiative
Projects
Improvements
Observations
31. References
Burke, Leslie, and Stephanie McConnell. "Technical Services Departments in the Digital Age:
The Four R's of Adapting to New Technology." Against the Grain 19.5 (2007): 58-64.
Print.
Fischer, Ruth, and Mark Fischer. “Wheaton College Library: Workflow Analysis, May 29,
2008.” Buswell Memorial Library. Wheaton College, 2008. Web. 26 Apr. 2013.
http://library.wheaton.edu/sites/default/files/R2_Consultant_Report.pdf
Leffler, Jennifer J., and Pamela Newberg. "Re-Visioning Technical Services: A Unique
Opportunity To Examine The Past, Access The Present, And Create A Better
Future." Cataloging & Classification Quarterly 48.6/7 (2010): 561-571. Print.
Pan, Denise, and Zaana Howard. "Reorganizing a Technical Services Division Using
Collaborative Evidence Based Information Practice at Auraria Library.“ Evidence
Based Library and Information Practice, 4.4 (2009): 88-94. Web. 26 Apr. 2013.
http://ejournals.library.ualberta.ca/index.php/EBLIP/article/view/6516/5869
Zhu, L. "Use of Teams in Technical Services in Academic Libraries." Library Collections,
Acquisitions and Technical Services 35.2-3 (2011): 69-82. Web. 7 May 2013.
http://dx.doi.org/10.1016/j.lcats.2011.03.013