Triage in the Digital Age

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  • What is truly worthwileWhat do the selectors care about- does discipline matter – sciences, social sciences electronic – humanities/ arts – print
  • allowed to identify changes in packages by subject Titles in, titles out, swapping and cancellation could be performed by discipline. Database administrator was able to identify PO on spreadsheet and developed a script to post the distribution of funds, the encumrances and the payments.
  • Triage in the Digital Age

    1. 1. Triage in the Digital Age Gracemary Smulewitz Mary Beth Weber Charleston Conference November 3rd, 2011
    2. 2. Rutgers University Libraries Twenty-six libraries on three campuses - New Brunswick/Piscataway, Camden, and Newark.• Two major research libraries: – Library of Science and Medicine (behavioral, biological, earth and pharmaceutical sciences, engineering) – Alexander Library (humanities and social sciences collections). – Six specialized and two undergraduate libraries – Douglass Library (women and gender studies and performing arts and music). – Kilmer Library (Business)• Newark-Dana Library, including the Institute of Jazz Studies. (business, management, nursing).• Camden -Robeson Library, (broad liberal arts collection). 2
    3. 3. Link says subscription isnt current Is there asubscription? Not in IRIS or e-journals list. Searching through google to journal home page indicates Rutgers subscription. 4
    4. 4. Traditional ResponsibilitiesPrint subscriptions and serial standing orders work mostly with subscription agents and some publishers– Ordering– Receiving– Invoicing/claiming– Processing– Shelving– Binding– MARC Holdings– Pre and Post cataloging processing 5
    5. 5. Just some of E-ResponsibilitiesE-resources work with consortia, vendor, publishers, providers andlibrarians – Negotiate – Review license – Order – Create access – Maintain – Reconciliation – Usage statistics – Troubleshoot – for cataloging issues, A-Z list management, Link Resolver problems, dropped titles, just access, abuse etc. – Renegotiate 6
    6. 6. With over 47,000 FTE, over 84,000 e-journals and over 300 databases, we need to develop staff to have the skills to maintain and troubleshoot E?Our first steps in collaborative e-management: We established a team that worked across departments to answer serials and electronic resource questions, the Serials Team. • It was a 4 person team and each had a specific expertise in electronic resource management or serials management. A closed listserv , RUL_Serials, was created for communication between librarians, staff and the team. • The intent was to answer queries and share expertise through these queries and the responses. • The hope was that while fielding questions the team was building among it’s members a comprehensive understanding of the e- 7 collections and all the nuances associated with them.
    7. 7. • The Serials Team was a huge success. Questions were answered within 24 hrs. of the request and members were expanding their knowledge.• One of the team member’s responsibilities was to record all questions in a spreadsheet and a member would take responsibility for its resolution and initial it.• The skill development for all was extensive and they were able to rotate coverage on the listserv.• The number of queries/problems have grown as we have increased the volume of our electronic resources. 8
    8. 8. 9
    9. 9. Even with such a knowledgeable team we realized thatwe had to increase the number of participants in the e-workflow and then on the team.An extensive training program was conducted by theteam with staff from receiving, bibliographic recordmanagement and bindery, areas where the volume ofprint management was declining.The training was not limited to one particular area for anygroup. The intent was to develop a comprehensiveunderstanding of electronic resource management.
    10. 10. The TrainingInitially staff attended two sessions where they wereintroduced to the content and navigability of websites ofsome providers/publishers.They were to familiarize themselves with: Provider/publishers offerings Pricing models -FTE, Carnegie Classifications, Simultaneous Users, etc. Terms and Conditions. Coverage.
    11. 11. The Training –cont’dIn the 2nd session they were also introduced to the tools that are usedto manage and access the resources, such as: Administrative management of the A-Z 856 in the bibliographic record Coverage statements Vendor’s site for management of the subscription Order record in our ILSEach participant was assigned a mentor to help themwith their understanding of the material.
    12. 12. The Training cont’d.Each participant was then given three titles from a collection of a providerwhere we had experienced many problems with access or maintenance.Initially the participants reviewed the problem on their own and discussedwith their mentor.They then presented a possible resolution to all in a classroom setting.Collective discussion followed resulting in an acceptable resolution, such as: Correcting or removing the 856 Placing the URL on the appropriate bibliographic record, NT or OT Adjusting coverage in the A-Z Activating or canceling an order etc.
    13. 13. The Training-cont’d.The training continued in this manner, each staff working with amentor and then alone.Eventually each title in the provider’s collection was corrected onthe A-Z ,the catalog or was removed. This has been repeated withother collections.Currently as the Serials Team is asked complex questions toanswer/resolve they can refer the research for the problem to astaff member to help with the resolution. We are creating aculture of critical thinking with a TRIAGE atmosphere.
    14. 14. Staff are also evaluating packages and performing titlereconciliations which includes checking access, coverageand price. The Future:It is our hope that all staff will be members of theSerials Team operating with a collective wisdom.We have recently formed other teams across departmentsthat we hope will operate similarly, having the same skillsand culture. They are -E-book Team, Media TeamEventually they may regroup into one very knowledgeableteam known as the “know it alls”, but obviously calledsomething else.
    15. 15. Our contact information: Gracemary SmulewitzDistributed Technical Servicessmulewi@rulmail.rutgers.edu 732-932-7388 ext 161. Mary Beth Weber Central Technical Servicesmbweber@rulmail.rutgers.edu 732-445-0500 16

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