Technical Services Workflow Efficiency Interest Group (ALCTS) Community
The ALCTS Technical Services Workflow Efficiency Interest Group presents the following Midwinter program:
Outsourcing Practices in Technical Services
Monday, January 10, 2011, 1:30pm - 3:30 pm
San Diego Convention Center - SDCC Room 30 A
While not a new trend, the outsourcing of technical services work is an increasingly ubiquitous presence in library operations and the management of resources. Many libraries are contracting out to vendors or external organizations as a solution to budget limitations, shrinking staff levels, and shifting priorities. Common areas of outsourcing include cataloging, digitization, and selection. Today, we refer to services like shelf-ready, patron-driven acquisitions, and the Google Books project. Our panel will share aspects of their library's outsourcing profile, costs, benefits, comparative service quality, and assessment tools.
Please join us for a lively session. Our panelists are:
Head of Electronic Acquisitions & Serials Control, University of Texas, San Antonio
Head, Metadata Services and Digital Projects, University of Oregon
Library Administrator, Thomas Branigan Public Library (New Mexico)
For more information, please contact co-chairs Dracine Hodges (firstname.lastname@example.org) or Megan Dazey (email@example.com)
“From Spreadsheets to Systems: Acquiring New E-resources at MTSU”
Keeping track of the early stages of e-resource acquisition, from request to access can be a challenge. Relying on emails, Word documents, spreadsheets and memories is fraught with problems. At Middle Tennessee State University (MTSU), information is now recorded in systems that can track statuses and issue automatic alerts to appropriate people. Requests are now submitted via online forms (JotForms) and recorded in the ERMS (Serials Solutions Resource Manager). The university has implemented an online procurement system (SciQuest) which tracks orders through the procurement and contract approval processes. I would like to present a brief overview of these systems and how we use them to improve workflow.
“Growing Pains: Migrating from a Locally Built ILS to a Vendor System”
In September 2014, Metropolitan Library System, Oklahoma City, migrated from a locally designed ILS to a vendor system. The local ILS had been used in some form for almost 30 years. Although the vendor ILS contains some of the local system’s design features, technical services workflows have required significant redesign and/or restructuring. I will discuss the changes that were made and the reasoning behind them, including: the history leading up to the new ILS; metropolitan’s unique technical services operations; how the need for new workflows was determined; how new workflows were designed; what works and doesn’t; and the challenges and opportunities associated with the changes.
“Shapeshift: Leveraging Institutional Re-organization to Integrate Technical Services Units and Promote Innovation in Metadata Services”
At the University of Virginia Library, a library-wide re-organization of departments and services has provided technical services units the opportunity to evaluate staffing allocations and services focused on acquisition, description, and discovery of library materials. This presentation will focus on how the University of Virginia Library has integrated Special Collections and non-Special Collections technical service units, re-imagined acquisitions functions, and created new units focused on MARC and non-MARC metadata creation as well as metadata analysis and design. Though nascent, these changes have already enabled the metadata services units to expand their missions within the library, confront processing backlogs (particularly in the area of legacy finding aids), and prepare for significant education and cross-training among units to achieve newly-defined shared goals.
“Take Two! Revamping Collection Development Workflow for Streaming Video Collections”
At our large academic library, it was determined that current video streaming activity needed to be reconsidered and that a decision tree for incoming video requests needed to be created. In fall 2014, a Video Streaming Decision Tree Committee was formed with librarians and staff from various units within the Library including Collection Development, Acquisitions, and Music & Media. The Committee created a detailed decision tree that accounts for the complexities of streaming media, as well as a corresponding worksheet to record the decision process and a new online form for submitting video requests. The new decision tree, worksheet and online form were put into practice in the spring 2015 semester. This presentation will discuss the Committee’s process in creating the workflow and documents.
Planning for the Evolving Role of Metadata Services
The ALCTS Metadata Interest Group and the ALCTS Technical Services Workflow Efficiency Interest Group invite you to join us for the ALCTS ALA Annual Virtual Preconference “Planning for the Evolving Role of Metadata Services.” The preconference will feature three days of exploring the expansion of metadata services, including:
Session 1: Metadata Services for Research Data Management (June 2)
- Research Data Support at The University of North Carolina at Greensboro (UNCG): a Metadata Perspective
- Anna Craft, Metadata Cataloger at UNCG
- Using DDI Metadata to Support Research Data Management
- Jared Lyle, Director of Curation Services, ICPSR
- Evolving Workflows for Metadata Ingest at The UC San Diego Library
- Arwen Hutt, Metadata Librarian, UC San Diego
- Integrating New Services into Existing Metadata Workflows
- Nathan B. Putnam and Bria L. Parker, Metadata Services, University of Maryland
- Special Collections, Special Thesauri: Managing and Publishing Local Vocabularies with TemaTres
- Allison Jai O'Dell, Special Collections Cataloging & Metadata Librarian, University of Miami Libraries
- Encoded Archival Context-Corporate Bodies, Persons, and Families and Washingtoniana Collections: A Pilot Project at the George Washington University Libraries
- Dan Tam Do, Metadata Services Managers, George Washington University Libraries
Session 2: Assessing Metadata Staffing and Workflows (June 3)
Session 3: Techniques and Technologies for Developing Local Controlled Vocabularies (June 4)
When: June 2-4, 2015
Time : 2:00pm (EDT); 1:00pm (CDT); 12:00pm (MDT); 11:00am (PDT)
Length: 90 minutes
Event webpage (including session details and registration information): http://www.ala.org/alcts/confevents/upcoming/webinar/060215
Santi Thompson, Head of Digital Repository Services
University of Houston
A Carnegie-designated Tier One public research university
2015 ALA Annual ALCTS Preconference: Coding for Efficiencies in Cataloging and Metadata: an ALCTS preconference in San Franciscoby Margaret Glerum on Fri, May 8, 2015 at 04:18 pm
Coding for Efficiencies in Cataloging and Metadata: an ALCTS preconference in San Francisco
CHICAGO - On Thursday, June 25, at the 2015 ALA Annual Conference, the Association for Library Collections and Technical Services (ALCTS) brings you “Coding for Efficiencies in Cataloging and Metadata: Practical Applications of XML, XSLT, XQuery, and PyMarc for Library Data.” This all day preconference, 8:30 a.m. – 4:30 p.m., provides concrete examples and hands-on exercises for practical applications of coding with library data. Register through the 2015 ALA Annual Conference website. The price is: $219 for ALCTS members (use special code ALCTS2015); $269 ALA for members, $319 for non-members. Event Code: ALC2. Advance registration ends June 19.
Session topics include:
- XML and XSLT for streamlining and scaling up metadata and cataloging workflows
- RDF/XML for serializing MODS-RDF and BIBFRAME
- XQuery for extracting, manipulating, and constructing library metadata
- PyMARC for accessing and manipulating MARC records.
This preconference is intended for cataloging and metadata librarians or paraprofessionals and information science students having some familiarity with metadata creation and/or descriptive cataloging practices, and at least one or two formats such as MARC, Dublin Core, MODS, METS, or RDF. This preconference may also be useful for digital scholarship librarians and library technology staff. Sessions are oriented towards those who have some familiarity with the technologies covered, however it is not required.
Attendees are encouraged to bring a computer with XML-aware and Python software as well as questions for group discussion. See the event page for complete instructions.
This preconference is presented by Timothy W. Cole, Mathematics and Digital Content Access Librarian, University Library; Myung-Ja (“MJ”) Han, Metadata Librarian, University Library, University of Illinois at Urbana Champaign; Christine Schwartz, Metadata Librarian and XML Database Administrator, Princeton Theological Seminary Library ; Heidi Frank, Electronic Resources & Special Formats Cataloging Librarian, New York University Libraries, Knowledge Access & Resources Management Services.
For questions, contact Julie Reese in the ALCTS Office at firstname.lastname@example.org or 1-800-545-2433, ext. 5034.
This preconference was developed by the ALCTS Technical Services Workflows Efficiency Interest Group and is cosponsored by the LITA Program Planning Committee and Online Audiovisual Catalogers, Inc. (OLAC).
See the ALCTS conference web site for information about other ALCTS events, including preconferences on best practices for cataloging videos, real world linked data, cataloging special formats for children’s materials, and challenges with managing streaming media for academic libraries.
ALCTS is a division of the American Library Association.
The presentations from our meeting at ALA Midwinter 2015 have been posted. Below are the summaries and their corresponding filenames.
Just let me know if you have any trouble accessing these PDFs.
Annie Glerum, co-chair
“Taking the First Step towards Change; A Workflow Analysis of the Cataloging Functions at the University of Houston Libraries,” presented by Heylicken "Hayley" Moreno.
Institutional practices are sometimes put in place for historical reasons. Sometimes libraries do not even know why certain procedures are performed in a specific manner. With this in mind, it is important that librarians review current practices at their institutions. One of the first steps a librarian should take when analyzing their department’s functions is to perform a workflow analysis. A workflow analysis reviews procedures, identifies inefficiencies, and recommends the adoption of new practices. Performing such analysis can help streamline processes by making them more efficient and cohesive. In this presentation, participants will learn the various steps in workflow analysis and how these steps were applied to the Resource Description Unit’s workflow at the University of Houston Libraries.
“Who Catalogs What?: A Virtual Workflow for Cataloging Electronic Theses & Dissertations,” presented by Joshua Barton & Lucas Mak.
Managing in-house cataloging of electronic resources requires procedures different from existing print-based workflows. A particular challenge is the absence of any physical queue to drive the work. MSU Libraries has devised a workflow for the institution’s electronic theses and dissertations (ETDs) that is independent of any workflows for the ETDs’ print counterparts, leveraging automation and cataloger expertise. We will review challenges and efficiencies in the steps, which include repurposing ETD metadata supplied by ETD authors and ProQuest, programmatically creating brief records via XML/XSLT in a local Fedora repository and the local ILS, enhancing brief records in the ILS by original catalogers using Google Sheets as a real-time, virtual workflow management tool, and the uptake of cataloger-enhanced metadata into the Fedora repository.
“Linking E-Resources Management and Metadata Works,” presented by Sherab Chen
In a recent Librarians conference focusing on E-Resources management, I heard the buzz words of “ERM replacing cataloging.” This raised my question of what exactly an E-Resources Metadata Librarian’s role is in providing access and enhancing discovery of e-resources provided in today’s academic libraries. In my presentation, I would like to share some of our experiments in designing a more effective workflow that chains up with Acquisition and Collection Management, and strategies on transfer staff expertise from senior to new members. I will talk how to motivate staff for stewardship in day to day works and projects. And I would be most interested in exchange ideas with colleagues from other institutes in their undertakings and thinking.
“Expanding Technicians’ Work Within and Beyond the ILS: ‘Whoever Has the Item/Information Completes the Work’,” presented by Betty Landesman.
Silos are not limited to big departments. When I started at UB in July 2012, the two technical services technicians did either acquisitions or copy cataloging/physical processing of new materials, but not both. Their work was limited by system – if it wasn’t done in the ILS [for example, electronic resources management in Serials Solutions], someone else did it. Following the principle of “whoever has the item/information completes the work”, technicians now add items to WorldCat Lists and create invoices for gifts as part of cataloging; do physical processing of materials as part of acquisitions; and maintain journal holdings in Serials Solutions and ebooks in SFX. In addition, when the acquisitions technician left in July, the check-in and maintenance of our print journals and the entering and receiving of orders in the ILS passed to the other technician. We are now advertising for a library technician, without functional distinction.