Core Technical Services Workflow Efficiency Interest Group

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Purpose: Provides a forum to discuss and analyze techniques, new developments, problems and technological advances in the workflows associated with the evaluation, selection, acquisition, and discovery of library materials and resources.

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This interest group is part of Core's Metadata and Collections Section.

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ALCTS Technical Services Workflow Efficiency Interest Group (TSWEIG) @ ALA Annual 2018

  • 1.  ALCTS Technical Services Workflow Efficiency Interest Group (TSWEIG) @ ALA Annual 2018

    Posted May 22, 2018 08:12 AM

    Please join the ALCTS Technical Services Workflow Efficiency Interest Group (TSWEIG) at ALA Annual 2018 in New Orleans, LA.

    Date and time: June 25, 2018 (Monday), 1:00-2:00 PM
    Location: Morial Convention Center, Room 297, New Orleans, LA


    OpenRefine for automating backlog records searching
    Yukari Sugiyama & Debra Falvey, Yale University

    Searching for catalog copy for the whole backlog is like finding a needle in a haystack. At the Yale University Library, we automated this time- and labor-consuming process using OpenRefine. OpenRefine is a powerful, easy-to-use tool not just for cleaning data but also for gathering and transforming data. With its ability to request URL using external web services such as OCLC WorldCat Search APIs and to parse data, the process searches in WorldCat by ISBN and/or OCLC number, checks to see if backlog titles have OCLC records available for copy cataloging, and returns results. This process could be run at the collection level as needed, depending on the staff assignments and availability. In this presentation, we will demonstrate how this process works and explain how it has reduced staff time manually searching for catalog-ready records and increased their productivity.


    Surviving an OCLC Data Sync without losing friends or alienating co-workers
    Kimberley Edwards, George Mason University

    Tackling an OCLC Data Sync (formerly known as an OCLC Reclamation) is something done by a lot of libraries wanting to clean up their catalog data, especially before a system migration. Unfortunately, there isn't much information out there to explain what needs to be done with the files that are returned to you after the Data Sync is completed or how to analyze those files for accuracy. This presentation will detail the workflow developed at George Mason University after their recent Data Sync, as well as lessons learned along the way.


    Streamlining the Silos - Collaboration with Curators and Using Alma to Conquer Multiple Workflows
    Whitney Buccicone & Charlene Chou, University of Washington

    At the University of Washington Special Collections, each curator had their own workflow to get a book from selection to shelf. With four curators, it was an inefficient and frustrating task to accommodate each workflow. In compliance with the national procurement regulations for separate fiscal roles, a pilot testing of acquisitions workflow was done in summer 2017.  For meeting the curators' concerns about keeping materials processed within the Division and vendors' relationships, a proposed solution was enthusiastically accepted by all curators.  In fall 2017, the new procedures were fully implemented for both published print materials and manuscript and archival materials.  The workflow of manuscript and archival materials were well managed in the Asana system but, there was no linkage between the acquisitions status in Alma (ILS) and Asana (a workflow management system for archives). The goal of the pilot testing was to connect the acquisitions workflows between Alma (ILS) and Asana. The pilot was successfully done for tracking the status of archival materials for accessioning in Asana and tasks created in Asana for creating purchase orders in Alma. The new procedures were implemented for both purchased and gifts materials already. This presentation will discuss collaborating across multiple departments to create one uniform workflow for special collections materials (both print and archival). We will show the steps taken from first draft to final; the timeline; and the exact forms, work orders, etc. that we have used to implement this new workflow. With collaboration between different departments (Cataloging, Special Collections, and Acquisitions), we revised the workflow using Alma work orders to track the status of each item, one processing flag to replace multiple flag and printouts to integrate workflows, and other tools to reduce inefficiencies, increase productivity and improve communication. Other benefits included reduction of missing items, increase in productivity, etc. We will also discuss the process of getting the curators involved and happy with these changes. This cross-system testing and collaboration was successfully implemented and effectively improves communications and efficiencies.

    Lucas Mak
    Metadata & Catalog Librarian
    Michigan State University
    East Lansing MI
    (517) 884-0822