Library Technical Services Department

ANNUAL REPORT 1999/2000

LIBRARY TECHNICAL SERVICES DEPARTMENT

I. Library Information Technology:

A.  Sirsi Unicorn Library Integrated System:

Y2K preparations and plans to upgrade the Unicorn software led to several improvements. Working with CIT, the server HP-Unix software was upgraded from version 10 to version 11 in August. In November, the server memory was increased from 128 mB to 384 mb.

On December 20 we installed version U99.2.4.2 of Unicorn, replacing version 9.2. This was an extensive change for staff, implementing WorkFlows with a completely rewritten Serials Module interface. Technical Services Librarian Debbi Dinkins trained the Serials Team in use of the new interface. The new version required considerable editing of Serial Control Records by Periodicals Supervisor Linda Grooms and Documents Assistant Robert Lenholt. Staff workstations were upgraded to 32 mb of memory to enable WorkFlows.

The upgrade permitted the merging of the Union, Main, and Music Library indexes, and these were merged, and the entire database was reindexed during the February spring break.

B.  Novell CD-Rom Server:

Interface Electronics was contracted to upgrade the Novell software to version 4.2 in the summer. Use of the server for public access has been decreasing. Only PsycLit and Ulrich's Periodicals Directory were left for public use, and we converted Ulrich's to the Web version in May. Library specific software is still run from this server.

C.  Hardware:

Dell Pentiums with NT operating systems replaced Gateway 120's for 16 public network workstations and 4 staff workstations. Fourteen older Gateway public workstations were moved to the new Library Instruction Laboratory. Other replaced units were "rolled over" to other areas.

D.  Y2K:

Planning by CIT and by the Library Systems Administration Team can be credited for the lack of any problems with Y2K other than a few redating problems. Dinkins shut down all servers and workstations prior to January 1 in case of power failures, and brought them back on January 2 without incident.

II.  Database Completion and Quality Control:

A.  Retrospective Conversion:

As anticipated, the last stages of conversion are going slowly due to the original cataloging required for many of these titles, but fewer than 7,000 titles are estimated remaining. This includes special collections and the Reference "Z" collection of bibliographies which the Reference Department wishes to weed prior to recataloging, reclassifying to subject areas, and relabeling.

B. Authority / Controlled Headings and Quality Control:

Authority work (matching the bibliographic database to the uniform subject and name headings in the Library of Congress authority files) was made the responsibility of Catalog Librarian Laura Kirkland. Kirkland attended several workshops and provided training for our librarians in the local creation of authority records according to international standards. Catalog Librarians now import authority records as they catalog, or they create them if needed. In addition to correcting current records, Kirkland is checking and correcting ones identified in the 1996 batch load of library records.

C.  Government Documents Cataloging: When a heavy flow of microfiche receipts resulted in a backlog in the copy cataloging of government documents, procedures were reviewed and changed. The very extensive "GS" series of microfiche normally do not appear on OCLC. As these titles are very descriptive for keyword searching, this series is now processed with "Z-Level" minimal cataloging as are the ERIC microfiche. Serials bibliographic records were found to be inconsistent, and Dinkins and Government Documents Librarian Barbara Costello established procedures by which all items will be separated for cataloging: simple monograph copy cataloging will be done by the Documents Assistant and by Technical Services Assistant Geraldine Littler; serials, which are much more complicated, will be handled by Dinkins or Kirkland. If the copy catalogers cannot find an OCLC record for the monograph in hand within a month of receipt, they create a temporary record in the catalog so the items may be processed for use. These temporary records are checked periodically on OCLC to locate permanent and complete bibliographic records to replace the temporary records.

D.  Government Documents Shelflist: Sirsi Unicorn makes it possible to track all depository items as required by the Superintendent of Documents. The Government Documents shelflist was closed April 19, 2000. Shelflist cards are no longer produced and added, and checkin receipts are no longer noted on the library has cards. Changes will be made in the Docs. shelflist only for withdrawals or corrections. Documents receipts are noted in Sirsi Unicorn, creating an automated shelflist and "checkin" file. The exception is maps which are maintained on a database in the Govdocs directory on the G:\ drive of our Novell server.

III. Library Resources:

In spite of several presentations to the Council of Deans and to the President's Staff which showed the declining purchasing power of a resources budget which increased only 3 % in a publishing world with an average of 6 % inflation, further increases were denied. Presentations showing the number of new programs started without library funding and comparative per/student data on library resources expenditures with our peer schools also failed to convince the President's Staff. (See Appendix A for list of expenditures by department/fund.)

The term "library materials" was changed to "library resources" to better reflect the mixed collection of physical and virtual items. The percentage of funds used for print media fell slightly in the last year, from 83 % to 81 % while the percentage for electronic resources increased from 14.6 % to 16.17 %.

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Library Technical Services Annual Report 1999/2000

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Library Technical Services Annual Report 1999/2000

With the addition of WilsonWeb full text, the Library currently has 6,117 unique journal titles (current and inactive): 3,891 in physical format and 2,226 available through the internet. In addition, some journals held physically are also available through these paid subscription databases, facilitating research for students and faculty from off-campus and for those at Celebration.

The remote databases ("virtual collection") usually supplement and expand the collection rather than replace physical items other than some reference works.

IV.  Collection Management:

A.  Chemistry Library:

Books and all journals since 1984 were moved from the Chemistry Library and integrated into the collection in the duPont-Ball Library during the summer and fall, supervised by Dinkins and Grooms. The Chemistry Library in Sage Hall now houses only pre-1984 journals and the printed Chemical Abstracts. Working with faculty in the Chemistry Department, the collection was weeded prior to the move. Their cooperation, expertise, and assistance eased the move. Kirkland also recataloged many books for addition to the automated catalog.

B.  Binderies and Conservation:

The current binder, Heckman, stopped picking up and delivering items, requiring shipping by UPS. As a result, the process of reviewing other options started in the late spring.

Periodicals/Conservation Assistant Pat Lopez began the process of mending many of the bound periodicals which were badly damaged in the shelving collapse during renovation. Many of these will be sent to the new bindery for recasing or rebinding.

C.  Microform Collections:

The decision in 1986 to buy microfiche instead of binding more than 300 journal titles assisted greatly in dealing with space shortages in the last 14 years. However, we now have an extensive collection of microfiche with only a few microfiche reader/printers which are often out of order. The lack of adequate reader/printers is a hindrance to use of that collection. If we cannot provide for use, we may need to re-evaluate the 1986 decision and return to binding, despite future space problems.

D.  Phonograph Collection:

The remaining phonograph records in the duPont-Ball Library were evaluated, and the collection was discarded. Some spoken records were given to the Communications and Drama Department and others were made available to the appropriate academic departments.

V. Personnel:

A.  Personnel Changes:

1)  Catalog Librarian: The search to fill the Catalog Librarian vacancy was concluded during the summer of 1999, and Laura Kirkland, an experienced cataloger, joined the faculty September 20, 1999.

2)  Continuations / Acquisitions Assistant: Doris Lyon retired January 28, 2000.

During the next six weeks, Dinkins learned all aspects of the position in depth while a search was conducted. Procedures were evaluated and changed as needed, with updating of the manual. Ann Molohon assumed the position March 13, and Dinkins assumed responsibility for her initial and on-going training. Grooms taught Molohon checkin of daily journal receipts.

3)  Circulation: Johnson interviewed and hired Catherine Ervin to take the new position of Circulation / Reserves Coordinator as of June 1, 2000. A search for the new Evening Circulation Assistant resulted in the hiring of David "Bill" Pitts, who began the part-time position June 11, 2000.

B.  Reference Assignments:

While Susan Ryan was on medical leave (October through May), Kirkland expanded her one shift at the Reference Desk to two each week, Dinkins assumed one night shift each week, and Johnson took the assignment as needed. Rob Lenholt, Government Documents Assistant, had recently completed his MLS, and he also assumed a regular Reference Desk assignment. These other duties meant less time for Technical Services responsibilities, but it was necessary to meet the Library's needs. The hiring of a part-time Reference Librarian, Anna Maria Bock, for the spring term was very helpful.

C.  Revised Assignments and Work Flow Changes:

With the increase in full-text journal databases and the complexity of the Serials Module of Sirsi, responsibilities were reassigned in the Serials/Conservation Team. Team Leader Grooms assumed responsibility of the master spreadsheet developed by Johnson which lists the volumes held for all journals, physical or virtual. This will require checking the remote databases each month for any changes. Lopez assumed the day-to-day supervision of student assistants, periodicals stack maintenance, and the exchange lists. Molohon does the daily checking in of journals received. All ordering, claiming, invoicing, identification of title changes, and problems are handled by Grooms.

VI. Facilities:

"Punchlist" items from the renovation and expansion continued to be time-consuming during the first few months of the fiscal year. Some items are still needed - e.g., window blinds in offices with exterior glass walls which suffer from severe glare problems, overhead lighting in the office copying/fax area, an intercom for deliveries, etc. These needs have been turned in to Physical Plant staff. A leak at the corner of the front porch overhang still needs to be fixed.

On the whole, the renovation and expansion work the way we had planned. The building provides for greater efficiency, better image to the public, and better morale for staff.

VII.  Other Departmental Activities:

A.  Booksale:

Dinkins organized a "gala" booksale in front of the Library early in the fall term. She was assisted by many staff members, and it was a good public relations event. Many of the items were duplicates withdrawn from the collection. The on-going booksale continues in the Library.

B.  Gifts of Materials:

Much as in 1998/99, Technical Services Assistant Geraldine Littler reports a small number of gifts as they were discouraged during the renovation and expansion. The 422 items were:

Books: 220 reviewed and added to the collection

127 reviewed and put on Booksale or Exchange

Compact Discs: 2 reviewed and added to the collection

Videocassettes: 67 reviewed and added to the collection

Microfiche: 6 reviewed and added to the collection

The videocassettes are a fine collection of interviews with well-known literary figures which were donated by Lannan Foundation.

C.  Serials Exchange Program: Grooms reports:

During 1999/2000 we discontinued our participation in the Duplicate Exchange Union. Most of the lists we were receiving from DEU members had already been received electronically though our Backserv participation, making the time spent checking these lists unproductive. Also, DEU requires each member to mail a paper copy exchange list every year. The paper, printing and postage expenses incurred by mailing these lists every year are not necessary with our participation in the Backserv list. The effectiveness of electronic exchange lists is evidenced by the fact that we completed 40 incomplete volumes this year using only the electronic lists of Backserv. We received a total of 155 items from 46 donating libraries and provided 188 items to 73 requesting libraries.

AGENDA FOR 2000/2001

During the leave of absence of the Associate Director for Public Services (June 1, 2000 - May 31, 2001), Johnson will serve as the sole Associate Director and also assumes responsibility for Access Services (Circulation, Reserves, and Interlibrary Loan). Dinkins will serve as Acting Head of Technical Services. The agenda for this year will therefore include an agenda for Access or Circulation Services.

I.  Resource Funding:

A.  Annual Budget:

1)  Continue process of gathering and presenting data regarding inflation factors and comparison with peer institutions.

2)  Complete process illustrating annual library resources costs for new programs - both those put in place during the past five years and those planned.

B.  Contract Negotiations:

1)  Negotiate a contract with H.W. Wilson and the ICUF libraries to reduce costs of the Wilson full text journals database.

2)  Explore with Ebsco and ICUF libraries possibility of special ICUF pricing to lower costs of EbscoHost full text journals databases.

II.  Collection Evaluation:

A.  Deaccessioning: The 1998/99 addition to the Library, while very helpful, provided little growth for the circulating collection, and an active deaccessioning program is needed. Assessment tools, using statistics from the Sirsi Unicorn automated system, established bibliographies, and other evaluation and retention criteria, will be developed.

B.  Web-based Databases: Where available, usage statistics will be monitored to ensure the best use of funds.

C.  CD-Rom Databases: The remaining CD-Rom databases will be evaluated for converting to Web-based access where possible and affordable. The standalone workstations with CD-Rom "jukeboxes" are three-year old Compaqs and the databases load slowing, frustrating students accustomed to the faster Web-based databases.

III.  Cataloging and Bibliographic Control:

A.  Authority Control: Catalogers and Johnson will study and identify the cascade for authority matching in Sirsi, and Johnson will then program the matching accordingly. Authority records for currently received items will be identified and imported or created by librarians. Kirkland will continue to work on the backlog of unauthorized headings from the 1996 batch load, and Music Librarian Jean Finks will handle those for music. As of May 2000, approximately 14,000 bibliographic records had one or more unauthorized headings.