Are We Still Doing This? Streamlining Workflows in Collection Management.

1. Are We Still Doing This? Streamlining Workflows in Collection Management. Regina Koury Idaho State University Library

2. About Idaho State University • ISU: Research University-High (Carnegie classification) • About 15,000 FTE

3. ISU: Program Prioritization 2013 10 Criteria: 1. History, Development, and Expectations of the Program. 2. External Demand 3. Internal Demand for the Program 4. Quality of Program Inputs and Processes 5. Quality of Program Outcomes 6. Size, Scope, and Productivity of the Program 7. Revenue and Other resources Generated by the Program 8. Costs and Other Expenses Associated with the Program 9. Impact, Justification and Overall Essentiality of the Program 10. Opportunity Analysis of the Program Dickeson, R. C. (2010) Prioritizing Academic Programs and Services: Reallocating Resources to Achieve Strategic Balance. San Francisco, CA: Jossey-Bass.

4. 2007: Indiana State University: http://bit.ly/1vaD2Db • 2003: Southeast Missouri State University: http://bit.ly/TBJaIL 2014: University of Alaska, Anchorage: http://bit.ly/1wCbrNR

5. Sample of Questions for Non-Academic Units: What are the services that your unit provides and to whom? (students, faculty, staff, donors)? Where possible, align specific service with specific customer. How is the program’s performance reviewed? By whom? How often? How does the size and scope compare with similar/same programs at peer institutions? What are the key processes or implementation elements for this program? How many personnel are assigned to the key processes or implementation elements? Can any of these key processes or implementation elements be streamlined or eliminated?

6. About Collection Management • Acquisitions - Monographs (2 FTE staff) • Acquisitions –Serials (3 FTE staff), • Cataloging (1FTE faculty + 2 FTE staff) • Electronic Resources (1 FTE faculty + .5 FTE staff) • Government Documents (1 FTE faculty + 1 FTE staff) • Head of Collection Management (1FTE faculty) • Total: 4 FTE faculty, 8.5 FTE staff

7. What we have eliminated

8. Internal Collection Management Statistics

9. Instead rely on Voyager ILS reports

10. Electronic Resources A-Z List electronic journals access checking for databases Do not add eBooks or eBook collections to A-Z list if already in the library catalogue

11. Cataloging No longer participates in and contributes records for Name Authority Cooperative Program (NACO). Defined and implemented what is “good enough” for us bibliographic record. No or minimal customization of records.

12. Government Documents • Dropped receiving all records with 856 url.

13. What we have implemented

14. Career Path Internship (CPI) program students

15. CPI students: QR codes project

16. Electronic Resources • CORAL Open Source Electronic Resources management System (ERMS) licensing module. • Google Drive to share electronic resources stats. • LibGuides for eBooks. • QR codes for GVRL collection. • Migrating to a new Discovery Service.

17. Electronic Resources + Systems • Loads eBook collections MARC records into library catalog, using free software MarcEdit to make local edits to save time of CM staff. • Maintains LOCKSS preservation system for perpetual access to selected publisher’s subscribed journals. • Works with Systems to provide off campus access and user authentication for licensed electronic resources for ISU patrons using EZproxy system.

18. No backlogs as our book budget shrink every year, less books. Work on special projects. Do not add subject headings to local thesis/dissertations. Instead scan for an abstract. Enrich old records with table of contents. Cross training for Reference and Instruction. Cataloging

19. Government Documents • Use Marciveservice to load Government Documents records into library catalog to save the time of CM staff. • Added temp + .5 CM staff to help with retrospective projects.

20. Government Documents • Collaboration with Instruction

21. Acquisitions Monographs • University Banner system. • Ordering picks up at the end of fiscal year. • Special cataloging projects for slow time. • Use EDI with Voyager ILS. • Consolidated monograph purchasing mostly through YBP.

22. Acquisitions Serials • University Banner system • Journal Cancellations: Jan-May • One time rush orders: May-June • EDI is not implemented with Voyager ILS • Special cataloging projects for slow time.

23. CM Weekly Meetings • Invite “special quests” from Public Services, Special Collections, etc.

24. CM policies and procedures

25. List of Projects

26. Collaborative CM • Cross training for Reference Desk, Instruction and Library Tours, Circulation, Systems, Development, Outreach • Meet and Work with vendors

27. Example: Week of Welcome Events

28. Example: Miniature Golf in the Library

29. What’s Next • Plan to migrate to a new, cloud based ILS, change in workflow. • Use EBSCO usage consolidation and analytics to run cost per use reports for eJournals. • Institutional repository + HathiTrust.

30. What’s Next Lean staffing: Need for extra cataloger Moving towards eThesis only. Cataloging Special Collections, e.g.: maps. LibGuides for Streaming Video.

31. Thank you! Regina KouryHead of Collection ManagementEli M. Oboler LibraryIdaho State University850 S. 9th Avenue, Stop 8089Pocatello, ID 83209 kourregi@isu.edu (208) 282-4582