PowerPoint Presentation

What Technical Services?How to Manage and Adapt to BIG Change

ALCTS Role of the Professional Librarian in Technical Services IG ALA Annual, June 29, 2013

Roy A. Ziegler Associate Dean for Collections & AccessRuth S. Ziegler Authorities/Catalog Management Librarian Florida State University Libraries

Thank you for inviting us to present.When it comes to change, it doesnt get much bigger than eliminating a library division.In 2012 it happened at FSU.Now a snap shot of our university1FSU SnapshotFlorida State University in located in Tallahassee, FLComprehensive public university established in 185142,000 students (32K undergrad, 10K graduate, 2.4K faculty)Research Intensive Very High (Carnegie Class), ARL memberAll libraries: 3M physical volumes, 72K e-journals, 1M e-books, 700+ databases University Libraries (excluding Information, Law, Medical, Music)6 buildings in Tallahassee (3 for remote storage)Technical Services 4 blocks from main campus for the last 19 yearsSurrounded by a changing neighborhood with considerable non-university construction

Law and Medical Schools

Technical Services moved from the main library (Strozier Library) in September of 1994 to a remodeled building at the corner of Woodward Ave. and West Madison Street. They moved into a new building at 711 West Madison in August of 1999. 2Change is all around usTo the west College Town is under construction

To the west, College Town will open in August 2013. It is a development mix of retail, restaurant and entertainment space, with 71 apartments located on the upper floors. It is an FSU Boosters real estate development.

3Change is all around usTo the east is Catalyst, a luxury apartment complex opening this fall

4Change is all around us

Were the yellow.5Change is all around usIn the middle is the Technical Services building

Compared to the surroundings, it looks tranquil from the outside but from the inside, theres a lot of change going on too.6Change within 711 West Madison

2004: A DivisionTypical setup with addition of ILL(ordering, receiving, cataloging, maintenance, physical processing) with 52 people

In July 2012, the Division was dissolved

2013: A LocationParts of two divisions remain 1) Serials and Monographic Acquisitions departments to Division of Collections and Access, 2) Cataloging/Catalog Management departments to Special Collections and Archives.

24 people remain

7Library Organization

The larger organization has felt the impact too.

The size of the University Libraries organization decreased by 27% over 9 years.2004 = 49 librarians, 115 staff2013 = 45 librarians, 84 staffTotal loss of 35 positions

Things are rough allover.8Why all the downsizing?Format Migration (print to electronic)

Reduction in the amount of physical books, journals, newspapers, indexes/abstracts, thesis/dissertations coming into the libraryFewer people needed to check-in, physically process and bind Patron/Demand Driven Acquisitions of e-books instead of print approval plan and firm-orders Greater need in public services to help patrons navigate the online collections

Rarely do we buy any print reference booksAll of our theses and dissertations are electronicNewspapers are all onlineOf our 72K journals only 2,200 are received in printLess stuff to check-in, process, label, bind, repair, withdraw. In 2001 we spent $190K on binding, in 2013 we spent $15K. Might stop entirely next year.Patron and demand driven projects have reduced the size of print approval plans and firm-ordersWith all of the e-resources and the main library being open 24/5 and the science library soon to follow (after renovation) there are huge demands to staff public desks to guide patrons.9Why all the downsizing? 2. Productivity Tools and Efficiencies Library Management Systems have gotten betterEDI implemented for orders and invoicingMulti-institutional and Consortial Collection Development (PDA and purchased collections) Deposit accounts, not title-by-title payment processGreater reliance on distributed collections (RAPID for articles, ILL and U-borrow for books)Ceased journal check-in except for art and design materials

EDI started in 2008FSU/UF shared e-book PDA project for research level materials (since 2011), State University System PDA e-book project for undergraduate level materials (just started).10Why all the downsizing?Productivity Tools and Efficiencies (cont.) Global change functions in LMSStreamlining cataloging procedures Macro Express program used in Aleph for generating fields with greater accuracy and speed. Text strings created in OCLCEveryone trained to use ClassWeb and Catalogers Desktop ETD Working Group

Global example: Dirac Science Library - 62K books were withdrawn. We talked with University of Florida and worked out the process. They had experience with some big global re-designation projects. It took a week and a half to complete. It wouldve taken 4 people an entire year to accomplish the task manually.

Cataloging Manual Committee formed - revising and adding new procedures in Sharepoint. Very convenient and efficient.

Example of using Macro Express: Cataloging statistics for annual ARL reports - Cataloging statistics were kept manually with each cataloger updating spreadsheets which would then be compiled monthly and yearly. New method adds a field to the catalog holding record that can later be used for generating reports.

Instead of cataloging ETDs one at a time following a template, we have access to the ProQuest metadata files. We transform the metadata for our institutional repository and for the catalog. We batch load the catalog records into WorldCat and again into the local catalog. Use XSLT and MARC XML.

11Why all the downsizing?3. OutsourcingAccepting vendor supplied records for domestic and foreign booksPhysical books arrive Shelf ReadyAuthority control reports are no longer done by Authorities staff. Looking toward vendor outsourcing support from the state legislature. Shelf Ready currently Approval and will add Firm orders in September.

The State University System of Florida (SUS) Authorities Sub-Committee of the Cataloging, Authorities, and Metadata Committee (CAM) wrote a white paper with recommendations regarding authority work in the shared bib environment. The SUS directors are supportive of outsourcing. It is part of the 2014 Legislative Budget Request.

12Why all the downsizing?4. Impact of Budget cuts 35 library-wide positions eliminatedInternal reorganization within units and departmentsReassign personnel to other divisions that have lost positionsCannibalize positions by increasing salary rate on existing lines Converting staff positions to new faculty linesExample of cannibalizing: Taking money from vacant positions to apply to other positions to increase salaries in Technology and Collections Access. Converted 4 staff lines to 2 faculty lines - Subject Specialists

13Why eliminate the Division?Traditional technical services work has diminished Continued need for personnel in more critical areasInstitutional interests have higher priorityPhilosophical shift to emphasize unique cataloging/description of rare books, archives and digital collections, less time spent on cataloging common materials

As we already covered: less ordering, check in, physical processing and payment.

The 24/5 model for public desks.

We have a large number of rare books that were never cataloged or have minimal cataloging.

There are about 350 collections in the archive that appear to have no MARC records. In addition to MARC cataloging, there will be work to be done in Archon, our collections and finding aids database. There is a 2 TB backlog of digital images. The idea is to train a broad group in basic metadata so that people can help with this.

Non-image projects, like any book digitization, we will likely see us reusing and enhancing MARC data in MODS.

Ultimately, the overall idea is that we have a broad group trained in metadata and we can coordinate different levels of metadata creation for low-detail and high-level detail projects.

14Morale of impacted personnel Negatives:

In 2012-2013 Shared Bib implementation, RDA, a major withdrawal project and reorganization all together No single point of advocacy before Senior LeadershipMore work responsibilities Preference for electronic resources but still ordering print (Art and Humanities titles)Being relocated or split from coworkers in the Technical Services Building

In July 2012, Shared Bib was implemented 11 catalogs of the State University System (SUS) schools. We all had to get used to the combined database and the look of the cataloging module. The timetable was rushed for the Florida Center for Library Automation (FCLA) and the merge wasnt perfect. FCLA merged with College Center for Library Automation (CCLA) to become The Florida Virtual Campus FLVC did a great job with what they had to do in such a short time. There are over 12 million records in the online catalog.

We were the first in the SUS to implement RDA unofficial testers for both bibliographic records and authority records. We have been NACO since 2006.

We still have a lot of print materials coming into the building. People are concerned about the new workload.

Perception that we represent the past, not the future.

15Morale of impacted personnelPositives:

People are enthusiastic about broadening their knowledge base, skills and experience Opportunities for collaboration and inclusionMore chance to move around within the organizationCan make contributions that are relevant to what the organization needs most to respond to the universitys needs todaySome people are genuinely excited about these opportunities. We want to keep up and be viewed as valued, necessary and relevant to the organization. 16 The Transition

Good planning, transparency with no surprisesGood Communication Meetings at Division, Department, Unit and Individual level Training Departments must be up-to-date with cataloging and metadata standards Review positions vacancies and retirements Matching individuals skill sets to new duties

It still was a bit of a surprise to us. Maybe we were in denial at first. Senior Leadership and HR came down and had information sessions with question and answer time.

Training We have been involved already in two small digitized photo projects using Dublin Core. They are seeing who is interested and does well.

Florida State University is a development partner with FLVC on the Islandora project which is intended to provide a common digital library platform for digital resources owned by the state universities and colleges of Florida. We are currently contributing FSU staff time and expertise to the project. FLVC has been working on the Islandora project with the CSUL Digital Initiatives and Services Committee (DISC) since March 2012. They are close to a start. The first two phases of the project focus on digital materials owned by the state university libraries, and the third phase of the project will open up participation from members of the Florida College System (FCS) and associated institutions.

We will learn MODS for the Islandora digital library platform. We recently had a preview of the website. 17BIG ChangeIntegration of Tech Services into other divisions resets the library organizations priorities for the futureWe realize that we cant do it all so we are making appropriate choices for our situationWe are using many tools to respond to the changing expectations of our patronsThe organization is right-sized so we can provide the most important resources and services to our university community

There is a need to establish infrastructure for scholarly communication and mass digitization processing.

There will be lots of planning and strategizing with this new landscape: short term and long term goalsstaff (open positions and filled positions)workflows

18What Technical Services?For now we are still located at 711 West Madison Street

19What Technical Services?Questions?

Roy A. Zieglerrziegler@fsu.eduRuth S. Zieglerrsziegler@fsu.edu

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