- 1. University of California Libraries NEXT-GENERATION TECHNICAL
SERVICES: SYNCING UP IS HARD TO DO Martha Hruska, UC San Diego ALA
LLAMA SASS Meeting June 29, 2013
2. University of California Libraries Ten campuses and the
California Digital Library (CDL) Eleven equal organizations with
strong leaders working together voluntarily, with no mandate, as a
collaborative collective Campus library funding cuts averaged 20%
since 2008-2009. These are not expected to be restored. 3. History
of Collaboration Melvyl catalog serves as the main access point to
the collective UC library materials, integrating the holdings
information of the UC libraries as if they were part of a single
collection. In 2011, the UC Libraries moved the central catalog to
the OCLC WorldCat Local interface. Remote storage: Current holdings
at the Northern Regional Library Facility (NRLF) in Richmond and
the Southern Regional Library Facility (SRLF) at UCLA total around
11 million volumes. Shared licensed collections: The UC libraries
act as a single entity in developing a shared collection of
licensed digital materials, which significantly reduces the license
cost and administrative overhead. Shared Cataloging Program (SCP):
Established in January 2000, the program catalogs the UC shared,
CDL-licensed electronic resources for all of the UC campuses 4. Why
NGTS? Estimated total backlogs: over 100,000 total items (POT 6
2012 Report) Estimated special collections and archives backlog:
13.5 miles (New Modes for Access report, Sept 2010) 2011: 1.8
trillion GB (1.8 ZB) of data created, more than doubling every 2
years (2011 IDC Digital Universe Study) 5. Why NGTS? Success
measured by... more resources made more discoverable, reduction in
redundant work. 6. History and Development 7. UC NGTS Aims
Collaborative Collection Development Collaborative Technical
Services Collaborative Digital Initiatives Financial and Technical
Infrastructure for Collaboration 8. Collaborative Collection
Development POT 7 - Develop a system-wide view of collections and
transform collection development practices TASK ACCOMPLISHED
Recommend strategies for collecting traditional & non-
traditional digital collections system-wide & multi-campus
Shared print agreements and digitization projects inventoried and
documented 2012 Redefine the roles and responsibilities of UC
bibliographers 80 page report Spring 2013 under review 9.
Collaborative Technical Services POT 2 Transform Cataloging
Practice TASK ACCOMPLISHED Implement consortial shelf-ready program
Assessment report submitted, in pilot testing Spring/Summer 2013
Define UC Cataloging Record Standards Completed and serving as
basis for collaborative cataloging work among campuses 10.
Collaborative Technical Services POT 5 Maximize the Effectiveness
of Shared Cataloging TASK ACCOMPLISHED Assess SCP record
distribution Completed, confirmed value of Shared Cataloging. Now a
pilot to extend to include contributions from other campus(es)
Evaluate SCP decision-making structure and priorities
Recommendations adopted and implemented by Joint Steering Committee
11. Collaborative Technical Services POT 6 - Develop system-wide
collections services staffing TASK ACCOMPLISHED Existing shared
staffing agreements and projects Inventoried and new models
recommended Existing and needed tools in support of TS operations
Inventoried and collaborative acquisitions now, i.e., Catalogers
Desktop Eliminate current backlogs Backlogs inventoried. Audio CDs
now in process. Hawthorne effect for CJK? Identify models for
shared collection support services with POT 7 These will be taken
up in new UC Advisory Structure 2013 12. Collaborative Digital
Initiatives TASK ACCOMPLISHED Submit DAMS requirements Defined
Investigate DAMS software products: build vs acquire DAMS
Development underway based on POT 1 LT reports POT 1 Build the
system-wide infrastructure to support digitized and born-digital
collections 13. Collaborative Digital Initiatives TASK ACCOMPLISHED
Deploy Archivists Toolkit system- wide Completed - Adopted by HOSC,
to be continued as CKG Define minimal collection record
specification Included in UC Bibliographic Standards for
Cooperative, Vendor, and Campus Backlog Cataloging, 2012 Implement
More Product Less Process practices Successfully implemented by
UCI. Documented in Guidelines for Efficient Archival Processing in
the University of California Libraries. 2012 POT 3 Accelerate
processing of archival and manuscript collections 14. Financial and
Technical Infrastructure of Collaboration TASK ACCOMPLISHED Deposit
account system Implemented and under ongoing assessment Library
Financial Data Best Practices Adopted and in effect SPOT 2 Develop
a stable funding model for system-wide work Funding models for
different collaborative scenarios identified and in process of
adoption SPOT 3 Monitor national developments in ERMS, Databases of
Record, ILS Charge in process to assess campus interest and conduct
updated environmental scan POT 4 Simplify the recharge process 15.
A New Model for Working Together 16. Project Management Working
Group 8 members; 1 assigned per POT and overall PM (Joan Starr,
CDL) Recognition of significant project management needs; NGTS
multi- faceted, multi-phased Document, share resources and best
practices for project management in UC Libraries 17. Communications
Manager Develop communication plans to provide timely, consistent
messaging Identify audience-specific messaging Engage, broaden
participation; enhance our knowledge about next-generation services
Photo courtesy of Bancroft Library 18. http://ucngts.tumblr.com 19.
OBSTACLES & CHALLENGES Lack of common technical infrastructure
and overall willingness to develop or build one Lack of common
financial infrastructure Lack of enough local incentives to
collaborate vs continue to work at campus level Budget and staff
reductions that affected participation and travel for face to face
meetings Staff involvement due to staff reductions on campuses Key
stakeholders in current processes were asked to serve as change
agents some could be especially resistant to the role. Limitations
of the System in which we work, need to balance local priorities
with what we can do collaboratively Changes in libraries'
leadership during the various phases of NGTS 20. Outcomes Tested
assumptions UC Shared Cataloging Program already highly efficient
operation. Halting distribution of records would result in higher
costs rather than assumed savings gained Identified gaps and areas
of improvement Communication processes; infrastructure Developed
common vocabulary and standards of practice Schedule recharges;
efficient processing guidelines; UC cataloging standard 21.
Evolving Outcomes Processes and structural definitions for
collaboration Understanding, application of project management
practices Expanding upon collaborative models as well as commons
standards and practices Gained knowledge of operations, staffing,
workflow at all of the campuses through inventories, surveys,
interviews Culture shift Broadened the scope of technical services
to include support for all types of collections and resources.
Process improvements for systemwide projects Best practices Project
management templates and tools Mechanism for tracking project
assets during the projects. 22. Lessons Learned Sufficient planning
early on is often key to a successful shared service Timely
communication keeps everyone on the same page and helps clarify
reporting mechanisms Stable funding is necessary to the viability
of any shared service Commitment and support of library
administrators Changing culture takes time... And patience 23.
Questions?? With thanks to my NGTS Management Team colleagues:
Vicki Grahame, UC Irvine, Co-Chair Susan Parker, UCLA Elizabeth
Cowell, UC Santa Cruz Joan Starr, CDL, Project Management Team
Chair Emily Lin, UC Merced, Communications Manager See
http://libraries.universityofcalifornia.edu/ngts
