Changing workflows changing processes part 2
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The library hired consultants to analyze workflows and recommend changes, including outsourcing processing, cataloging only to a basic level, and restructuring staff roles, which led to personnel reductions but increased efficiency and faster access to materials, though some expertise was lost.
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Changing workflows changing processes part 2
- 1. Technical Services: Changing Workflows, Changing Processes, Personnel Restructuring … Oh My Michael Winecoff UNC Charlotte North Carolina Library Association October 6, 2011
- 2. The Catalyst for Change • We hired a new University Librarian with fresh ideas • He brought in consultants to analyze our existing Technical Services workflow – Interviewed all Technical Services staff and other library staff who interact with them – Created a 100 page report with recommendations
- 3. Monograph Recommendations • Order all monographs from one vendor who can provide shelf-ready items when possible • Eliminate pre-order searching for mainstream titles • Load PromptCat MARC records to create the full bib, item, order and invoice records automatically • Receive and pay items electronically
- 4. Collection Development Recommendations • Eliminate Approval Plan review by faculty and liaisons • Develop subject-specific Approval Plan policies to accept all receipts • Implement electronic selection and notification “slips” • Involve subject librarians more fully in collection development, particularly for firm orders • Adopt a more restrictive gifts policy • Stop negotiating with patrons about replacements • Consolidate and streamline standing order process
- 5. Personnel Recommendations • Transition traditional cataloging staff from monographs to unique items hidden in Special Collections • Free up receiving and paying staff to catalog monographs • Eliminate majority of materials processing by outsourcing -- spine labels, barcodes, security strips, property stamp and Mylar covers. This frees up materials processing staff to repair aging and damaged items and perform other duties • Give bindery staff other duties • Divide traditional documents staff between documents and Special Collections cataloging
- 6. Other Recommendations • Permanently reduce binding of periodicals • Reduce serial checkin and claiming as much as possible • Reduce fund structure from 800 to 200 funds – Use a single department regardless of format – Use one fund for serials • Eliminate the Browsing Collection in favor of a New Books display • Fast catalog non shelf-ready materials • Implement a Millennium/Banner automated accounting interface
- 7. Other Recommendations (con’t) • Catalog only to level needed • Catalog CIMC to collection level rather than item level • Implement Unicode in catalog rather than existing transliterated form • Puchase e-books for desirable and helpful • Eliminate manual tallies whenever possible • Reduce staff involved in monograph workflows
- 8. Technical Services – Original configuration (27) – Prior to July 2010 Head – Head of Collections and Technical Services Collection Dev BIBLIOGRAPHIC CONTINUING ORDERING AND POST CATALOGING ORGANIZATION DOCUMENTS RECEIVING QUALITY CONTROL RESOURCES Supervisor / Supervisor Supervisor Supervisor Supervisor Cataloger NC/UN Docs Member Gifts/Special Federal Docs Bindery and Catalog Cataloger Projects Assistant Serials Receipt Maintenance Member Serials Paying Federal/Serial Receiving Catalog Cataloger Manager Docs Assistant and Paying Maintenance Member Statistics Ordering Matls Physical Cataloger Aggregator Assistant Processing Special Matls Serials Order Serials Cataloger Specialist Checkin Approval Serials Plan Coor. Checkin CIMC Cataloger
- 9. Collection Development and Electronic Resources (7) – January 2011 Head – Head of Collections and Electronic Resources Collection Dev CONTINUING RESOURCES Supervisor Gifts/Special Projects Serials Paying Manager Statistics Aggregator Serials Order Specialist Electronic Resources Tech
- 10. Where did everyone go? • Library Systems • Special Collections • Home
- 11. Functional Staff Changes Before After Ordering 2 staff 1 staff Receiving & Paying 1 staff 1 staff Cataloging 1 librarian 1 librarian 5 staff 1 ½ staff Documents 3 ½ staff 2½ staff Collection Development 2 staff 1 staff Serials Checkin 2 staff 1 staff
- 12. Special Collections - Original configuration (6) Administrative Head of Special Collections Support Local/Int’l Manuscript University Digital Programs Documents Librarian Archivist Archivist Librarian
- 13. Special Collections (12) Head of Special Collections RESEARCH & DISCOVERY & DIGITAL COLLECTION COLL ACCESS AND REFERENCE DESCRIPTION COLLECTIONS MANAGEMENT PROCESSING SUPP SERVICES Digital Supervisor / Manuscript Supervisor Research & Programs Cataloger Librarian NC/UN Docs Outreach Lib Archivist Member University Federal Docs Cataloger Archivist Assistant Member Local/Int’l Federal/Serial Documents Cataloger Docs Assistant Librarian
- 14. Information Technology Head of Information Technology TECHNICAL MONOGRAPH POST CATALOGING DIGITAL SERVICES SUPPORT ACQUISITIONS QUALITY CONTROL Digital Info Library Services Network Supervisor Supervisor Librarian Administrator Hardware Bindery and Web Catalog Software Serials Cataloger Programmer Maintenance Support Receipt Hardware Library Receiving and Catalog Documents Software Webmaster Paying Maintenance Assistant Support Materials Web Graphics Ordering Physical Designer Assistant Processing
- 15. Permanently Shrinking Personnel Retirees Head of Cataloging Head of Collections Development CIMC Cataloger Approval Plan Coordinator Acquisitions ordering specialist Exits Records editor Part-time Documents assistant
- 16. Pluses • Special Collections has digitized and described over 3100 of photographs and post cards • 85% monographs are processed without staff intervention. That’s over 9,000 books that go straight to the stacks! • Staff are responsible for more challenging tasks • Books will be discoverable more quickly • Some staff received raises because of job changes • Some staff retired because of the changes
- 17. Difficulties • There is no cataloging expert making decisions • Some mistakes will not be caught • Books still arrive from other vendors and need to be handled by our staff • New attitude – As long as it’s good enough • No expertise for some areas – music, RDA • Some staff retired because of the changes
- 18. Conclusion • Over all most staff are happy with their new responsiblities • We are providing more and better access for Special Collections materials • Monographs are getting to the public quicker • Administration is pleased with more efficiencies • Everyone who stayed still has a job!
- 19. More questions or information? Michael Winecoff UNC Charlotte mkwineco@uncc.edu North Carolina Library Association October 6, 2011