Provide seamless access to a collection of high quality resources, including print, web-based resources and locally produced content, which meet the curricular and research requirements of the University.
Objective
Improve The Quality Of Collection Holdings Information
Reliable and understandable collection holdings information is essential for collection management activities, such as assessing collection holdings for course proposals, locating materials in the library, and subject area collection expansion decisions. Journal holdings information can be made understandable by reformatting existing holdings to conform to the serials Marc 21 holdings standard, and ANSI Z39.71. The accuracy of item holdings can be improved by reducing or eliminating the incidence of missing and lost library materials in the library catalog.
Indicator
Library System (SIRSI) Database Reports Will Be Used To Identify And Follow Through On Projects To Improve Holdings Information.
Collection management will track and evaluate items identified by Circulation as missing, lost, paid, long-overdue, damaged, or unable to be located for re-inventory for potential replacement or possible withdrawal. In addition to missing items, approximately six items per week are lost and paid for by library users. Quarterly SIRSI database system reports will be used to verify that status items reported by Circulation have been acted on and removed from the database. Separate reports will be run to identify items reported MISSING for more than 90 days; lost items paid more than six weeks ago; items overdue for more than 18 months; and items missing in re-inventoried classification sections.
Criterion
99% Compliance Removing Lost-paid, Missing, And Long-overdue Items And/or Records
SIRSI database reports will reflect 99% compliance in removing items from the database reported as lost-paid, missing, and long-overdue. Compliance in removing lost, missing, long-overdue, or damaged status materials will be reflected by a report of zero items identified in the appropriate database reports.
Finding
100% Compliance Removing Lost-paid, Missing, And Long-overdue Items And/or Records
All books and other materials reported by the Circulation unit as missing, lost and paid, or long-overdue before March 1, 2010 have been removed from the library database. Compliance is 100% as indicated by the attached report showing zero tagged items remaining in the library database as of the date of the report.
Items indicated as missing for at least 80 days have all been removed from the database following 7-8 searches spread over the time since the loss was discovered. All items were reviewed by a library selector for decision for replacement. Compliance is 100% for items marked as missing prior to February 1, 2010. SIRSI report is attached.
Items overdue by at least 18 months are reviewed each July. All items are moved from the bibliographic database to the checkout record of the user. All overdue items have been removed from the bibliographic database. All items were reviewed by a library selector for decision for replacement. Compliance is 100%.
Criterion
95% Compliance Removing Records For Items Not Found By Re-inventory Project Being Conducted By Circulation Unit
SIRSI database reports will show at least 95% compliance with removal of items unable to be located by the Circulation unit in Re-Inventory of the collection. Compliance in removing materials will be reflected by a report of zero items identified in the database "D-number" reports.
Finding
66% Compliance Removing Records For Items Not Found By Re-inventory Project Being Conducted By Circulation Unit
The circulation unit completed re-inventory of two sections of the collection in July, 2009. A total of 1,179 items were unable to be located. In the N - PS3553 classification, 478 items were missing, with 210 of those unique items (not duplicated in the collection). In the A-HQ1060 classification, 701 items were missing, with 474 of those items unique. In all, 495 items were found to be duplicates of existing copies. The Cataloging unit completed removal of the 495 duplicate items in October 2010. The remaining 684 unique items are being reviewed for replacement decisions by Collection development bibliographers. At this point, 286 unique items have been reviewed and removed from the database, with 398 items awaiting review. Of the total items identified as missing from the collection re-inventory, 66% have been cleared from the system.
Criterion
95% Compliance Reformatting Journal Holdings In The SIRSI Database To The Marc Holdings Format
Existing SHSU journal holdings will be reformatted into the Marc 21 holdings format in the SIRSI library database. This a clear and very readable standard. Reformatting holdings in SIRSI to make them readable will reduce or eliminate reliance on the long-standing SHSU serials computer list that has been maintained since the mid-70's (known as "the orange books"). In measuring compliance, library database reports (SIRSI) will be reviewed for compliance with the Marc standard.
Finding
90% Compliance Reformatting Journal Holdings In The SIRSI Database To The Marc Holdings Format
Although SIRSI datbase reports of marc holdings do not specify numerical totals, samples of the reports indicate at least 90% of holdings records have been reformatted into patterned marc holdings.
Indicator
OCLC Union List Reports Of Local Data Records Of SHSU Journal Holdings
Local data records for SHSU journals in OCLC will be made compatible with the Z39.71 holdings display standard and the official communication standard of MARC 21 for Holdings Data (MFHD), adopted by OCLC in February of 2006. These standards present readable holdings inforamation to the user, and their application in OCLC enables automatic matching of interlibrary loan requests to our holdings. This ongoing project to convert holdings for over 6,000 titles was begun in mid-2006.
[What is OCLC? OCLC is an international online bibliograhic database located in Ohio. Many thousands of libraries particpate in cataloging and registering their holding in OCLC for the purpose of resource sharing and sharing cataloging records.]
Criterion
100% Compliance Reformatting OCLC Local Data (holdings) Records To The Marc 21 Format For Holdings Data
An offline report Union list of holdings will be requested from OCLC, downloaded into EXCEL, and sorted in order to determine the number of records that have been reformatted to be compatible with the Marc 21 format for holdings data.
Finding
92% Compliance With Reformatting NGL Serials Local Data Records In The OCLC Union List.
A report requested from OCLC in late May, 2010 showed 92% compliance with reformatting NGL serials local data records in the OCLC Union list of serials. There are over 6,500 records with local data holdings. The report is on the library's Eniac drive, but will not be attached here due to its size.
Action
Continue To Improve The Quality Of Collection Holdings Information.
Lost, Paid, Missing, & Long-Overdue status items: coordination among the Circulation unit, Collection Management, Cataloging, and Acquisitions is working smoothly. Collection Management initiates the quarterly reports, and each unit contributes to the process. Maintaining the routine set in place will be critical to keeping the former numerous problems from reccuring.
The Re-Inventory project remains uncompleted, with work in progress. The A-HQ1050 section and the N-PS3550 section had a total of 1,179 items identified as missing as of June 2009. Duplicate items were removed in the first phase of the project, leaving 684 titles to be re-searched, and individually reviewed by bibliographers. The size of the project was larger than anticipated, more than could be absorbed into the current librarian bibliographer workflow without additional manpower. The project is expected to be completed by December 31, 2010. The Circulation unit continues to identify missing in their re-inventory project of new classification areas, so catch-up will be needed in the spring of 2011 to keep with the Circulation unit project.
Reformatting of serials holdings in the OCLC WorldCat Union list is progressing very well. It has been worked on continuously, and is expected to be completed by February, 2011, five years after the machine-readable format was implemented in OCLC. The number of holdings has increased to over 7,000 titles.
Reformatting of serials holdings in the SIRSI database is progressing well, but additional work remains to be addressed in the next year to accomplish the criterion. This task is tedious and requires checking the shelves, resolving differing information, and strict adherence to marc 21 input standards for holdings.
Objective
Collection Development
Provide a collection of print and electronic resources which meets the research and curricular needs of the university community.
Indicator
Collection Policy
The Collection Development Policy will be used as the indicator for the criterion.
Criterion
Completeness Of Collection Policies.
All subject areas will be represented in collection policies. Collection policies will reflect Desired Collecting Intensities.
Finding
60% Compliance In Completing Collection Policy For Subject Disciplines
The computer science policy is nearly complete, and a policy to guide library bibliographers in making decisions for replacing lost, missing, or damaged items was created to update the existing policy which made reference to processes used in the previous DRA library system. Library Bibliographer Susan Strickland has completed collection policies for Criminal Justice and for Sociology.
Indicator
Faculty Survey
A brief survey will be developed to gather faculty perceptions about the adequacy of the collection to support their individual research and departmental curricular need. Information gathered will be used to improve the survey to send out to additional departments the following year.
Criterion
Develop Survey And Test On One Department In Each College.
A brief survey of faculty satisfaction with collection development progress in their area of research interest and the curricular responsiveness of the library to fulfill curricular needs will be developed and tested on one department in each college.
Finding
Survey Is Not Completed - Criteria Not Met
The survey has not been developed nor sent to faculty. This will be carried over to next year.
Indicator
OCLC Collection Analysis Report
Local circulation data in the library's online database will be sent to OCLC to use in collection analysis.
Criterion
80% Of Titles In The OCLC Collection Analysis Report Will Have Circulation Statistics
Circulation data in the OCLC Collection Analysis product will be mapped to Library of Congress call number areas to help identify collection purchase priorities in allocating 2011 subject funds.
Finding
No Circulation Data Input - Criterion Not Met
No local circulation data has been input. There are no instructions available for how to extract the data from our local system, so the first step is to locate another SIRSI library that has successfully interfaced their circulation data with OCLC. I have located a report on the SIRSI Client Service website from a SIRSI client who claims to have successfully carried out this project on their system. The next step is for me to coordinate with the Head of Access Services and the Library Systems administrator to review the feasibility in our system of following the steps outlined in the report I found, see if circulation data can successfully be extracted from our local system, and then send it to OCLC to match with our records. There is one small advantage to deferring this project: only records with OCLC numbers in them can be matched in the OCLC database. The Cataloging unit continues to convert our many records lacking OCLC numbers. The more records that match into OCLC, the more complete the data will be.
Finding
Alternative Method To Determine Circulation Using SIRSI System
Several SIRSI database reports provide circulation information. While these reports are not a substitute for the criterion, they can be used to gather circulation information until the criterion is achieved. Procedures were compiled to assist library bibliographers in extracting circulation reports for a call number or a range of call numbers using the SIRSI workflows staff interface.
Action
Adopt Strategies To Enhance Collection Policies And Increase Collection Assessment Efforts
Completing and updating Collection Development policies should be a focus for next year. Subject area policies remain to be developed for Dance and Military Science.
Succesfully incoporation of circulation statistics into the OCLC Collection Analysis system will help interest librarians in using the system, as will additional training, along with active promotion of the benefits of using the OCLC Collection Analysis system.
Goal
Services
Provide and improve the services that support the learning, teaching, and research needs of students and faculty.
Objective
Create Efficiencies In Processes Or Workflow
Create efficiencies in library technical workflow and support operations that contribute to the learning, teaching, and research services provided through the library to students and faculty. Examples include reducing duplication of effort, improving per-unit costs, improving accuracy, improving productivity, realizing gains through batch processes, reducing handoffs, utiltizing macros, reducing manual entry, improving communication and/or coordination between units, and realizing ergonomic benefits.
Indicator
Experience And Knowledge Of Processes And The Time Consumed By Each Step.
Experience and knowledge of the current processes, and the ability to draw on related or outside knowledge of procedures, computer capabilities, or individuals outside the unit may be employed.
Sources For Investigation And Identification Of Process Improvement 1 Investigate SIRSI reports and features in the current and next version of SIRSI for implementation or adaptation of new reports or processes. 2) Investigate open source (to the extent possible) or outside sources for use in the technical environment. 3)Seek staff input for suggestions of measures to improve efficiency.
Criterion
Three Processes To Improve Workflow Or Efficiencies Will Be Identified And Implemented.
1)Investigate SIRSI reports and features in the current and next version of SIRSI for implementation or adaptation of new reports or processes. 2)Investigate open source (to the extent possible) or outside sources for use in the technical environment. 3)Seek staff input for suggestions of measures to improve efficiency.
Finding
Routine To Build Electronic Serials URL
A computer program routine to use a computer to do what had been a manual task in cataloging electronic journals was created through the collaborative efforts and communication between the Serials Cataloger and a Reference librarian. The process automates a manual step, and enables many more titles to be cataloged in the same amount of time.
Finding
Routine To Insert OCLC Numbers Into Bibliographic Records
In mid-2007, the library entered into a project to match and identify our ownership of titles in our SIRSI database in the OCLC database. OCLC then provided us with reports of the OCLC records they matched to our bibliographic records. The reports are being used by the Cataloging Unit to incorporate OCLC numbers into our more than 100,000 bibliographic records lacking them. The Head of Cataloging found an effective way to speed the process of setting up records for improving the frequency of matching by writing a macro to insert the OCLC number into 11,000 records with old database control numbers used by the previous DRA system. The OCLC numbers are needed in our records for our Circulation data to be reflected in the OCLC Collection Analysis product used in collection management, and to enable the library to consider the use of the OCLC Local Search functionality in the future.
Finding
Merge Spreadsheets With Different Data Into One
Collection management relies heavily on the gathering and analysis of Usage data to guide purchase and subscription decisions. Large spreadsheets hold much of the data needed, usually usage statistics and invoice pricing data in separate files. Combining the data to yield the average cost-per-use has the benefit of standardizing pricing data for comparison purposes. Until this year, copying or keying in the needed information has been done manually. The time required to input information manually was 4 hours for 450 titles. The Head of Cataloging found the appropriate set of steps to match and merge information on different spreadsheets into a single spreadsheet. Time to refresh herself on steps needed, and perform the operations was 30 minutes. This accomplishment will improve the information available for collection purchase decisions.
Finding
Label Printer Acquired For Journal Labels And Book Spine Labels
Library attendees to the 2010 international SIRSI User Conference posted the conference presentations to the library's computer drive; included was a presentation on the successful incorporation of a DYMO label printer into the workflow of A SIRSI library. With the cooperative effort of the Head of Cataloging, the Head of Acquisitions, and testing by the Acquisitions serials staff, the library systems office, and the willingness of the library director to purchase new printers, there is now a new system in place for printing labels for journal issues sent to Current Periodicals, as well as for producing individual spine labels for individual books. The new ability to print journal labels reduces and virtually eliminates our reliance on the university computer services department for maintaining the label printing component of the SHSU serials list. Although the new printers require a strict cleaning regimen, their use will improve accuracy in check-in of journal issues, and will evenually eliminate the need for a special storage cabinet for journal labels. [History: Two years ago a glitch in this program caused a two-month delay in the library's ability to print labels, and consumed considerable staff time both in the library and in Computer Services repairing the problem. Last year the program broke down again, but was faster to repair.]
Indicator
Survey Of Internal Departmental Librarians And Staff
A survey will be developed and administered to librarians and staff to measure satisfaction and to gather input for reviewing current technical and collection management operations.
Criterion
90% Satisfaction Rating
While a rating of 90% satisfaction is desirable, feedback and suggestions to improve effectiveness in operations will be of greater value.
Finding
Survey Not Completed.
The desired survey has not been developed or distributed. This task will be deferred until 2011, or until after an Electronic Resources librarian has been hired in Technical Services.
Action
Identify Additional Steps To Improve Efficiency And Workflow In Technical And Collection Services
Fulfilling and surpassing the criterion of identifying and implementing three processes to improve efficiency in accomplishing essential tasks has created a heightened sense of awareness of effective measures. The improvement in processes has made it clear that additional staffing is needed in Cataloging to be able to keep up with improvements in projects such as the reviewing and re-cataloging of bibliographic records to include OCLC numbers. Additional staffing is also needed to help handle increasing numbers of serials bibliographic records as we expand access to electronic serials resources.
Survey of Internal Customers: Accomplishing this task is expected to yield valuable feedback, but it will have to be deferred until 2011, or until after an Electronic Resources librarian has been hired in Technical Services.