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Technical Services Functions In NJ Academic Libraries Preliminary Survey Results

Technical Services Functions In NJ Academic Libraries Preliminary Survey Results. Su Hu -- Montclair State Univ. Kathleen Hughes – Montclair State Univ. Aurora Ioanid – Monmouth Univ. Background. Bibliographic Control & Metadata Committee

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Technical Services Functions In NJ Academic Libraries Preliminary Survey Results

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  1. Technical Services Functions InNJ Academic LibrariesPreliminary Survey Results Su Hu -- Montclair State Univ. Kathleen Hughes – Montclair State Univ. Aurora Ioanid – Monmouth Univ.

  2. Background • Bibliographic Control & Metadata Committee • 2003 survey results available at: http://frontpage.montclair.edu/salcc_nj/research.html

  3. What the Surveys Cover • Institutional Information • Cataloging • Systems • Digitization Projects

  4. What the Surveys Cover (cont’d) • Acquisitions • Serials • Technical Services Librarians & Public Services functions • Trends/Challenges

  5. Who Responded • 30 completed surveys out of 52 VALE libraries contacted (57.7%) • Compared to 2003, when 35 of the 52 VALE libraries responded (67.3%)

  6. Who Responded (cont’d) • Type of Institution

  7. Who Responded (cont’d) • 2006 Survey

  8. Who Responded (cont’d) • Size of Institution -- 2006 Survey • Undergraduate FTE

  9. Who Responded (cont’d) • Size of Institution --2006 Survey • Graduate FTE

  10. Who Responded (cont’d) • Size of Institution -- 2003 Survey • Full-time Enrollments:

  11. CATALOGING • Staffing • Bibliographic utility • Outsourcing • Authority control • Cataloging of e-resources • Digitization projects • E-books

  12. Staffing

  13. Staffing

  14. 2003 OCLC 100% 2006 OCLC 97% Bibliofile 3% LC JerseyCat Bibliographic Utility

  15. Outsourcing • What Function: • Copy cataloging • Physical processing • Book covers • Spine/pocket labels • Bindery • Special project • What vendor: • OCLC • Brodart • B&T • LTI (Library Technologies, Inc.) • YBP (Yankee Book Peddler) • ICI

  16. Authority Control • How: • Inhouse • Vendor • LTI • OCLC • Marcive • Autographics • Consortium • LMxAC (Libraries of Middlesex Automation Consortium) • Burlington County LibrarySystem • Somerset County Library Consortium

  17. Cataloging of E-journal databases

  18. Cataloging of Individual Titles from Databases

  19. Digitization Projects • What digitized: • Newspapers • Photographs • Special collections • Theses • Genealogy records • Archives • Yearbooks • Letters • Fragile books

  20. Digitization Projects Access: • ContentDM • Library catalog • Library homepage • NJ Digital Highway • Prequest • Homegrown database • In-house transfer to disc by Publications Dept. • In-house developed content management system

  21. Digitization Projects How Tech Services staff involved: • Project manager • Part of digitizing team • Metadata providers • Programming for web interface • Delete theses records from library catalog • Liaison to Publications Dept.

  22. E-books Size of e-book collection FY06 figures 90% libraries have e-books 89% listed individually in library’s catalog

  23. Source of Bibiliographic Records for e-books • OCLC • E-book Provider • Marcive • In-house cataloging • Gale Virtual Reference Library • ABC-Clio • Praeger, etc.

  24. AcquisitionsBudgetStaffingMajor vendorsUse of approval plans SerialsStaffingPrint collection: size, cataloging, vendorE-journal locator, cataloging of aggregators’ databases VALE Bibliographic Control and Metadata Committee Technical Services Surveys 2003-2006 Comparison Analysis

  25. Acquisitions Functions • Acquisitions in technical services coordinate expenditures for the Library collection (books, serials, electronic journal databases, and other media). • Allocates funds, administering contract negotiations (PALINET, VALE, etc.) library purchase orders and acquisitions processes. • Provides financial and statistical information on library resources (books, journals, network information and other media). • Tracks expenditures for library materials and provides reports as necessary to the Library Dean/Director and others to facilitate timely and effective expenditure of materials funds. • Monitors trends in the publishing industry and their potential impact on the library’s budget.

  26. Acquisitions Staffing 2003 Professionals 13 libraries (37%) have 0 acquisitions librarians. 7 libraries (20%) have less than 1 professional. 15 (43%) have 1 professional. Support Staff 8 libraries (23%) have 0-0.5 staff; 14 libraries (40%) have 1; 4 libraries (11%) have 1-2; 5 library (14%) have 2.75-3.5; 1 library (2.9%) has 4. Predominant: 1 professional and 1 support staff for all acquisitions operations. Acquisitions Staffing 2006 Professionals 1 library (3.3%) has 0 acquisitions librarian 5 libraries (16.6%) have between 0.25-0.50 acquisitions librarian 19 libraries (63.3%) have 1 acquisitions librarian 2 libraries (6.6%) have 2 acquisitions librarians 2 libraries (6.6%) have 3 acquisitions librarians 1 library (3.3%) has 4 acquisitions librarians Support Staff 6 libraries (20%) have 0 acq. support staff 3 libraries (10%) have 0.5 acq support staff 9 libraries (30%) have 1 acq support staff 7 libraries (23.3%) have between 1.5-2 acq support staff 3 libraries (10%) have between 3-3.5 acq support staff 1 library (3.3%) has 13 acq support staff Predominant: 1 professional and 1 acq support staff Acquisitions Staffing TREND:More libraries hire one professional acquisitions librarian (from 43% to 63.3%)Significant change from 0 librarian (from 37% to 3.3%)Fewer libraries have one support staff

  27. Major Book Vendors 2003 Baker & Taylor supplies materials to 16 libraries (46%). BNA and Yankee Book respectively serve 4 (11%) libraries. Regarding approval plans, the results show that only 7 libraries (20%) have approval plans, while the majority (27 libraries or 77%) do not adopt such plans. Predominant: Baker & Taylor is the main vendor. 77% libraries have no approval plans. Major Book Vendors 2006 Baker and Taylor supplies materials to 17 libraries (56.6%) BNA is used by 11 libraries (36.6%) Amazon.com: 4 libraries Midwest: 4 libraries Yankee: 4 libraries Regarding approval plans: 13 libraries: yes (43.3%); 17 libraries: no (56%) Predominant: Baker & Taylor is the main vendor. 56% libraries do not have approval plans. Major Vendor TREND: Baker & Taylor remains the main major vendor. BNA stays in 2nd place, but on the rise (from 11% to 36.6%)Approval plans are on the rise. (from 20% to 43%)

  28. Budget 2003 8 libraries (22%) have acquisitions budget under $100,000; 12 libraries (34%) have $100,000-$500,000; 9 libraries (26%) have $500,000-$1,000,000; 2 libraries (5.7%) whose budget is over $1,000,000. Predominant 2003: Budget between $100,000-$500,000 Budget 2006 4 libraries (13.3%) have acquisitions budget under $100,000; 9 libraries (30%) have between $100,000-$250,000 5 libraries (16.6%) have between $255,000-$500,000 5 libraries (16.6%) have between $500,000-$1,000,000 7 libraries (23.3%) have $1,000,000+ Predominant 2006: Budget between $100,000-$500,000 Budget TREND:Fewer libraries with less than $100,000 (22% to 13%)Libraries between 500k and 1000k decreased significantly (from 26% to16.6%)Libraries with budget over one million more than tripled (from 5.7% to 23.3%)

  29. Serials Functions • Serials Control performs daily serials control operations, including electronic journals. • It monitors receiving, claiming and binding of serials of all formats (paper format, videotapes, microforms, CD-ROMs, etc.) either manually or on an automated serials module. • It identifies fluctuations in periodicals titles, their frequency and concatenation. • It also controls holdings and currency for these periodicals. • It updates holdings in bibliographic utilities (e.g., OCLC, RLIN, etc.) for interlibrary loan purposes and material locating. • It produces administrative reports and interacts with vendors. • It includes true periodicals, continuations, loose-leaves, newspapers and the like.

  30. Serials Staffing 2003 Serials Professionals 18 libraries (48.6%) have 0 serials librarians; 6 libraries (16.2%) have 0.25-.05; 11 libraries (29.7%) have 1 librarian. Serials Support Staff 2 libraries (5.4%) have 0 8 libraries (21.6%) have 0.5-0.75; 12 libraries (32.4%) have 1; 9 libraries (26%) have 1.25-2; 2 libraries (5.4%) have 3-3.5; 1 library (2.9%) has 5; 1 library (2.9%) has 9. Predominant 2003: 0 professional and 1 support staff for all serials operations. Serials Staffing 2006 Serials Professionals 5 libraries (16%) have 0; 6 libraries (20%)have between 0.25-0.5 18 libraries (60%) have 1 librarian 1 library (3.3%) has 3 Serials Support Staff 1 library (3.3%) has 0 serials support staff 7 libraries (23.3%) have between 0.35-0.85 9 libraries (30%) have 1 6 libraries (20%) have between 1.5-2.5 2 libraries (6.6%) have 3 2 libraries (6.6%) have 4 1 library (3.3%) has 5 1 library (3.3%) has 6 1 library (3.3%) has 14 Predominant 2006: 1 professional and 1 support staff for all serials operations. Serials Staffing TREND:Decrease of 0 serials professionals (from 48% to 16%)Increase in number of one professional occurrence (from 29.7% to 60%)Decrease in number support staff

  31. Print Periodical Collection 2003 13 libraries (37%) libraries have 100-500 print periodical titles; 8 libraries (23%) have 550-800; 1 library (2.9%) has 800-1,000, 7 libraries (20%) have 1,000-1,500. 3 libraries (10%) have 1501-3000 1 library (3.3%) has 3000+ Predominant 2003: Libraries that have 100-500 print periodical titles Print Periodical Collection 2006 6 libraries (20%) have 1-100 10 libraries (33.3%) have 101-500 2 libraries (6.6%) have 501-800 3 libraries (10%) have 801-1000 5 libraries (16.6%) have 1001-1500 3 libraries (10%) have 1501-3000 1 library (3.3%) has 3000+ Predominant 2006: Libraries that have 100-500 print periodical titles, but 6 libraries cut down to under 100 print titles Print Periodical Collection TREND:Libraries significantly cut their print collection(from 0% to 20%)

  32. Cataloging Print Journals 2003 17 libraries (49%) catalog their print periodical titles. Predominant: None. 50% catalog their print periodicals, and 50% do not Cataloging Print Journals 2006 20 libraries (66.6%) catalog their print periodical titles. 8 libraries (26.6%) do not catalog their print periodical titles. Predominant:72% catalog their print periodicals Print Periodical Cataloging TREND:A noticeable increase in the cataloging of the print periodical titles (from 50% to 72%)

  33. Print Periodicals Vendor 2003 100% of the libraries use EBSCO as their print periodicals vendor Predominant:EBSCO Print Periodicals Vendor 2006 100% of the libraries use EBSCO as their print periodicals vendor Predominant:EBSCO Print Periodical Vendor TREND:No change except the subscriptions are fewer due to the cancellations

  34. Cataloging databases 2003 8 libraries (22.8%) catalog the journal database titles 27 libraries (77.2%) do not catalog the journal database titles Predominant 2003: Libraries do not catalog the journal database titles Cataloging databases 2006 14 libraries (46.6%) catalog the journal database titles 16 libraries (53.3%) do not catalog the journal database titles Predominant 2006: Libraries do not catalog the journal database titles, but the percentage is almost 50-50. Electronic Journals Cataloging (Databases) TREND:Cataloging databases is on the rise from 22.8% to 46.6%.PROBABLY DUE TO THE INCREASING NUMBER OF DATABASES LIBRARIES SUBSCRIBE TO—LESS LIKELY TO BE WELL CONTROLLED AS A SIMPLE LIST

  35. Cataloging individual e-journal titles 2003 4 libraries (11.4%) catalog the individual e-journal titles 31 libraries (88.5%) do not catalog Predominant: Libraries do not catalog the individual titles of e-journals. Cataloging individual e-journal titles 2006 5 libraries (16%) catalog individual e-journal titles 25 libraries (83.3%) do not catalog individual e-journal titles Predominant: Libraries do not catalog the individual titles of e-journals Electronic Journals Cataloging (individual journal titles) TREND:Slight increase in cataloging (from 11.4% to 16%). Reasons might be the high cost of MARC records available from the Journal Management Software industry.

  36. E-Journal Management Software (Journal Locator) 2003 21 libraries (56%) have a journal locator (mostly Serials Solutions) Link Resolver 2003—no data Predominant: Libraries have journal management software E-Journal Management Software (Journal Locator) 2006 22 libraries (59.45%) have a journal locator (mostly Serials Solutions) Link Resolver 2006 100% libraries which have a journal locator have acquired the link resolver Predominant: Libraries have journal management software E-Journal Management Software TREND:There is a slight increase in the number of libraries which use a journal locator.Serials Solutions is a favorite. Most of the libraries who acquired a journal locator have also bought the link resolver

  37. Technical Service Librarians’ RoleinReference/Library Instruction • 22 (73%) of the respondents • Amount of time spent varies from ‘as needed’ to 20-25 hours/week

  38. Issues/Challenges • Staffing • Difficulty filling positions • Reassignments of job duties • Library system • Maximizing use • Expanding to other modules • Enhancing bibliographic records

  39. Issues/Challenges (cont’d) • Digitization projects • Cataloging Special Materials

  40. Trends • Acquisitions budgets have increased • Roles of librarians changing • Digitization projects increasingly important • Periodicals collections (& access to them) changing

  41. Next Steps • Make a formal report to the BCMC at the next meeting in March • Trends to follow: • Budgets • Authority work • Digitization • Library organization & Job descriptions

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