Collection Anywhere Minutes - May 10, 2017

John Huber Project

• Cataloging and Tech Processing have been filling out the forms for a week
  • There was some confusion over some of the terms
  • We will keep going until pink slips are gone, except items that are stuck until street date
  • Pauline is working on data entry – ILL also helped out with this piece
  • Staff are also tracking other work they do that takes them away from tracked tasks
• First committee meeting will be June 8th at 10:00 at the Service Center
  • Our team members are:  Devin (project leader), Jenny, Margot, Jill, Melissa, Ruby, Kristine, Kristin, Karen, and Monte
  • We are still looking for public service staff members, though Ben Mead-Harvey will participate
• All the managers are working on the information requested by John Huber – please get it to him by May 31st

Planning and budgeting

• New procedures for end of fiscal year
  • All RTOs must be in and approved by the manager by June 9 and received by June 30
  • All RTPs must be in and approved by the manager by July 7
  • We will discuss how collections will be handled as we are ordering 6 months out in some cases
  • Janet closes the Carl-X books, so we’ll need to discuss this with John as well
  • Continuations should work as normal – they’re already set up correctly for the new processes
• Planning process
  • Think about potential goals for each department for next year.  I will discuss with each manager during our regular meetings the week of May 22nd
  • Everyone should work on their normal budget planning, and start considering furniture, supplies, training and travel, etc.
  • I will pass along deadlines when I know what they are
  • We need to remember that our primary goal in 2017-18 will be supporting the system-wide projects focused on our top priorities for the system

Departmental reports

Cataloging

• Karin Daugherty will be leaving Cataloging and moving to Materials Selection as of Monday, May 22 and they will miss her very much!
  • Cataloging will stop quality checking barcodes at that time
• Circulation hours at the Service Center have been extended to 12:00 to 2:00.  If you do not work during those hours, please contact Pauline and she will accommodate you
• Pauline is on vacation next week
• The Kindles, hot spots, Chromebooks, and laptops will have completed Cataloging and be passed only to Tech Processing on Thursday (great job!!!!)
  • Pauline and Heidi are working on property labels for the cases

Interlibrary loan

• Things are moving along nicely, though they have been a bit short-staffed lately.  They are getting a break in the action after everything being all about ILLiad last year, and are now humming along while the bulk of the action has shifted to the John Huber study

Materials Selection

• Denise Luke’s last day will be May 19th, and Karin Daugherty will begin on May 22nd, and they are very happy to have her!
• There is a lot of change in Materials Selection due to the Alignment and related changes:
  • Working on Collection HQ tasks/assignments
  • Planning HQ training for selectors so they can become experts as they:
  • Provide training and support for new Access staff who will be responsible for collection maintenance in the libraries
• New selection processes too
  • Working on getting Baker & Taylor grids up and running in TLC so information about number of copies for various locations, etc can be transferred with the orders
    • They are building grid templates to simplify ordering processes for multiple libraries
  • Using a new tool called ESP which will evaluate carts from Baker & Taylor by (among other things) ranking the titles on various criteria, and making suggestions for locations and numbers of copies
• Janet will be working on procedures to accompany the recently approved policy changes to the Collection Development and Management policy
  • Working on the reconsideration form and Family Talk among other things
• Janet is also working on collection plans for the various size libraries as well as for the individual libraries and the Collection Anywhere Center, along with the Collection Anywhere Center committee.
• Collection budgets were to be 100% spent by May 1 and we’re pretty close to that. 
  • Money that was transferred at the end of the year went to Overdrive to cover the skyrocketing number of titles due to the implementation of RTLs (recommendations) on Overdrive.  We have also adjusted the number of recommendations allowed and the holds ratios

Tech Processing

• Heidi is back!!!!!!  We’re all very happy!
• Tech Processing has also been working on all of those pink slips for the Huber study and are getting through them.  Receiving stopped creating new pink slips on Tuesday
• Bibliotheca is sending a tech proactively (yay!!) to change out the sorter bands in the sorter room so they don’t wear all the way through
• They have ordered supplies for the rest of the year.  Janet will let Heidi know how many extra DVDs and CDs we’ll be buying in order to make sure we have enough until the new fiscal year
• We need to determine and document a Findaway process because there are issues with the branches and the Service Center both placing orders
• They are tracking the number of problem items that go through the sorter to identify what types of problems arise.  Many of the problem items should have sorted correctly
  • When we discover items that should have hold slips, we will check them in and print hold slips, but the branches should be checking in every item and printing the hold slips at their locations so that time is not lost by ending up at the wrong location until we discover the error

Digital Library

• Speakaboos is a digital reading product for the little ones (2-6 years old), which can be used through an app or a browser.  The website has been installed on every children’s computer in the library. A special Speakaboos web page will be released on May 15th. Marketing materials will be available later this summer 
  Read more about Speakaboos
• Hoopla is a digital streaming service for movies, music, and audiobooks that will be coming this summer.  Midwest Tapes will send someone here to do training for us.  We are waiting for the SIP servers to be installed before we can launch
• Summer Reading is coming soon – Kellie is working on a punchlist for the digital components.   Along with 4 other libraries, we will be piloting picture reviews where participants can upload media reviews to Beanstack.  This could include a child’s drawing, a video review, or a picture (all items can be re-shared on our social media accounts throughout the summer).  Keep up-to-date with Summer Reading updates
• Kellie is also working on several statistical questions that have come up recently
• We met with the Phase2 software development firm to talk about possibilities for the Oklahoma Collection digital platform.  They were inspired by Buddy’s vision for that collection and will get back to us with a quote and overview of on how we might move forward. 

Sarah

• We continue working on plans for the Collection Anywhere Center
  • We will be touring the MetroTech building behind the Service Center to see if it might offer some possibilities
  • We are also considering the temporary Capitol Hill space as an interim place for the Center to begin
  • Morgan Jones, Mark Schuster, and I will be visiting Las Vegas Clark County to find out about their book distribution center
  • Janet and Sarah are working with the Village Library on using data to help make decisions about how many items will need to be removed from the library during a remodel, and to help determine which items will be weeded vs which will go to the Collection Anywhere Center
• We are working on developing an Oklahoma Consortium to get beneficial pricing for the state on electronic resources and will meet with the Public Library Director committee of OLA on Friday to discuss the proposals we have received

Next meeting

• We will continue to meet on the 2nd Wednesday of each month, and will plan to do departmental reports each time.  If the agenda does not allow for that, we will submit departmental reports for the minutes