Materials Services Division Updates for July 2014

• For FY14, Materials Selection received a total of 15103 customer suggestions.  A total of 32142 titles were ordered for the system for a total of 210990 items.  A total of 830 boxes of withdrawals and gifts were received in the MSL basement.  497 boxes were sent to the Friends, 171 boxes of transfers and 27 boxes of gifts were sent to CAT.
• Since the beginning of the fiscal year, a total of 904 customer suggestions were received in MSL.  This averages out to 301 suggestions per week. 
• Since the beginning of the fiscal year, 1531 titles and 10652 items were selected and ordered for the system.  This averages out to about 510 titles and 3550 items per week.
• Since the beginning of July, a total of 67 boxes of withdrawals and gifts were received in MSL.  19 boxes were sent to the booksale, 2 boxes of transfers were sent to CAT.
• The average daily run for June was 726 items per day, for a total of 15,237 items. The average for July so far is 613 items per day. The processors are current on processing all rush materials and are processing non-rush materials from the run 6 days ago. Study guides and dated materials like continuations are also current.
• For FY14, TP processed a total of 215,695 items; that’s a daily average of 861 items, and a decrease of about 7% compared to FY13.
• During June, TP received a daily average of 45 boxes of materials a day, for a total of 935 boxes.  The daily average in July so far is 32 boxes.  TP received a total of 12,444 boxes of materials in FY14 which is an about 8% decrease compared to FY13’s total of 13,583 boxes.
• In FY14, TP received a total of 277,054 items of which 266,878 were ordered through the ILS system and 10,176 were standing order and continuation materials. That is a 6% decrease compared to FY13’s total of 295,494 items received.
• In FY14, 32,382 new titles were cataloged.  This is a 1% increase over FY13.  7,156 e-media titles were cataloged, a decrease of 17% from FY13.  24,858 physical media titles were cataloged, for a 5% increase.  The decrease in the number of e-media titles cataloged is directly related to the increase in physical media.
• 234,019 barcode labels were printed in FY14; 217,214 for new materials and 16,805 for reprocessed materials.  The number of labels for reprocessed materials decreased by 17% since FY13, mostly due to the fact that there were no major reprocessing projects.  The number of labels for new materials (including added copies) also decreased by 17%.
• Barcode labels were printed for added (replacement) copies of 12,838 titles in FY14, a 35% decrease from FY13.  This helps to explain the overall decrease in the number of barcode labels printed.
• 25,400  titles new to the collection were received in Cataloging during FY14.
• Titles with more reserves waiting than copies purchased at the time of receipt were consistently routed out of Cataloging to Technical Processing within one working day of receipt into Cataloging.
• Overall, titles new to the collection were routed from Cataloging to Technical Processing within 3.26 working days of receipt into Cataloging during FY14.
• The average ratio of copies to titles was 4.84 copies per title in FY14.  This is an increase of 7% over the FY13 average of 4.55 copies per title.
• 10,982 requests to borrow materials through ILL for MLS customers were received in FY14; this is an 8% increase over FY13.  10,321 requests were submitted to lending libraries, for an average of 94%.
• 8,475 materials borrowed through ILL were received and routed to MLS libraries in FY14, with 802 materials received during June.  This is an overall increase of 10% in materials borrowed since FY13.  Materials are not always received during the same month that a request is placed.  On average, 34% of borrowed materials were received in the month following the request.  As of July 10, 2014, the average fill rate for requests to borrow was 77% of all requests received in ILL.
• In FY14, requests to borrow materials for MLS customers were submitted to libraries an average of 1.11 working days after the requests were received in ILL.
• Staff in ILL evaluated 20,481 requests to lend MLS materials to other libraries in FY14.  10,349 materials were lent; these numbers are approximately the same as in FY13.  The average loan fill rate for FY14 was 50%.
• In FY14, MLS materials lent to other libraries were returned to ILL an average of 22.62 working days after shipment. 

Materials Selection Update

Library Visits

• During June, Selectors made visits to AL and BE were made.
• During July. Selectors conducted visits to CH and NW
• In August, Selectors are scheduled to visit CT, Book Centers and Books by Mail.

Staffing in MSL

• Ruby, Kristine and Janet interviewed 5 applicants for the full time MSL Tech position the first week in July.
• Lauren Reynolds started as MSL Tech on July 21.  She attended GOAL on 7/21/14 and has begun training in the department.
• The part-time MSL Tech position will remain vacant until after the ILS launch and we have an opportunity to see what the ILS does to workflow.

Staff Meetings/Workshops

• Melissa is one of the system “super trainers”.  She’s attended quite a number of training sessions through the month.
• Kristine and Susan attended the Serials training on July 11.
• Kristine, Susan, Ruby and Janet attended the standing orders portion of the serials training on 7/11/14
• All MSL staff attended the ILS Acquisitions training on 7/16/14.  Kristine, Selectors, and Janet attended the Fund and Vendor Maintenance portion in the morning and all staff attended the order creation section.  Selectors will be attending the training for Patron Recommendations on July 29^th.
• Krisitne, Ruby, Janet and Karen are scheduled to meet with Karen Peck, Playaway rep. on July 29th.
• Melissa is going to train MSL and a few TP staff on the ILS Circ and OPAC on August 4.

Tech Processing Update

• On July 9, TP was without phones or Internet access for half of the day. The system finally came back up around 12:30 p.m.
• Baker & Taylor’s and Ingram’s accounts continue to be current. 
• Heidi was unable to attend the Safety Committee meeting scheduled for July 8 at SO due to car trouble.
• Kevin Colwell attended the scheduled Staff Association meeting on June 26 at NW; the next meeting is scheduled for July 24th at ED.
• On July 11, Cara Koszara and Heidi attended a Carl.X demo “Serials: Standing Orders”. On July 16, Heidi and all Receiving and Data Entry Techs from TP attended the session on Acquisitions held DN.
• Heidi and some of the Receiving and Data Entry Techs are also scheduled for OPAC and Circulation Overview sessions the end of July and in early August
• On July 2, TP was supposed to print out and mail off the first orders for FY15. However, due to a problem with running the list the night before, the orders printed out and mailed off were duplications from the last list of FY14. TP is very grateful to MSL for contacting the vendors about to receive duplicate orders from MLS. Most of the orders could be cancelled at the vendors’. There were only a few duplicate orders that were actually received in TP. IT ran the first order list for FY15 the following evening and orders were sent out by TP on July 3rd.
• TP’s and CAT’s carpets were cleaned on July 10 and the whole area smelled much fresher and looked much cleaner afterwards. The company, RB Floor Care Services, did a very good job.
• Katie Herd is scheduled to start maternity leave on August 4th.

Cataloging/ILL Update

• Pauline attended a meeting with Anne Fischer, Karen Marriott, and TLC staff on July 11, to discuss how ILL materials will be handled after the migration to TLC.
• All Cataloging staff attended training for cataloging and item creation/maintenance in the TLC CarlX product on July 14 and 15.
• All Cataloging and ILL staff are scheduled for TLC OPAC and circulation training.
• Cataloging and ILL have received shipments of blank labels for barcodes and ILL labels, and staff are looking forward to seeing what the newly designed labels look like.
• Pauline is working to define projects for staff to work on during the transition period when cataloging is not possible.
• After seeing the TLC training database, Pauline revised the system’s CarlX index profile, identifying the MARC fields to be indexed in various types of catalog searches and the display format rules, establishing criteria for searching shortcuts in the staff catalog, again.  The revisions should improve search results in the staff catalog.
• ILL continues to have problems periodically with the Trans-Amigos courier service.  Pauline has been in contact with Amigos and is working to resolve the problem.
• The Service Center experienced a computer outage on July 9 following early morning storms.  Staff in Cataloging and ILL took advantage of the downtime to complete projects that did not require connectivity.  Connection was re-established by the afternoon.
• Carpets in the Service Center building were cleaned on July 10, and the service is much appreciated.