Materials Services Division Minutes - September 17, 2015

Statistical Highlights

• Since the beginning of FY16, Materials Selection has input a total of 6,168 titles for an average weekly total of 616 titles.
• A total of 41,055 items were entered for a weekly average of 4,106 items.
• During July and August:
  • 3.500 titles new to the collection were cataloged in July and August, including 140 e-media titles.  Approximately 300 records for mass market paperbacks were added during that time.
  • About 37,000 new items were added to the collections in July and August, including browsing collections.
  • 2,100 requests to borrow materials through ILL for MLS customers were received in July and August; 2,022 (96%) were submitted to lending libraries; as of August 31, 1,563 titles have been borrowed, for an average fill rate of 77%.
  • Since beginning to use ILLiad, ILL staff have evaluated approximately 3,000 requests to lend MLS materials to other libraries; about 1,300 materials have been lent, for an average fill rate of 43%.

Old Business

Reports on action items

1. Managers are to identify data needed for cost analysis of making materials shelf ready and forward to Karen.

Some of the Managers have completed this item.  Those who have not will do so as soon as possible.  Karen will forward all information received to Tim Rogers before her retirement.

2. Managers are to collect and scan any contracts or agreements housed in their areas, and forward to Karen.

Some of the Managers have completed this item.  Those who have not will do so as soon as possible.  Karen will forward all information received to Tim Rogers before her retirement.

New Business

DVDs and original artwork

Staff in Materials Selection and MLS libraries expressed some concern about DVDs in library collections that have been processed without artwork inserts.  The generic inserts are less attractive than the original artwork; attractive materials are always understood to circulate more often in libraries.

In late June, a question was raised as to how DVDs end up on library shelves with generic artwork inserts.  Pauline and Janet investigated separately, and came up with the same basic reasons.

Most DVDs returned to Cataloging for replacement barcode labels do not have artwork inserts, since the barcode label is attached to the insert.  Other times, the generic inserts are due to titles received as a “set” having been separated.  In some cases, the discs in a set are directly related to one another; in others, they are essentially separate items packaged together (a feature film and its sequel, different episodes of a children’s educational television show).  Often, it is impossible to purchase a specific feature film unless an entire set is purchased.

Because discs received in sets are often identical to those previously purchased as individual titles, Cataloging has handled catalog records and item holdings as follows:

• Add item holdings for newly received materials to existing catalog records, unless the new items are fundamentally different from those already owned.
• Refer to department guidelines for the material’s format to determine if differences are fundamental.
• Catalogers and the Cataloging Manager are the final arbiters of whether differences are fundamental enough to require a new catalog record.

Unfortunately, DVD sets are often packaged in containers the size of a standard single disc case.  The artwork inserts in these containers describe all titles included in the set.  In some cases, the artwork on the insert is divided (description of one title on the top half, the other on the bottom, etc.), but in other cases it is integrated.  If titles in the set are separated so that holdings can be attached to different catalog records, this can be a problem.

Technical Processing has addressed this problem as follows:

• Use artwork received with DVD sets if at all possible.  Consider using color copies and cut-and-paste options in order to utilize artwork.
• Avoid using MLS pre-printed “generic” inserts in place of artwork unless it is the only option (such as when material is returned for replacement barcode label, without its artwork).

Historically, the library system has placed a high priority on facilitating customer holds and making sure that customers receive “held” materials in the minimum possible time.  The processes used by Cataloging and Technical Processing are designed to facilitate this.

With the available information, Pauline and Janet discussed ways to avoid use of generic inserts.  They presented their solution to Karen at the meeting.

If a set of DVDs is received:

1. Cataloging staff will apply existing criteria to determine the importance of keeping the titles together.  If it is determined that the titles should remain together, the set will be kept intact regardless of the impact on artwork
2. If it is not essential that the titles remain together, and each title has its own artwork, the set will be divided and separate catalog records created for each title.
3. If each title does not have its own artwork, a single catalog record will be created for the set, even if catalog record already exist for the individual titles.

Library staff will be informed that when one disc from a set is missing or damaged, the entire set is to be withdrawn and the library must request that a new copy be purchased.  If one disc from a set is sent to Cataloging, the set will be withdrawn and the disc will not be returned to the library.

Karen asked whether library staff are aware that DVDs sent to Cataloging without artwork will not have artwork when they are returned.  Pauline responded that some staff appear to understand this, others do not.  Staff at some libraries make efforts to locate and copy missing artwork before sending the DVD to Cataloging, or to locate artwork images, print them, and insert them before reshelving DVDs with replacement barcodes.  This seems to be more prevalent among libraries at which a specific staff member is assigned to handle replacement barcodes.  The managers agreed that library staff should be reminded that neither Cataloging nor Technical Processing will generate replacement artwork.  Staff should be encouraged to consider withdrawing the DVD and requesting a new copy.

Pauline will contact the Regional Directors to discuss the best way to inform library staff about ways to handle DVDs without artwork.  She will also contact Kellie Delaney about making Cataloging’s guidelines for handling DVDs available to staff online.

Preliminary planning for Karen’s retirement

The managers offered congratulations to Karen on her upcoming retirement.

The group discussed issues that may need to be resolved, and actions that managers may take, prior to Karen’s last day, October 9.

Collection HQ is basically set up.  Currently, Karen is administrator; someone else will be designated for that role.  Janet will serve as administrator with Melissa Weathers as backup.

Money has been budgeted to purchase an authority control system in FY16.  Karen recommended that Pauline begin preparing ideas for specifications for the system.

Karen asked Pauline for a progress update on ILLiad implementation.  Pauline presented the following:

• ILL has completely switched to using ILLiad for lending materials to other libraries.  As a result, time spent on loans has been cut by about half.  One of ILLiad’s best features is that it allows MLS staff to format shipping addresses in the application.  There is no consistent formatting for addresses in OCLC WorldShare ILL; this caused staff to spend an inordinate amount of time adjusting formatting before printing UPS shipping labels.  Now that our staff can control formatting in ILLiad, the adjustments are seldom necessary.
• ILL staff attended ILLiad borrow training on August 26.  Pauline is currently working on integrating ILLiad with ILL “back end” borrowing processes.  Since MLS will continue to circulate ILL materials through CarlX, staff will still need to create item records and place holds.  With some tweaks, it should be possible to use ILLiad output to do this and eliminate the need to print and file requests after submitting them to lending libraries.
• ILLiad provides a web interface that can be used to place ILL requests.  Staff are looking at the basic interface provided by Atlas and will make recommendations for changes.  When this is completed, Pauline will plan to meet with the Regional Library Directors to begin discussion of how to implement ILLiad use for public service.

Updates

Technical Processing update – Pauline

In Heidi Johnson’s absence, Pauline provided an abbreviated update.

• Monte Camp, Technical Processing Aide, began work as a full-time Technical Processor on August 31, replacing Kimberly Clark.  The other part-time Aides, Alexis and Tony, are each working extra hours until Heidi returns to work and can select a replacement.
• Heidi attended the “makeup” X Change training on August 26.
• Staff in Technical Processing are doing an excellent job of handling daily operational tasks in Heidi’s absence.  Pauline commended them for their good work.

Materials Selection update – Janet

Library Visits

• In August selectors made annual visits to CT, Book Centers and Books by Mail
• In September they are visiting DC and Janet and Melissa are visiting with Outreach/Come Read with Me.
• In October, Selectors are scheduled to visit VI and JN.

Database Statistics

• Janet, Susan and Lauren assisted with the review of database statistics for inclusion in a “database of databases”.  This required reviewing each database, identifying and recording the statistics each reports.
• The project was completed 9/15/15.

Collection HQ

• Selectors have attended two training session, 8/25 and 9/11, for the new collection management tool, Collection HQ
• They provided Karen with suggested targets for inclusion in the scheduled reports library staff will work.
• They are also becoming familiar with the product, so they can begin developing selection and budget plans.

Meetings/Activities

• Ruby attended United Way meetings on 8/12 and 9/9.
• On 8/17/15 Janet, Melissa, Ruby and Kristine attended a meeting with Playaway rep, Karen Peck.
• On 8/26, Janet, Kristine, Marilyn met with Baker and Taylor rep, Tammy Crooks.
• On 9/9/15, Susan and Janet met with Karen and Tim to discuss handling contracts.
• Kristine attended the Lead the Change workshop on 9/8.
• Janet and Kristine attended the X-change meeting on 9/10/15.
• Selectors attended a web-meeting on 9/14/15 with representative Mark Eaton with Odilo.
• Selectors are scheduled to meet with representative from One-click Digital on 9/28/15.

Cataloging/Interlibrary Loan update – Pauline

• The Catalogers have completed cataloging the audio podcast series “We will always remember”, on the Oklahoma City bombing.  Records are available in the staff client and the OPAC.
• ILL Technician Aaron Killough returned from taking FMLA leave to bond with his new baby, Harrison, on August 24.  ILL was glad to see him back!
• Cataloger Mary Long has resigned from her position effective October 9.  Pauline has forwarded the request for the position to be posted, and hopes to begin moving forward shortly. 
• Pauline attended a meeting of the Library Technical Assistant program Advisory Committee at Rose State on September 16.
• The Service Center is piloting the system’s project to begin recycling as much as possible.  Pauline, Aaron (ILL), Morris (CAT), Alice (CAT), and Kristin (TP) attended a meeting with representatives of Republic Services, the company handling the recycling.  The session was informative and gave everyone a good idea as to what items may or may not be recycled.  Each department was provided with small and large recycle containers; the cleaning service empties the containers into the recycle dumpster each evening.  So far, the process seems to be working well.
• Pauline has been working with Susan, MSL, to work out details of cataloging single issue purchases of holiday issues of various periodicals.
• Many staff members from Cataloging, Interlibrary Loan, and Technical Processing attended the annual Staff Recognition event on August 29.  Pauline presented pins to staff from CAT, ILL, and TP (on behalf of Heidi).  Pins were awarded to:
  • Mary Long, CAT, 5 years
  • Alex Hinton, ILL, 5 years
  • Katherine Casey, TP, 5 years
  • Melissa Clabaugh, TP, 5 years
  • Katie Herd, TP, 5 years
  • Cara Kozara, TP, 5 years
  • Pauline Rodriguez-Atkins, CAT/ILL, 30 years
• Cataloging and ILL staff have been awesome at keeping up with daily operations while Pauline has been spending part of her time working with Technical Processing.  Pauline thanks them very much for the great job!

Administrative update – Karen

Karen plans to meet with managers again prior to her retirement, after Heidi returns to work.  She is not sure whether she will meet with them as a group or separately.  She will contact them with details.

Tim Rogers plans to send out his strategic plan document to all staff shortly.  He would like to schedule meetings with staff soon to discuss the plan.  Managers are to begin thinking about which staff members might be asked to attend.

The next meeting is scheduled for Thursday, November 19, 8:00 AM, in the Service Center meeting room.  Heidi will chair.