Collections, Technical Services & Scholarly Communications Associate Director Karla Strieb October-December 214
General Observations Visitors from the Shanghai Library were welcomed by several departments in the division in October. Our colleagues received tours of the Library Tech Center and Book Depository, learned about our circulation, acquisitions and preservation/reformatting operations, and attended a cultural dinner provided by Brian Miller, the Libraries exchange participant last July. CTSSC is engaged in a division-wide project to review all web-delivered public information, documentation, policies etc. relating to our division and work groups. The project will improve the access to and usefulness of this body of work for Libraries employees and colleagues elsewhere seeking models and examples. The project s scope includes evaluating current and legacy content to house content appropriately on supported platforms, apply Libraries standards, and review and update old documentation and policies. By the end of the year, the division completed an update of all web page content within the Libraries Silverstripe Content Management System to be in compliance with the OSUL Web Standards. In addition, a CTSSC project team developed and began implementing a plan for reviewing old technical services content on the old OCIO web server in order to begin retiring, archiving, or migrating the content to more appropriate space in early 215. Highlighted Strategic Plan Progress Engage with faculty and service units across campus to integrate library services and resources to enhance teaching and learning. Thompson Circulation and Interlibrary Services assessed peer services to deliver analog materials to distant users via mail and developed a recommendation that OSUL pilot such a service in spring 215. The Executive Committee approved the pilot and implementation plans were made for January 12 rollout. Increasing the scale and scope of distinctive and digital collections and enhance access to and usage of these materials to support research and anytime, anywhere learning. 4.1. The FY15 New Resource Proposal process concluded this quarter. A wide range of digital resources were reviewed and approved through the process. Without inflation funding, purchases concentrated on content that required minimal continuing commitments. The former reserve fund in the materials budget was converted to regular budget funds and spent to support new resource proposal requests and a range of other items. 214 Dig. items made Dig. Items made 214 Dig. Images made (X1) Dig. Images made (X1) 1, 2, 2
New priorities for content purchases were identified and implemented: Particular priority was given to digital primary source collections and to purchases of multiple products from large vendors to motivate maximum price discounting, seeking vendors supporting text and data mining of collections (Gale/Cengage), consortial opportunities (Alexander Street streaming media collections), and vendors archiving digital collections with Portico. Collections strategy is also seeking to build out collections that synergize with OSUL s strengths in special collections. Acquisitions and Collections Strategy worked with collection managers to review several hundred print journal orders for cancellation or re-vending after Swets declared bankruptcy in late September. 1,276 orders were re-vended, 158 orders were cancelled; others were converted from print to electronic whenever possible. 4.3 A new project to reformat OSU masters theses has launched. The first shipment has gone out to D4, the vendor contracted to scan print masters theses back to 1975 (28 to present are born digital). The reformatted theses will be delivered via the OhioLINK ETD Center and the returning print theses will be housed with boxed special collections managed by AssureVault. 4.5 ArchivesSpace implementation continues to progress with the shift of the platform to IT production. ArchivesSpace is an essential component of our strategy to make special collections materials more easily discoverable and to more effectively manage these sometimes large collections. New collections for University Archives are currently being accessioned and described in ArchivesSpace. Increasing the effectiveness of local print collection management and act to provide access to the full range of emerging collective collections regionally and nationally 5.1: Analysis of Special Collections holdings by collection locations and names, subject areas, publication date, language, item type, growth rate was completed by Collections Strategy to assist in understanding collection service and space needs. Preparation for initial ingest of boxed special collections by Assurevault continues with two term positions supplementing regular staff to establish appropriate intellectual control over boxed collections prior to ingest likely in March. Collections are being staged at Ackerman and the Book Depository. Most prep for Thompson Special Collections is now complete and substantial progress has been made with University Archives collections. Collections were roughly 2% fully staged at year end. 18% 2% 2% Rare Books 9% 27% 42% Billy Ireland Charvat Theatre Research Institute Hilandar Archives 3
Section II: Productivity Indicators, Process Improvements, Innovations: Collections and Access Services Year over year trends in borrowing and loans: In general both borrowing and lending of physical items and article scans from print are down year over year between and 214. The one exception to this trend is that digital articles delivered to OSUL patrons via ILL are up. The decrease is generally around 1% for all kinds of borrowing from OSUL and the collective collection. OhioLINK activity is down only 2-3% but most ILL activity is also down about 1% over the previous year. The increase in digital article delivery via ILL is due in part to OSUL taking over this borrowing activity from Health Sciences Library but is also partly due to improvements in the Libraries discovery environments which enable users to find and request articles previously hidden. 214 Total Checkouts Total Checkouts OSUL Circulation 2, 4, Space management and space planning: Collections Strategy collected data on print volumes added to Thompson Library since 24; charted data and projected growth rates in specific call number ranges to map Thompson shelving fill rates. Collections Strategy assisted East European Studies with the identification of print bibliographic/index content for a 215 weeding project. The Collection Management Team withdrew 2,855 print duplicates at VET and ARC. Inventory project for special collections in Thompson continued through the first part of the quarter. Other Lending: OhioLINK, Doc Delivery and ILL 214 Articles to OSUL users Articles to OSUL users 214 Books to OSUL users Books to OSUL users 214 Articles to external users Articles to external users 214 Books to external users Books to external users Improving user experience Interlibrary Services began sending 2, automated reminder emails to patrons 4, 6, 8, who had not retrieved their requested articles obtained through Article Express to let them know that their PDFs would soon be deleted from their ILLiad account. 4
Interlibrary Services began rotating short tips and tricks on the ILLiad main menu to highlight interlibrary loan information regarding turnaround times, loan periods, copyright limitations, international borrowing, etc., in an effort to inform OSU patrons about our ILL services and help manage user expectations. Circulation, Library IT and the Business Office drafted new patron notices that look more official and less like spam. Circulation modified the fine/billing cycle of our 7-day reserve items to align it with the hourly 3 day reserve fine policies. Innovative staffing strategies to cover sudden vacancies Due to multiple vacancies staff sharing was implemented between shifts at Thompson and Depository, and between facilities at 18th Avenue and Thompson. Innovative Outreach UBot, the UBorrow mascot created at the University of Maryland, stopped at OSU in October while on a publicity tour of the CIC libraries. Interlibrary Services took photos with UBot to highlight our facilities, collections, staff, and traditions for our CIC ILL colleagues and their users. The photos can be seen on Twitter under the hashtag #WheresUBot. Collection Acquisitions, Description, and Access The annual Faculty Recognition Program went smoothly thanks in large part to staff commitment to rush ordering, cataloging and processing of faculty requests. Cleanup from last year s batch reclamation continues with 1, records evaluated and either corrected, deleted, or set OSU holding in OCLC. CDAD tackled increases in non-roman e-resource orders, a lingering backlog of media resources, and continuing enhancement of records for East Asian monographic series. Catalog records for archival collections at the Medical Heritage Center were completed. 214 New items - Repository New items - Repository 214 SC cubic ft processed 214 SC cubic ft 214 New PastPerfect recs. New PastPerfect recs. 214 Mono. requests Mono. requests 214 Mono. vols added Mono. vols added 214 Cat. records made or Cat. records made or 2, 4, 5
Scholarly Communications: Copyright and Digital Content Services 214 214 214 214 Copyright consultations 11 11 11 1 Copyright questions 46 57 72 48 73 6 51 45 Service Highlights: The Copyright Resources Center participated in three Research Commons workshops and Digital Content Services participated in another. Highlighted new publications Expedited publication: Ebola fact sheet for a faculty member from Nursing Education. First issue: International Journal of Screendance Public release: Sidney Chafetz Print Catalogue Raisonné Engaging our Colleagues 214 214 214 214 DCS Collaborations 3 6 9 Number Collections with items added New collections Journals published New Issues published 214 Teaching In-service: The Copyright Resources Center collaborated with Libraries Teaching and Learning Committee and staff to incorporate sessions on finding ways to teach copyright to students in the course of regular library interactions into the workshop. Doing more, better Digital Content Services is preparing for implementing DOI assignment capabilities. A new standard author agreement for journal publishing has been implemented. An ETD proposal and policy for responding to copyright-related concerns was drafted and reviewed by the Libraries Executive Committee. Copyright Resources Center researched and submitted draft proposal on library copyright and open licensing policies for OSUL based on research on policies at other institutions. Discussion across the Libraries will occur in January and February. OSUL is a partner on a newly awarded IMLS Grant to University of Michigan Libraries to continue copyright determinations using the Copyright Review Management System. Two staff from Acquisitions and Collections Description and Access have been recruited and trained to begin making determinations. 6