best practices in technical services workflow

Ohio Library Council Chapter ConferencesSpring 2013

Director of Collection ManagementColumbus Metro Library614.479.3066rnesbitt@columbuslibrary.org

Best Practices in Technical Services Workflow 2013 OLC

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Manager of Acquisition and Collection DevelopmentDayton Metro Library937.496.8520jgaffney@daytonmetrolibrary.org

Best Practices in Technical Services Workflow 2013 OLC

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Technical Services SupervisorGreene County Public LibraryDirect: 936.352.4007 ext 6301cstrait@gcpl.lib.oh.us

Best Practices in Technical Services Workflow 2013 OLC

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Technical Services ManagerToledo-Lucas County Public Library419.259.5262Marilyn.zielinski@toledolibrary.org

Best Practices in Technical Services Workflow 2013 OLC

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YES Used Staffing for Results by Diane Mayo Visited other libraries Used outside consultants

Best Practices in Technical Services Workflow 2013 OLC Chapter Conferences

Limit the number of times staff touch materials

Centralized selection Track, and post, the number of days for

materials to get through Tech Services Re-designed the space for more efficient

flow

Best Practices in Technical Services Workflow 2013 OLC

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Standards are set by the type of work and tied to annual evaluations

Written documentation including manuals/handbooks, wikis, and calendars

Email is sent to all staff when there are changes or reminders that they need to know

Public service staff are encouraged to contact TS supervisors with questions about classification numbers, stickers, or locations

Best Practices in Technical Services Workflow 2013 OLC

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Union considerations – lower grade levels cannot do work of higher grade levels

Best Practices in Technical Services Workflow 2013 OLC

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New materials are selected centrally in all libraries

Dayton and Toledo – agencies still select periodicals

Greene County – Branches submit replacement titles

Best Practices in Technical Services Workflow 2013 OLC

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Best Practices in Technical Services Workflow 2013 OLC

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Columbus and Toledo – selection is part of Tech Services

Dayton – located in TS; three managers in TS report to the Director

Greene County – selection is a separate department that reports to the Assistant Director

Vendor sites Publisher websites Blogs Print journals Suggestions from staff and customers

Best Practices in Technical Services Workflow 2013 OLC

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Forms on website and staff Intranet Email

Best Practices in Technical Services Workflow 2013 OLC

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Two or three primary vendors – Baker & Taylor and Ingram for print plus Midwest Tape for media

Amazon as a secondary vendor Local purchases Specialty vendors, especially for local

history and genealogy materials

Best Practices in Technical Services Workflow 2013 OLC

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Dayton and Greene County use EDIFACT ordering

Columbus currently places FTP orders overnight to major vendors and orders via websites for others

Toledo orders from vendor websites - ILS bib and order records are entered into the catalog via 9xx uploads

Best Practices in Technical Services Workflow 2013 OLC

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Yes. The exceptions are for time of arrival and partial shipments

Best Practices in Technical Services Workflow 2013 OLC

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Columbus uses a production line that is composed of rollers. Turn around time is 3 – 4 days.

Dayton, Greene County and Toledo all put materials on book trucks. Materials are generally handled in order of receipt but rush/haste items go to the head of the line.

Best Practices in Technical Services Workflow 2013 OLC

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Columbus has five staff members – 2 with an MLS, 2 with bachelor degree, and 1 para-professional

Dayton has six staff members – 2 MLS, 2 grade 2, and 2 grade 1

Greene County has four staff members – 3 MLS and 1 copy cataloger

Toledo has a Catalog Supervisor (MLS) and 4 ½ copy catalogers

Best Practices in Technical Services Workflow 2013 OLC

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Columbus and Dayton use OCLC Greene County and Toledo use SkyRiver All do original cataloging as needed Toledo also creates some generic records

for paperbacks such as Harlequin Romances and add many titles to these generic records

Best Practices in Technical Services Workflow 2013 OLC

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Columbus does not currently accept brief vendor records

Greene County accepts brief records and does not require full records

Dayton and Toledo accept brief records and replace them (overlay) with full records

Best Practices in Technical Services Workflow 2013 OLC

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Classification numbers Price Subjects Location Pagination Local customization Authority records as needed

Best Practices in Technical Services Workflow 2013 OLC

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All libraries have vendors add mylar jackets Media has a variety of vendor processing

which can include barcode, library ID, genre labels, item count labels, hub label, and security case

Best Practices in Technical Services Workflow 2013 OLC

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All libraries evaluated stickers All libraries standardized and reduced the

number of stickers

Best Practices in Technical Services Workflow 2013 OLC

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Columbus – Always ask the question “why do we…”? If you can’t answer “to make it easy for customers to get access”, then analyze

Dayton – Good workflow pays off in excellent customer service. Patrons find materials in a timely manner and the library provides “just in time collection”

Greene County – Talk frequently to all staff and buy pizza

Toledo – Plan, prioritize, involve staff and do changes that are low-hanging fruit so staff can see changes

Best Practices in Technical Services Workflow 2013 OLC

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