circulation work for principled, adaptive & direct library readers superior practices and world...
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Circulation Work for Principled, Adaptive & Direct
Library Readers
Superior Practices and World Widening Services of Philippine Libraries
PAARL National Summer Conference 14-16 April 2010 Tagbilaran City, Bohol
Circulation Work for Principled, Adaptive & Direct Library Readers 15 April 2010 2
Overview
Introduction Shift from circulation to access services Functions of access services/circulation
department New roles of circulation librarian Best practices in circulation work Conclusion
Introduction
Laws of Ranganathan–Books are for use– Every book his ready– Every reader his book– Save the time of the reader– Library is a living organism
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Introduction
Circulation department played a highly visible, central role in the mission of the academic library
Its responsibilities are broad including a variety of reader advisory services, interlibrary loan and document delivery
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Shift From Circulation to Access Services
What is circulation?– It is the process of checking books
and other materials in and out of a library
– Is a fundamental to access services (ODLIS)
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Shift From Circulation to Access Services
What is access services?
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The provision of access to a library's resources and collections, which includes the circulation of materials (general
circulation, reserves, interlibrary loan, document delivery), reshelving,
stack maintenance, security, and signage. Large libraries employ
an access services librarian to manage these activities. (ODLIS)
The provision of access to a library's resources and collections, which includes the circulation of materials (general
circulation, reserves, interlibrary loan, document delivery), reshelving,
stack maintenance, security, and signage. Large libraries employ
an access services librarian to manage these activities. (ODLIS)
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Shift From Circulation to Access Services
What is access services?–Access to information has become as
important as ownership– Patron can get assistance even if he
has failed to find an identified title–Adopted to reflect the integration of
technology and its impact on the traditional division of labor
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Goals of Access Services
To provide timely, convenient and equitable access to materials–Alert and courteous attention to all
requests– Fair and consistent application of access
policies–Adequate schedule of open hours–Minimum waiting time for patrons
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[1/7]
Goals of Access Services
– Timely processing of course reserve materials
– Timely processing of interlibrary loan requests
–Accurate circulation records– Shelving practices which emphasize
speed, accuracy, and good conservation practice
–Maximum availability of materials in heavy demand
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Goals of Access Services
To provide accurate information on the use of basic services and sources during all hours the library is open, including:–Circulation and reserves procedures
and policies–Directions to frequently used areas in
the library
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Goals of Access Services
– Library-wide services related to circulation
– Services related to interlibrary loan– Introductory information on the
library’s catalog – Safety and security procedures–Use of machines for reading, copying
items, and other machines
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Goals of Access Services
To provide an environment which will promote effective use of materials for study and research– Safe, clean, and well-lighted facilities–A sufficient number of adequately
maintained machines including computer equipment, microform readers/printers, copy machines, and change machines, on site
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Goals of Access Services
–Adequate security measures for persons and materials, with procedures known to staff
–All activities of the department carried out in a quiet, efficient manner
–Access to all library facilities for disabled users
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Goals of Access Services To seek and use feedback for
continued improvement in services– A system for receiving, evaluating, and
acting on suggestions– Regularly scheduled communication– Regular referral of lost and missing titles
for replacement or withdrawal– Accurate statistical reporting– Regular review of quality of services
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Functions of Circulation/Access Services
Department Circulation– borrower privileges and accounts,
including fines– staffed and self-service checkout– laptop lending– book searches, holds and recalls
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Functions of Circulation/Access Services
Department Course reserves– processing and providing access to
materials for print and electronic course reserves
Current Periodicals, Newspapers & Microforms – assistance with the current
periodicals, newspapers and microforms collections
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Functions of Circulation/Access Services
Department Document Delivery Services– delivery of materials from all sources
to campus libraries and electronic delivery of articles to user desktops.
Interlibrary Loan – obtaining materials from other
libraries– providing materials owned by one
library to other libraries worldwide
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Functions of Circulation/Access Services
Department Stacks/Collection Maintenance – reshelving of returned items– shifting items within the stacks to make
best use of shelf space– keeping items in correct call number
order on the shelves– updating stacks signs and other guides– assistance in finding items in the stacks
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New Roles of Circulation Librarian
Circulation librarian as public relation officer
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“Having services that no-one knows about is as good as having no services at all” –
Chen and Hernon, 1982
“Having services that no-one knows about is as good as having no services at all” –
Chen and Hernon, 1982
Circulation Librarian as PRO
Acts as an intermediary between the library and the users, coordinating services and making them available to users
Disseminates the already acquired information to serve users
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Circulation Librarian as PRO
Links the users with information available in the library, or links the information with the users through SDI and CAS
Advertises the library by employing public relations tools
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Circulation Librarian is
Proactive rather than reactive Outspoken Assertive Clear-cut in information provision Efficient Energetic knowledgeable
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Best Practices in Circulation/Access
Services
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Library Best Practice
What is library best practice?–Outlines a process, practice or method
that can improve effectiveness and efficiency in several situations
– Provides opportunities to define quality services and introduce new assessment measures, set expectation levels clearly, smooth staff transitions, etc.
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Library Extended Services Hours : UP Experience
Goals– To provide uninterrupted reading
facilities to the users in a conducive atmosphere
– Those who cannot visit the library during the day-time can make use of the Library in the evening hours
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Library Extended Services Hours : UP Experience
Process–General Reference & Electronic
Resources Room having reading capacity of 150 students
– Extended hours: 5:00PM to 12:00MN since 2000
–Collections: Reference sources, electronic resources
– Student can bring their own reading materials and laptop
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Library Extended Services Hours : UP Experience
Impact– Increased library usage–Useful to students preparing for various
competitive examinations–Very fruitful for clients who are unable
to visit the library during daytime– Increased usage of electronic resources– Students want this facility to be
extended 24 hours a day
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Library Extended Services Hours : UP Experience
Resources–Additional reference staff–Reorganization of staff duties– Strengthening the security of library
materials–High speed Internet connection– Transportation for staff– Security of the campus
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Extended Reading Services:
UP Experience Goal– To allow students read library materials
that are for room use only after 5:00PM Process–Request library materials for extended
reading before 4:45PM via phone, email or personal
–Circulation staff from other library sections will bring the extended readings to the General Reference
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Extended Reading Services:
UP Experience Process– Students use the extended reading
materials at the General Reference – Photocopying services available until
8:00PM– Library staff monitors the use of
theses/dissertations
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Extended Reading Services:
UP Experience Impact– Increased usage of library materials–More happy graduate students who
cannot go to the library during daytime
–Maximized use of theses/dissertations and other materials for room use except for microforms and audio visual
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Automated Circulation System
Goals– To automate circulation works such as
checking in and out of materials, circulation statistics, compute fines, recall of materials, etc.
– To provide a system to make online renewal and reservations, recall and holds
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[1/5]
Automated Circulation System
Process– The library has purchased or
developed its own integrated library system with circulation module
–Routine circulation works were automated resulting to streamlining of procedures and workflow of circulation
–Circulation department is using many forms
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Automated Circulation System
Value-added features– Electronic borrower’s card–Recall–Online renew and reservations– Library holds /delinquent users• Overdue books or unpaid fines prevent you from
registering, and from receiving transcripts or grades
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Automated Circulation System
Impact–Relieve professional staff in routine work
and operational tasks–Reduces the amount of time required to
perform circulation operations; thus, eliminating long lines
–Accurate circulation status–Reduces the amount of staff time
required to ready materials for re-shelving
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Automated Circulation System
Resources–Hardware, software, network facility,
UPS support and air-conditioning the server room with remote log-in facility to the system administrator
– Periodic preventive maintenance of servers with least down time
– Security mechanism– Skilled library staff
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[5/5]
Extended Checking In and Out
Goal– To allow library clients to borrow and
return books beyond 5:00PM Process–Request items for loan through phone,
email or in person–Can borrow if no overdue books–Only circulating materials
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Extended Checking In and Out
Process– Pick up point: General Reference–Reference staff have circulation
privilege in the iLib–Clients can pay book fines
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RFID Sytem
Goals– To facilitate self-service: unmediated
exit, self check-out; self check-in– To reduce workplace injuries:
streamlining workflow and reduction of repetitive motion
– To streamline inventory management• Shelfreading and inventory• Automated sorting to shelving location
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RFID System
Process–Consolidation of exit control, main
circulation, circulation charge desk and reserves
–Replaced mediated exit control–Collection database most complete
and most items bar-coded
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RFID System
Impact– Improve inventory control–Relieve professional staff in routine work and
operational tasks–Reduces the amount of time required to
perform circulation operations; thus, eliminating long lines–Accurate circulation status–Reduces the amount of staff time required to
ready materials for re-shelving
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RFID System
Resources–Checkpoint RFID system– Endeavor voyager ILS with SIP2 interface– Installation of private Ethernet network– Integration of RFID system with
integrated library system– Staff–Book drops
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Electronic Reserves
Goals– To provide a place to make course
resources accessible to your students 24/7
Process– Students may access course materials
through the web, thus allowing them access to information outside the library's physical environment
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Electronic Reserves Process– Photocopies of materials may be placed on
Reserve subject to copyright regulations– For purposes of copyright compliance, a full
citation (author, title, publisher, date, etc.) documenting the source must accompany each article
–Meet fair use guidelines or that the copyright holder has given permission to reproduce the material
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Electronic Reserves
Process–Circulation staff scan reserve materials– e-reserves materials are made
available through two formats: print documents scanned and converted to PDF files and electronic full-text articles linked from one of the databases
–Users need Adobe Acrobat Reader to view the scanned files
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Electronic Reserves
Process–Viewing e-reserve materials requires
authentication– Excluding: course packets; more than
10 percent of a book; more than one article from the same issue of a journal
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Electronic Reserves
Impact– Increased usage of reserve materials– Faculty wants the library to seek
copyright permission from the publisher
Resources–Digitization equipment, Internet
connection, high end servers, additional staff
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WebOPAC
Goal– To make the library retrieval tool
OPAC on the Web for wider access Process– Library collection availability and its
status are very important for the users– The card Catalog is converted into
machine-readable format to make it available for access over the Internet
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WEbOPAC
Impact–Users are benefited at large scale by
using this service at their own departments
– They also can reserve the materials that are not available for their future use
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WebOPAC
Resources– Library database compatible with Web
OPAC, Internet connectivity, Automated Library transactions using barcode, smart cards, etc.
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Electronic Surveillance System
Goal– To create a system that can arrest
pilferage of books or unauthorized issue of books
Process– Library collection is increasing with
additions of documents every year– Library is kept open for more than 16
hours a day and it is proposed to open round the clock
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Electronic Surveillance System
Process– It is necessary to create a system that
can arrest pilferage of books from the library
– All the books are inserted with EM tags that are invisible and a security gate is installed with electro-magnetic field that detects unauthorized books going out from the library with a beep sound to alert the staff
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Electronic Surveillance System
Impact – Since library is open for longer hours
with limited staff working in shift duties, the security gate is helping in arresting pilferage of books from the library
– Since the libraries don’t have frisking facilities, this system will detect pilferage and save the library collection
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Electronic Surveillance System
Resources– Installation of Security panels at the
exit, charging and discharging unit, EM tags (single side or double side adhesive and permanent tags)
– Inserting the tags in the acquisition section
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24/7 Access to e-Resources
Goals– To provide uninterrupted world-wide
access to the library resources searchable from anywhere, anytime, by anyone
Process–More library clients want to work at
home through their desktop
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24/7 Access to e-Resources
Process–Research made easier thru provision of
remote access to electronic resources–Registered library users are given PIN,
smart cards, etc. Impact– Increased usage of electronic resources– Less library users visiting the library
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24/7 Access to e-Resources
Resources–Hardware, software, network facility,
UPS support and air-conditioning the server room with remote log-in facility to the system administrator
– Periodic preventive maintenance of servers with least down time
– Security mechanism– Skilled library staff
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User Feedback Practice thru Suggestion Boxes
Goals– To maintain suggestion box to get
user feed back on various services provided to them
– To evaluate the feedback forms or letters to improve library services
– Streamlining or focusing the services with modifications, if any to meet the user needs
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User Feedback Practice thru Suggestion Boxes
Process– Apart from providing regular and routine
services, it is necessary to provide new and improved services
– It is necessary to get feedback on the regular and new services from the Users to streamline or modify to suite to the requirements of the end users
– The feedback forms or letters are opened every day by the Reader Services Section to evaluate them to take further decisions in the matter
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User Feedback Practice thru Suggestion Boxes
Impact –User satisfaction levels have increased– The informal feedback from the users in
the form of dialogue also helped to correct or modify certain procedures that helped them
–User interaction is encouraged by all the sections on informal basis and this has improved the functioning and activities in the library
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User Feedback Practice thru Suggestion Boxes
Resources –A feedback box near the entry point of
the library– The Reader Services Section to open
this box regularly to take decisions at their level or at a staff meeting based on the issues
–Regularly scheduled meetings of Section Heads to discuss the issues
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Other Circulation Services Apply for a graduate carrel Faculty authorization for proxy patron Laptop computers for loan Book or laptop lockers Request for rush cataloging Book drops Interlibrary loan/document delivery
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[1/3]
Other Circulation Services
Request a search for an item Designated borrower–A family member may use another
family member's card to check out holds for that family member
–A Designated Borrower may check out materials for the homebound or handicapped person who has authorized him/her to use their card
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Other Circulation Services
Learning commons @ your library Group discussions Homebound services–Materials are delivered to residents
who are homebound–No overdue fines for homebound
patrons
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Conclusion
For a good library, the services must be accessible. “Service begins
with materials and accessibility. Accessibility means the process of
getting the right book to the right person and at the right time making sure that positive results happen to the benefit of
users.”
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Conclusion
“The access services division is the store front of the library and will
continue to make a direct impact on the customers in this exciting time. Access services librarians have the opportunity to move beyond their
traditional roles to players who not just support but shape the learning
experience.”
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BibliographyCarver, Deborah. (1992). From circulation to access services: the shift
in academic library organization IN Access services in library. Hawoth Press.
Gardner, Judy. (2007). Access services, research and instructional services, Rutger University Libraries: annual report 2006-2007.
Li, Xi. (2006). Library as incubating space for innovations: practices, trends and skill sets. Library Management 27(6/7), 370-378
Murray, Peter E. (2004) The radio frequency revolution: tips and trends for implementing RFID systems in libraries: University of Connecticut's implementation.
Shahid, Syed Md. (2005). Use of RFId technology in libraries: a new approach to circulation, tracking, inventorying and security of library materials. Library Philosophy 8(1)
University of California-Berkeley Library websiteUniversity of Central Florida Libraries website
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Thank You for Your Attention
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Contact Information
Miss Marian S. RamosReference LibrarianThe University LibraryUP DilimanTel : 981.8500 loc 2861Email : [email protected] [email protected]