Technical Services Functions In NJ Academic Libraries Preliminary Survey Results Su Hu -- Montclair State Univ. Kathleen Hughes – Montclair State Univ. Aurora Ioanid – Monmouth Univ.

Background Bibliographic Control & Metadata Committee 2003 survey results available at: http://frontpage.montclair.edu/salcc_nj/research.html

What the Surveys Cover Institutional Information Cataloging Systems Digitization Projects

What the Surveys Cover (cont’d) Acquisitions Serials Technical Services Librarians & Public Services functions Trends/Challenges

Who Responded 30 completed surveys out of 52 VALE libraries contacted (57.7%) Compared to 2003, when 35 of the 52 VALE libraries responded (67.3%)

Who Responded (cont’d) Type of Institution 2003 2006 2-year 12 34.3% 40% 4-year 23 65.7% 18 60%

Who Responded (cont’d) 2006 Survey 2- year 12 40% 4-year 3 10% Graduate 15 50%

Who Responded (cont’d) Size of Institution -- 2006 Survey Undergraduate FTE Fewer than 100 2 (7%) 1,001-10,000 23 (77%) Over 15,000 1 (3%)

Who Responded (cont’d) Size of Institution --2006 Survey Graduate FTE Fewer than 1,000 10 1,001-5,000 5 5,001+ 1

Who Responded (cont’d) Size of Institution -- 2003 Survey Full-time Enrollments: Fewer than 1,000 1,001-9,499 7 (89%) 9,500+ 4 (11%)

CATALOGING Staffing Bibliographic utility Outsourcing Authority control Cataloging of e-resources Digitization projects E-books

Staffing

Staffing

Bibliographic Utility 2003 OCLC 100% 2006 OCLC 97% Bibliofile 3% LC JerseyCat

Outsourcing What Function: What vendor: Copy cataloging Physical processing Book covers Spine/pocket labels Bindery Special project What vendor: OCLC Brodart B&T LTI (Library Technologies, Inc.) YBP (Yankee Book Peddler) ICI

Authority Control How: Vendor LTI Inhouse OCLC Marcive Autographics Consortium LMxAC (Libraries of Middlesex Automation Consortium) Burlington County Library System Somerset County Library Consortium

Cataloging of E-journal databases

Cataloging of Individual Titles from Databases

Digitization Projects What digitized: Newspapers Photographs Special collections Theses Genealogy records Archives Yearbooks Letters Fragile books

Digitization Projects Access: ContentDM Library catalog Library homepage NJ Digital Highway Prequest Homegrown database In-house transfer to disc by Publications Dept. In-house developed content management system

Digitization Projects How Tech Services staff involved: Project manager Part of digitizing team Metadata providers Programming for web interface Delete theses records from library catalog Liaison to Publications Dept.

Size of e-book collection E-books Size of e-book collection FY06 figures 90% libraries have e-books 89% listed individually in library’s catalog

Source of Bibiliographic Records for e-books OCLC E-book Provider Marcive In-house cataloging Gale Virtual Reference Library ABC-Clio Praeger, etc.

Acquisitions Budget Staffing Major vendors Use of approval plans VALE Bibliographic Control and Metadata Committee Technical Services Surveys 2003-2006 Comparison Analysis Acquisitions Budget Staffing Major vendors Use of approval plans Serials Staffing Print collection: size, cataloging, vendor E-journal locator, cataloging of aggregators’ databases

Acquisitions Functions Acquisitions in technical services coordinate expenditures for the Library collection (books, serials, electronic journal databases, and other media). Allocates funds, administering contract negotiations (PALINET, VALE, etc.) library purchase orders and acquisitions processes. Provides financial and statistical information on library resources (books, journals, network information and other media). Tracks expenditures for library materials and provides reports as necessary to the Library Dean/Director and others to facilitate timely and effective expenditure of materials funds. Monitors trends in the publishing industry and their potential impact on the library’s budget.

Acquisitions Staffing TREND: More libraries hire one professional acquisitions librarian (from 43% to 63.3%) Significant change from 0 librarian (from 37% to 3.3%) Fewer libraries have one support staff Acquisitions Staffing 2003 Professionals 13 libraries (37%) have 0 acquisitions librarians. 7 libraries (20%) have less than 1 professional. 15 (43%) have 1 professional. Support Staff 8 libraries (23%) have 0-0.5 staff; 14 libraries (40%) have 1; 4 libraries (11%) have 1-2; 5 library (14%) have 2.75-3.5; 1 library (2.9%) has 4. Predominant: 1 professional and 1 support staff for all acquisitions operations. Acquisitions Staffing 2006 Professionals 1 library (3.3%) has 0 acquisitions librarian 5 libraries (16.6%) have between 0.25-0.50 acquisitions librarian 19 libraries (63.3%) have 1 acquisitions librarian 2 libraries (6.6%) have 2 acquisitions librarians 2 libraries (6.6%) have 3 acquisitions librarians 1 library (3.3%) has 4 acquisitions librarians Support Staff 6 libraries (20%) have 0 acq. support staff 3 libraries (10%) have 0.5 acq support staff 9 libraries (30%) have 1 acq support staff 7 libraries (23.3%) have between 1.5-2 acq support staff 3 libraries (10%) have between 3-3.5 acq support staff 1 library (3.3%) has 13 acq support staff Predominant: 1 professional and 1 acq support staff

Major Vendor TREND: Baker & Taylor remains the main major vendor Major Vendor TREND: Baker & Taylor remains the main major vendor. BNA stays in 2nd place, but on the rise (from 11% to 36.6%) Approval plans are on the rise. (from 20% to 43%) Major Book Vendors 2003 Baker & Taylor supplies materials to 16 libraries (46%). BNA and Yankee Book respectively serve 4 (11%) libraries. Regarding approval plans, the results show that only 7 libraries (20%) have approval plans, while the majority (27 libraries or 77%) do not adopt such plans. Predominant: Baker & Taylor is the main vendor. 77% libraries have no approval plans. Major Book Vendors 2006 Baker and Taylor supplies materials to 17 libraries (56.6%) BNA is used by 11 libraries (36.6%) Amazon.com: 4 libraries Midwest: 4 libraries Yankee: 4 libraries Regarding approval plans: 13 libraries: yes (43.3%); 17 libraries: no (56%) Predominant: Baker & Taylor is the main vendor. 56% libraries do not have approval plans.

Budget TREND: Fewer libraries with less than $100,000 (22% to 13%) Libraries between 500k and 1000k decreased significantly (from 26% to16.6%) Libraries with budget over one million more than tripled (from 5.7% to 23.3%) Budget 2003 8 libraries (22%) have acquisitions budget under $100,000; 12 libraries (34%) have $100,000-$500,000; 9 libraries (26%) have $500,000-$1,000,000; 2 libraries (5.7%) whose budget is over $1,000,000. Predominant 2003: Budget between $100,000-$500,000 Budget 2006 4 libraries (13.3%) have acquisitions budget under $100,000; 9 libraries (30%) have between $100,000-$250,000 5 libraries (16.6%) have between $255,000-$500,000 5 libraries (16.6%) have between $500,000-$1,000,000 7 libraries (23.3%) have $1,000,000+ Predominant 2006: Budget between $100,000-$500,000                                                                                                                                      

Serials Functions Serials Control performs daily serials control operations, including electronic journals. It monitors receiving, claiming and binding of serials of all formats (paper format, videotapes, microforms, CD-ROMs, etc.) either manually or on an automated serials module. It identifies fluctuations in periodicals titles, their frequency and concatenation. It also controls holdings and currency for these periodicals. It updates holdings in bibliographic utilities (e.g., OCLC, RLIN, etc.) for interlibrary loan purposes and material locating. It produces administrative reports and interacts with vendors. It includes true periodicals, continuations, loose-leaves, newspapers and the like.

Serials Staffing TREND: Decrease of 0 serials professionals (from 48% to 16%) Increase in number of one professional occurrence (from 29.7% to 60%) Decrease in number support staff Serials Staffing 2003 Serials Professionals 18 libraries (48.6%) have 0 serials librarians; 6 libraries (16.2%) have 0.25-.05; 11 libraries (29.7%) have 1 librarian. Serials Support Staff 2 libraries (5.4%) have 0 8 libraries (21.6%) have 0.5-0.75; 12 libraries (32.4%) have 1; 9 libraries (26%) have 1.25-2; 2 libraries (5.4%) have 3-3.5; 1 library (2.9%) has 5; 1 library (2.9%) has 9. Predominant 2003: 0 professional and 1 support staff for all serials operations. Serials Staffing 2006 Serials Professionals 5 libraries (16%) have 0; 6 libraries (20%)have between 0.25-0.5 18 libraries (60%) have 1 librarian 1 library (3.3%) has 3 Serials Support Staff 1 library (3.3%) has 0 serials support staff 7 libraries (23.3%) have between 0.35-0.85 9 libraries (30%) have 1 6 libraries (20%) have between 1.5-2.5 2 libraries (6.6%) have 3 2 libraries (6.6%) have 4 1 library (3.3%) has 5 1 library (3.3%) has 6 1 library (3.3%) has 14 Predominant 2006: 1 professional and 1 support staff for all serials operations.

Print Periodical Collection TREND: Libraries significantly cut their print collection (from 0% to 20%) Print Periodical Collection 2003 13 libraries (37%) libraries have 100-500 print periodical titles; 8 libraries (23%) have 550-800; 1 library (2.9%) has 800-1,000, 7 libraries (20%) have 1,000-1,500. 3 libraries (10%) have 1501-3000 1 library (3.3%) has 3000+ Predominant 2003: Libraries that have 100-500 print periodical titles Print Periodical Collection 2006 6 libraries (20%) have 1-100 10 libraries (33.3%) have 101-500 2 libraries (6.6%) have 501-800 3 libraries (10%) have 801-1000 5 libraries (16.6%) have 1001-1500 3 libraries (10%) have 1501-3000 1 library (3.3%) has 3000+ Predominant 2006: Libraries that have 100-500 print periodical titles, but 6 libraries cut down to under 100 print titles

Print Periodical Cataloging TREND: A noticeable increase in the cataloging of the print periodical titles (from 50% to 72%) Cataloging Print Journals 2003 17 libraries (49%) catalog their print periodical titles. Predominant: None. 50% catalog their print periodicals, and 50% do not Cataloging Print Journals 2006 20 libraries (66.6%) catalog their print periodical titles. 8 libraries (26.6%) do not catalog their print periodical titles. Predominant: 72% catalog their print periodicals

Print Periodicals Vendor 2003 Print Periodical Vendor TREND: No change except the subscriptions are fewer due to the cancellations Print Periodicals Vendor 2003 100% of the libraries use EBSCO as their print periodicals vendor Predominant: EBSCO Print Periodicals Vendor 2006 100% of the libraries use EBSCO as their print periodicals vendor Predominant: EBSCO

Electronic Journals Cataloging (Databases) TREND: Cataloging databases is on the rise from 22.8% to 46.6%. PROBABLY DUE TO THE INCREASING NUMBER OF DATABASES LIBRARIES SUBSCRIBE TO—LESS LIKELY TO BE WELL CONTROLLED AS A SIMPLE LIST Cataloging databases 2003 8 libraries (22.8%) catalog the journal database titles 27 libraries (77.2%) do not catalog the journal database titles Predominant 2003: Libraries do not catalog the journal database titles Cataloging databases 2006 14 libraries (46.6%) catalog the journal database titles 16 libraries (53.3%) do not catalog the journal database titles Predominant 2006: Libraries do not catalog the journal database titles, but the percentage is almost 50-50.

Electronic Journals Cataloging (individual journal titles) TREND: Slight increase in cataloging (from 11.4% to 16%). Reasons might be the high cost of MARC records available from the Journal Management Software industry. Cataloging individual e-journal titles 2003 4 libraries (11.4%) catalog the individual e-journal titles 31 libraries (88.5%) do not catalog Predominant: Libraries do not catalog the individual titles of e-journals. Cataloging individual e-journal titles 2006 5 libraries (16%) catalog individual e-journal titles 25 libraries (83.3%) do not catalog individual e-journal titles Predominant: Libraries do not catalog the individual titles of e-journals

E-Journal Management Software TREND: There is a slight increase in the number of libraries which use a journal locator. Serials Solutions is a favorite. Most of the libraries who acquired a journal locator have also bought the link resolver E-Journal Management Software (Journal Locator) 2003 21 libraries (56%) have a journal locator (mostly Serials Solutions) Link Resolver 2003—no data Predominant: Libraries have journal management software E-Journal Management Software (Journal Locator) 2006 22 libraries (59.45%) have a journal locator (mostly Serials Solutions) Link Resolver 2006 100% libraries which have a journal locator have acquired the link resolver Predominant: Libraries have journal management software

Technical Service Librarians’ Role in Reference/Library Instruction 22 (73%) of the respondents Amount of time spent varies from ‘as needed’ to 20-25 hours/week 1-2 hours/week 6 4-10 hours/week 11-25 hours/week 3

Issues/Challenges Staffing Library system Difficulty filling positions Reassignments of job duties Library system Maximizing use Expanding to other modules Enhancing bibliographic records

Issues/Challenges (cont’d) Digitization projects Cataloging Special Materials

Trends Acquisitions budgets have increased Roles of librarians changing Digitization projects increasingly important Periodicals collections (& access to them) changing

Next Steps Make a formal report to the BCMC at the next meeting in March Trends to follow: Budgets Authority work Digitization Library organization & Job descriptions