New Tools, New Workflows Melissa Belvadi University of Prince Edward Island APLA 2009 Conference

Background Pre-summer 2008 – SIRSI, ASIN resolver, SerialsSolutions, Relais direct, generic web server Now – Evergreen, CUFTS/Godot, Relais linked to Godot, Drupal based web server

Modules Serials Acquisitions ILL – Borrowing Original Cataloguing Reserves

Serials Evergreen – no module, no holdings Print and electronic united – Print down to 400 titles, elec over 35,000 CUFTS/Godot

CUFTS – public view

Godot – Public View

CUFTS – Staff Editor

Serials Prediction? Claiming? MFHD? ILL Lending? Did we leave anything in the catalogue?

PEI Print Serials in EG

Non-article serials in EG

Government E-Serials

Acquisitions Doing without an ILS module Excel = Programming Environment

Acq Workflow Collection materials only No purchase orders Almost all payments by credit card Record created in catalogue at order time

Acq – Using Excel (2008)

Acq – Serials (2008)

Acq – 2009 Changes

Acq - Staff Staff much happier than under Sirsi module

ILL Borrowing

ILL - Borrowing

ILL – Borrowing

Original Cataloguing PEI materials – special collection No full time cataloguer Very experienced copy cataloguer Proposal to divide by liaison subjects All librarians do reference, instruction, coll dev, why not cataloguing?

Original Cataloguing Subject librarians to assign call number, subject headings only Special collections librarian checks over work done by copy cataloguer Use Project Management software to manage workflow of each item – Redmine open source software – Intended originally for systems office projects

Original Cataloguing Regulates flow of book process among staff: – Starts with Spec Coll librarian – book = “issue” – Spec Coll librarian assigns to subject librarian – Subject librarian adds info, assigns to copy-cat – Copy cat puts info into actual catalogue record – s notify assignees at each stage – Wiki used to provide links to useful tools

Original Cataloguing Process

List of Items (Issues)

Sample Issue (Book)

Final record – public view

Wiki – Librarian Tools Page

Reserves Integrate e-reserves and print Circ system for print checkout – brief cat recs Evergreen “bookbags” for print Drupal – library web site – Upload PDFs directly into Drupal – Proxy server to protect ©

Reserves – Patron View

Reserves – Patron View 2

Reserves – Patron View 3

Reserves – Patron View 4

Reserves – Patron View 5

Reserves – Patron View 6

Reserves – Staff - Print Add brief record to catalogue Add record to bookbag for the course

Reserves - Bookbags

Reserves – Create New Bookbag Search for record – add to bookbag:

Reserves – Add Bookbag to Web Page Create course page in web site Edit rest of page normally to provide e-reserve citations, links, etc. Include link to bookbag

Reserves - Removing Removing courses Removing items Leverage drupal, catalogue features for easy adds, edits, removals

Reserves – Big Changes Ahead New Evergreen module expected later this summer Maybe a new fedora/drupal model also possible

Future? Evergreen 2.0 Serials and Acq modules – will we bother? ILL Borrowing – Patron authentication, CUFTS holdings to Relais Original cataloguing – authority in EG, librarian buy-in, other options Reserves/e-reserves

Conclusions Vendor solutions vs. Home grown Always changing, learning, improving – New staff bring new skills – New tools – New needs – New priorities for staff workload – tradeoffs implicit in “old ways” reconsidered

Questions?