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

2. Background Bibliographic Control & Metadata Committee
2003 survey results available at:

3. What the Surveys Cover Institutional Information Cataloging Systems
Digitization Projects

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

5. 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%)

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

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

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

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

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

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

12. Staffing

13. Staffing

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

15. 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

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

17. Cataloging of E-journal databases

18. Cataloging of Individual Titles from Databases

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

20. 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

21. 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.

22. 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

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

24. Acquisitions Budget Staffing Major vendors Use of approval plans
VALE Bibliographic Control and Metadata Committee Technical Services Surveys 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

25. 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.

26. 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 staff;
14 libraries (40%) have 1;
4 libraries (11%) have 1-2;
5 library (14%) have ;
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 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 acq support staff
3 libraries (10%) have between acq support staff
1 library (3.3%) has 13 acq support staff
Predominant: 1 professional and 1 acq support staff

27. 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.

28. 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
                                                                                                                                     

29. 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.

30. 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 ;
11 libraries (29.7%) have 1 librarian.
Serials Support Staff
2 libraries (5.4%) have 0
8 libraries (21.6%) have ;
12 libraries (32.4%) have 1;
9 libraries (26%) have ;
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
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
9 libraries (30%) have 1
6 libraries (20%) have between
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.

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

32. 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

33. 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

34. 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

35. 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

36. 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

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

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

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

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

41. 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