HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
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1 HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
2 NANCY MITCHELL POEHLMANN HEAD, CATALOGING SERVICES DEPARTMENT HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
3 BACKGROUND TO PROBLEM Small shop Busy IT dept. Dramatic increase in number of ebooks acquired Prior to my arrival only ebook packages Began firm order single title ebooks in 2012 No budget for turnkey solution
4 WORKFLOW PRIOR TO SHARED INBOX Subject librarian s Acquisitions to firm order an ebook Acquisitions prints order for their workflow Acquisitions receives from vendor notifying us that we have access to FMO ebook Acquisitions forwards to monographs cataloger Monographs cataloger either catalogs (original) or forwards to a copy cataloger HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
5 THIS CAUSED PROBLEMS? HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
6 CHALLENGES OF INDIVIDUAL MAILBOX Keeping ebook s separate from other work No backup for illness or vacation Invisible backlog HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
7 Current process was untenable Formed a task force to explore solutions Skipped our Library IT department because they were without a head and very short staffed Didn t spend much time looking for off the shelf solutions Literature search to see what other libraries were doing
8 Requirements for solution Fast Cheap Low-tech Each accessible by multiple employees
9 What are others doing? Libraries are not telling Businesses are doing additional programming
10 Our solution Shared mailbox in MS Outlook Set-up in minutes No additional cost Easy to give anyone on staff access HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
11 SHARED INBOX WORKFLOW Subject librarians put in order using Gobi Acquisitions confirms order in Gobi Acquisitions receives from vendor Acquisitions forwards to shared inbox Any cataloger opens any unprocessed and catalogs ebook Patron notified in notify or rush situations Circulation notified for reserves when appropriate HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
12 CATALOGING CHALLENGES Incomplete Records Using Print Records Link difficulties Platform difficulties HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
13 SOLUTIONS OFFERED BY SHARED MAILBOX Ability to flag problems for appropriate staff Ability to change the workflow to include revision or to flag for another staff
14 Original Shared Inbox and folders
15 WORKFLOW PROBLEMS No automatic proxy for FMO Assignment of some tasks unclear Not returning to unread status Put RUSH in the subject line and mark high importance
16 FUTURE ENHANCEMENTS HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
17 HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
18 HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
19 Digital Services Online resources Requests to catalog Broken link reports Digitization Requests to digitize Questions and requests related to digital library content Institutional repository Submissions Questions about process Miscellaneous Requests to change Google display
20 Background to Problem Requests from many people Requests vary Hard to keep track of status of responses Most appropriate person not getting the Want shared place to store information
21 Catalog Processes Cataloging requests from: Selectors Acquisitions staff Source of records: Catalog individual titles using WorldCat record (copy and original) Record loads from Serials Solutions Record loads from vendors
22 Workflow Prior to Use of Shared Mailbox I received many requests I printed out or forwarded the s to individuals I tended to take care of many of the requests myself HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
23 System: Outlook 2013 Regular Digitization, cataloging, problems Deleted folders and Saved searches Submissions to institutional repository
24 Outlook Feature: Categorize
25 Categories: Limited Number By Default
26
27 Final List of New Categories
28 Shared Inbox In Action
29 Feature: Filter
30 Feature: Sort Greene, Tamara Greene, Tamara
31 How is this working? HS: I like the ability to search the entire mailbox for categories that pertain to my projects in the department. The category system eliminates the need for searching through many messages to find ones relevant to me.
32 Downside: Webmail Version of Outlook
33 Folders to Store s When Work is Completed
34 Benefits Easier to delegate Easier to ensure that someone is acting on requests Easier to see status of s
35 Future Work and Possibilities Change tendency for people to individuals Ensure the box is checked Use other Outlook features Follow-up flags: Use to assign work, even if is not received from outside
36 Ideas from Questions and Answers (Added following the webinar) Use of subject line Consider changing it to better reflect content of (e.g., add title of book or package) Add deadline to the subject Add RUSH, as appropriate Test Outlook rules Can they be set up to forward an when a new category is assigned? This could serve as an alert to the person assigned the work. Does Outlook offer any reports or ways to export data for analysis?
37 HOSTED BY ALCTS, THE ASSOCIATION FOR LIBRARY COLLECTIONS & TECHNICAL SERVICES
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