1998-1999

ANNUAL REPORT
September 21, 1998-June 30, 1999

1. Executive Summary

    The most significant event this year is the formation of the Division itself on September 21, 1998 with the merger of the former Acquisitions and Cataloging Divisions.

    Major activities include:

      • A pilot project was conducted to improve connections between acquisitions and quick cataloging operations using OCLC Export and Upload.
      • Monographic Services played a major role in creating records for the Digital Registry in support of the Information Gateway.
      • Monographic Acquisitions successfully completed the second fiscal year of the biennium.
      • The Division contributed significantly to the preparation for and implementation of the Libraries' Web catalog.
      • Staff in the Division contributed to the Digital Initiatives Program.
      • Original and copy catalogers in the Division were trained in BIBCO and Monographic Services was declared independent to contribute records in the Book and Computer File formats.

      Statistical highlights include:

        • The Gifts Section handled 790 gift transactions, received 30,820 items and processed 24,864.
        • In Monographic Acquisitions, 47,234 titles came in as order requests, approval books or selector-acquired gifts.  28,816 orders were generated and 50,352 volumes were sent for cataloging.
        • In the cataloging sections, 77,377 titles were cataloged, and 11,576 copies and volumes were added.
        • In the Marking Area, 95,429 volumes were processed.

         

        2. Major Activities, Accomplishments and Projects

        The most significant event to report for the year is the formation of the Division itself on September 21, 1998, with the merger of the former Acquisitions and Cataloging Divisions.  Numerous steps were taken to integrate procedures and documentation in order to form the new division.

        A pilot project was conducted to improve connections between acquisitions and quick cataloging operations using OCLC Export and Upload. A team of staff devised new workflows that were adopted on a permanent basis. Cross training was done between staff doing order and receipt and those doing quick cataloging.

        Monographic Services played a major role in creating records for the Digital Registry in support of the Information Gateway. Workflows were created for entering preliminary records and for providing full cataloging of Web resources, a large group of catalogers were trained and then worked productively to create records.  The cataloging of Web resources became part of regular cataloging activities.

        Monographic Acquisitions successfully completed the second fiscal year of the biennium, placing and receiving a large number of orders, and processing invoices.

        Database Management Section completed the barcoding and cleanup of materials in Auxiliary Stacks.

        The Special Materials Cataloging Section became the third self-managing section in the Division on January 1, 1999.

        The Division contributed significantly to the preparation for and implementation of the Libraries' Web catalog.  In particular, staff were able to load authority records into Innovative, providing cross-references in the online environment for the first time.  Blind cross-references were cleaned up.

        Staff in the Division contributed to the Digital Initiatives Program by:

        Scanning images and entering metadata for the Jacob Lawrence Catalogue Raisonnee project, the Cities and Buildings project, the Mount St. Helens Plant Succession project, and an LC/Ameritech grant;

        Serving on the Metadata Implementation Group, which provides oversight on metadata dictionaries for local projects;

        Maintaining hardware and software used by digital library projects.

        Original and copy catalogers in the Division were trained in BIBCO, which is the bibliographic component of the national Program for Cooperative Cataloging. After a short period of review, Monographic Services was declared independent to contribute records in the Book and Computer File formats. Successful BIBCO training completed a series of national-level training programs that catalogers have undertaken over the past several years, which includes name authorities (NACO) and subject authorities (SACO).

        The Gifts Section made a significant change to its method of recording donations. The labor intensive but time-honored practice of recording gifts on 3x5 cards, which had been in place since the 1920's, was abandoned when all units, including the Section, began recording donations on a newly designed Gift Report form. The form has all of the information needed for administrative and legal purposes, is filed in a single location with related documents and correspondence, and is archivally sound. The Gift Report form was also a significant innovation as the first library-wide form made available to staff via an Office97 template.

        The Gifts Section mounted its first documents on Staffweb, including information and procedures for staff.  Increasing numbers of donors contact the Section having first visited the Gifts Web page on the Information Gateway, or by e-mail via libquest@washington.edu.

        Monographic Services led the library's participation in a national research project conducted by OCLC. Called the Cooperative Online Resource Catalog (CORC), its purpose is to develop new tools for creating metadata records for Web resources in both the Dublin Core and MARC standards, as well as tools to ease the creation of Web bibliographies or pathfinders.

        The Books for Libraries Program, administered by the Gifts Section, distributed nearly 5,000 unwanted gift items to libraries, archives and institutions on campus, regionally, nationally and in Canada, Korea, Philippines, Turkey, Greece, Russia and Uzbekistan. Materials were also contributed to local and regional K-12 schools, community colleges, universities, public libraries and tribal libraries.

        Statistical highlights (see the appendix for more statistics):

        The Libraries as a whole received 1,660 unappraised non-cash gifts totalling 44,292 items.

        The Gifts Section handled 790 gift transactions, received 30,820 items and processed 24,864. The section prepared more than 1,100 acknowledgements and pieces of gift-related correspondence.

        In Monographic Acquisitions, 47,234 titles came in as order requests, approval books or selector-acquired gifts. 28,816 orders were generated and 50,352 volumes were sent for cataloging.

        In the cataloging sections, 77,377 titles were cataloged, and 11,576 copies and volumes were added.

        In the Marking Area, 95,429 volumes were processed.

        3. Significant Changes

        1. Services
          Same as the combined ones of Acquisitions and Cataloging.
        2. Facilities
          Same as the combined ones of Acquisitions and Cataloging.
        3. Equipment
          Same as the combined ones of Acquisitions and Cataloging.
        4. Support services
          Same as the combined ones of Acquisitions and Cataloging.

         

        4. Problems/Concerns of the Past Year

          The initial efforts required to integrate the two divisions proved to be intensive and time-consuming. A large number of details needed to be attended to in a short period of time. There was also a key staffing change (the resignation of a secretary) that forced us to rethink a number of arrangements, such as how some of the divisional telephones are answered. Both of the former divisions had developed their own "cultures" over the years, and the challenge has been to promote a new culture for Monographic Services that both reflects the new structure and preserves the best of disparate traditions from the past.

          The merger was particularly difficult for staff in Monographic Acquisitions. The transfer of the former head of the unit on short notice to the Foster Business Library was a shock to them. These staff had worked together for many years and the adjustment to this change has been hard.

          In addition, the net result of the merger, the transfer of Anita Smith to Collection Management Services and shifting of duties for Gloria Jeffcott resulted in a reduction of 2.5 FTE of staffing in the acquisitions operation. This was a significant and sudden reduction in staffing, in particular because it came at the end of the biennium, and staffing levels were a definite concern. Monographic Acquisitions staff worked extremely hard to cover these reductions at a peak time, and did an excellent job.

          5. Problems, Issues, or Concerns for 1999/2000

            Staffing levels in Monographic Acquisitions continue to be a concern for the coming year. While the impact of changes that are underway with the integration of order/receipt and quick cataloging is as yet unclear, it is an open question whether staffing is adequate. It is a definite possibility that more staffing will be needed to support this operation in the long term.

            A key staff member in Monographic Acquisitions (Mary Jensen, Head) will retire this year, and we will need to make temporary arrangements to cover her duties while a recruitment is conducted for her successor. At the same time, the changes in workflow in this area will prompt us to re-examine supervisory lines and possibly restructure Acquisitions and Quick Cataloging.

            Suzzallo Renovation will have a significant impact on the Division even though construction does not start this fiscal year. Staff time will be spent on planning, and the initial moves will affect our facilities and our options for taking up opportunities that are likely to come along during the renovation, such as interns and special projects.

            The work of acquisitions and cataloging continues to change, for a number of reasons. New technology presents us with new options and the need to revise workflows. The changing marketplace in information resources, in particular the first realistic options to acquire electronic monographs, requires changes in our work at many levels. The challenge in the coming year is to respond to these changes in timely manner and in a way that furthers the goals of the Libraries. Aside from the usual difficulties of change itself, we are faced with an ever increasing number of projects and assignments that must be accomplished by a staff that is ever decreasing in size. It is critical to begin to let go of some of the old work in order to make room for the new.

            6. Personnel

            Highlights, Staffing Changes, and Issues

                1. New staff or permanent departures
                  Barbara Cantwell, Library Technician III (.75 FTE), began on February 8, 1999.
                  Lucy Marte, Library Technician III (.75 FTE), retired on September 30, 1998.
                  Daryn McKeown, Secretary Senior (.5 FTE), began on February 1, 1999.
                  Julia Paulsen, Library Technician III (.75 FTE), resigned September 25, 1998.
                  Anita Smith, Library Technician III, transferred to Collection Management Services in February, 1999.
                  Peter Stevens, Associate Librarian, transferred to the Foster Business Library on September 21, 1998.
                2. Changes in rank or position within the Monographic Services Division
                3. Temporary absences and reassignments
                  Karen Highum, Associate Librarian, returned from leave on January 11, 1999.
                  Heather Johnson, Library Technician III, 87.5% FTE, November 1-June 30, 1999.
                  Darcy Pintado, Library Technician III, 75% FTE, September 1998-June 30, 1999.
                  Janet Pliske, Library Specialist-Supervisor I, 50% FTE, September 1-30, 1998.
                  1. Temporary staff
                    Amy Barnard, employed as .5 FTE hourly, February 1-May 7, 1999.
                    Thomas Bradbury, employed as .625 FTE hourly, April 21-June 30, 1999.
                    Margaret Fulton, Archives/Special Collections Cataloger, July 1, 1998-June 30, 1999.

                   

                  University or Library related honors and awards

                    University service awards to:

                    May Rathbone, 10 years
                    Carolyn Aamot, 15 years
                    Joe Kiegel, 15 years
                    Su Burton, 20 years
                    Dan Victor, 25 years
                    Mary Whiting, 30 years

                    Appointments and Elections to Offices Outside the Libraries

                      Carolyn Aamot, Head, Gifts Section

                      • Advisor and Chair, Advisory Committee, Alpha Phi Omega, Gamma Alpha Chapter (UW co-ed fraternity).

                        Diana Brooking, Senior Assistant Librarian and Cataloging Librarian (Slavic)

                          • Secretary, Pacific Coast Slavic Library Consortium.

                            Cathy Gerhart, Librarian and Music/Media Cataloging Librarian

                            • Board Member, Online Audiovisual Catalogers, Inc.
                            • Chair, Cataloging and Policy Committee, Online Audiovisual Catalogers, Inc.
                            • Chair, Local Arrangements and Program Committee for OLAC 2000.
                            • Chair/Past Chair, Pacific Northwest Chapter,*Music Library Association.
                            • Member, CC:DA/MARBI Metadata Task Force, American Library Association.
                            • Member, AV Task Group, Program for Cooperative Cataloging.

                              Alan Grosenheider, Senior Assistant Librarian and International Studies Cataloging Librarian

                              • Member, Committee on South Asia Libraries and Documentation (CONSALD), Association of Asian Studies
                              • South Asia Specialist, ALA/ALCTS/CCS Committee on Cataloging: Asian and African Materials.

                                Janet Heineck, Associate Librarian and Near East Cataloger

                                • Secretary-Treasurer, Middle East Librarians Association.


                                  Karen Highum, Associate Librarian and Authority Control Librarian

                                  • Secretary, Washington Library Association.

                                    Joe Kiegel, Librarian and Head, Monographic Services Division

                                    • Liaison, Legislative Planning Committee, Washington Library Association.
                                    • Member, Legislative Committee, Association of Librarians of the University of Washington.

                                      Kelly Mecifi, Senior Assistant Librarian and Science Cataloger

                                      • Member, Outreach Subcommittee, ALCTS Network Resources and Metadata Committee, American Library Association.
                                      • Member, Local Arrangements Committee, and Webmaster for OLAC Conference 2000, Online Audiovisual Catalogers, Inc.

                                        May Rathbone, Associate Librarian and Science Cataloger

                                        • Member, BIBCO Working Group on Series Numbering, Program for Cooperative Cataloging.

                                          Adam Schiff, Associate Librarian and Principal Cataloger

                                          • Director, Biomedical and Life Sciences Division, Special Libraries Association.
                                          • Representative of Special Libraries Association, Cataloging Committee: Description and Access (CC:DA), American Library Association.
                                          • Member, Cataloging Committee, Special Libraries Association.
                                          • Owner, NHC-SLA, reflector (electronic discussion list) of the Natural History Caucus, Special Libraries Association.
                                          • Webmaster, Natural History Caucus, Special Libraries Association.

                                           

                                          Publications and Exhibitions

                                              Schiff, Adam L., E. Ann Caldwell, Gertrude Koh, Vicki Toy-Smith, and Matthew Wise. 1999. Report of the CC:DA Task Force on the Review of the AMIM Draft Revision. Electronic address: http://ala8.ala.org/alcts/organization/ccs/ccda/tf-amim.pdf

                                              Forsythe, Kathleen and Diana Brooking, "Metadata:  Why should we care?"  at Online Northwest, 16th Annual Conference, Feb. 12, 1999. Web page at: http://content.lib.washington.edu/metadata/

                                              Degrees Received by Staff

                                              Other Significant Accomplishments

                                                Bret Keeling was awarded a Student Library Employee Scholarship in May, 1999.

                                                7. Major Acquisitions, Gifts or Grants Received

                                                  In 1998-1999, the Gifts Section handled 790 unappraised non-cash gift transactions, totaling 26,967 items.  An additional 3,853 items were forwarded to the Section by other units for disposition.  The University Libraries (including all three campuses and the Gifts Section) transacted 1,660 non-cash gifts for a total of 44,488 items.

                                                  A full range of unappraised non-cash gifts was handled by the Gifts Section, from the unique to the commonplace, from manuscripts to print to technological.  Among the types of the materials that were received were books, serial issues, maps, microforms, photographs, postcards, personal and organizational papers, video and sound recordings, software products, CD-ROMs, pamphlets, etc.  Some of these materials provided enhancements to the collection that could be acquired only from donors.

                                                  8. Report on Goals and Objectives for 1998-99

                                                    The newly formed Monographic Services Division did not have a formal set of goals from the previous fiscal year.  However, we did have a number of implicit goals, which are reported here.

                                                    Merge the two former divisions into Monographic Services.  This was a high-priority goal for the new division.  All of the operational details needed to function as a new unit were covered.  In addition, progress on the longer term integration of procedures and processes was made through the export/upload team.

                                                    Close the biennium successfully.  Despite staffing reductions, Monographic Acquisitions spent out monographic firm-order and approval funds and closed the biennium successfully.

                                                    Complete BIBCO training for original and complex copy catalogers.  BIBCO training was held for all original and complex copy catalogers in the division.  This capped off a multi-year plan of training for catalogers, which has included NACO, SACO and BIBCO.

                                                    Move forward with the export/upload workflow.  Major progress was made in this area.  An "idealized workflow" was developed and staff were cross trained.  Sufficient progress was made that we moved from the status of a pilot project to adopting the new workflow on a permanent basis.

                                                    9. Goals and Objectives for 1999-2000

                                                      The Division's goals and objectives are still under discussion as part of Libraries-wide strategic planning.

                                                      10. Statistical Appendix

                                                        1997/98 -1998/99 Comparison

                                                        Acquisitions Activity

                                                         

                                                        1997/98

                                                        1998/99

                                                        % Change

                                                        Incoming Order Requests

                                                        18,039

                                                        23,333

                                                        +29.3%

                                                        Incoming Approval Books

                                                        13,352

                                                        18,629

                                                        +39.5%

                                                        Incoming Gifts, etc.

                                                        5,116

                                                        5,272

                                                        +3.0%

                                                        Total Incoming Titles

                                                        36,507

                                                        47,234

                                                        +29.4%

                                                         

                                                        Titles Searched

                                                        42,900

                                                        53,343

                                                        +24.3%

                                                        Titles Input

                                                        32,723

                                                        35,126

                                                        +7.3%

                                                        Orders Generated

                                                        25,760

                                                        28,816

                                                        +11.9%

                                                         

                                                        Approval Titles, Total

                                                        13,352

                                                        18,629

                                                        +39.5%

                                                        Approval Books Returned

                                                        931

                                                        1,444

                                                        +55.1%

                                                        Approval Return Rate

                                                        7.0%

                                                        7.8%

                                                        +.8%

                                                         

                                                        Vols. Sent for Cataloging

                                                        39,953

                                                        50,352

                                                        +26.0%

                                                        Nonbook Items Processed

                                                        75,775

                                                        20,121

                                                        -73.4%

                                                         

                                                        Invoices Processed

                                                        6,589

                                                        6,956

                                                        +5.6%

                                                         

                                                        Gifts Activity

                                                         

                                                        1997/98

                                                        1998/99

                                                        % Change

                                                        University Libraries

                                                        Total Unappraised Gift In-Kind Transactions

                                                        1,598

                                                        1,660

                                                        +3.9%

                                                        Total Unappraised Gift In-Kind Items

                                                        68,546

                                                        44,488

                                                        -35.1%

                                                        Gifts Section Activity

                                                        Receipts

                                                        Unappraised Gift In-Kind Transactions

                                                        788

                                                        790

                                                        +0.3%

                                                        Unappraised Gift In-Kind Items

                                                        31,822

                                                        26,967

                                                        -15.3%

                                                        Items Transferred From Other Libraries Units

                                                        7,090

                                                        3,853

                                                        -45.7%

                                                        Total Items Received

                                                        38,912

                                                        30,820

                                                        -20.8%

                                                        Disposition

                                                        Items Distributed to Other Libraries Units and Collections

                                                        8,309

                                                        6,527

                                                        -21.4%

                                                        Items Donated to Other Libraries

                                                        4,008

                                                        4,985

                                                        +24.4%

                                                        Items Recycled/Disposed

                                                        20,192

                                                        13,352

                                                        -33.9%

                                                        Total

                                                        32,509

                                                        24,864

                                                        -23.5%

                                                        Backlog

                                                        20,221

                                                        26,221

                                                        +29.7%

                                                         

                                                        Cataloging Activity

                                                         

                                                        1997/98

                                                        1998/99

                                                        % Change

                                                        New Titles Cataloged

                                                        Original

                                                        5,946

                                                        7,720

                                                        +29.8%

                                                        Complex Copy

                                                        23,945

                                                        19,962

                                                        -16.6%

                                                        Quick Cataloging

                                                        32,778

                                                        48,664

                                                        +48.5%

                                                        Minimal Level

                                                        698

                                                        1,031

                                                        +32.3%

                                                        Total

                                                        63,367

                                                        77,377

                                                        +22.1%

                                                         

                                                        Added Copies

                                                        7,634

                                                        9,986

                                                        +30.8%

                                                        Added Volumes

                                                        2,638

                                                        1,590

                                                        -39.7%

                                                        Rush Materials

                                                        4,593

                                                        3,851

                                                        -16.2%

                                                        Marking Room

                                                        97,602

                                                        95,429

                                                        -2.2%

                                                        Retrospective Conversion, Database Maintenance, Etc.

                                                        Recon titles

                                                        12,608

                                                        7,811

                                                        -38.0%

                                                        Central withdrawals/discards

                                                        6,213

                                                        4,545

                                                        -13.2%

                                                         

                                                        Backlog

                                                        June 1998

                                                        June 1999

                                                        % Change

                                                        Humanities/Fine Arts/Social Sciences/Sciences

                                                        0

                                                        0

                                                        0.0%

                                                        International Studies

                                                        10,216

                                                        9,771

                                                        -4.3%