1999-2000

ANNUAL REPORT
July 1, 1999-June 30, 2000

Major Activities, Accomplishments and Projects

Fully implemented new workflows that integrate order, receipt and quick cataloging.  Merged the Monographic Acquisitions and Quick Cataloging sections to support this change.

Participated in the OCLC Cooperative Online Resource Catalog (CORC), a research project to provide better tools for cataloging Web resources.

Contributed to Digital Library projects, including the completion of the Everett Massacre grant project, the scanning of three collections and the addition of subject headings to five other collections.  Staff contributed to the development, testing, documentation and training for the CONTENT multimedia database program.  Staff also contributed to the creation and coordination of metadata schemes throughout the Libraries through the Metadata Implementation Group.

Contributed to the LC/Ameritech grant project on American Indians of the Pacific Northwest by providing metadata for about 2,300 images.

Completed the retrospective cataloging of the International Documents collection in Government Publications.

Made a number of changes for Suzzallo Renovation, including relocating the Database Management Section and the work area of the Gifts Section.   Reduced and relocated the Gifts backlog.

Began planning for the relocation of most of the division to Sand Point as part of Suzzallo Renovation.  Carolyn Aamot began a two-year appointment as Resources and Collection Management Services Renovation Project Manager.

Planned for the inclusion of the Miller Library collection of the Center for Urban Horticulture in the library catalog and began cataloging it.

Replaced a large percentage of our computers and upgraded all of them to the NT operating system.  Served as the first site in the library for this upgrade.

Took a lead role in profiling and creating the catalog database for Cascadia, a union catalog of the six upper division state campuses.

Participated in library-wide strategic planning through the Strategic Planning Team, the Visioning Team and internal discussions.

Trained two interns from the Information School.

Began using the University Visa card in Monographic Acquisitions in order to speed the delivery of certain types of materials.

Problems of the Last Year

Questions of organizational structure, workflow and staffing levels were in the forefront this year.  Major changes were made in Monographic Acquisitions as order and receipt activities were combined with quick cataloging.  Working out these changes and training staff in new duties absorbed a good deal of time.  In the cataloging sections, plans were laid to reclassify a number of complex copy catalogers to original catalogers, with a goal of increased flexibility as well as the ability to address additional work for the digital library.  There were many questions about how to best organize our staff working on digital initiatives that went unanswered.  Another theme was recruitments to fill vacancies, particularly in Monographic Acquisitions.  The vacancies left us below our usual staffing level and this was felt in backlogs that were higher than desired.

Problems, Issues and Concerns for 2000/01

Due to the renovation of the Suzzallo Library, most of the Division will be temporarily relocated off campus to a facility at Sand Point for nine to twelve months, beginning some time in the spring.  This move will take substantial planning and preparation, and be a significant disruption to normal operations.  In addition, it falls at the close of the biennium, when ordering and receipt activities in Monographic Acquisitions are at their peak.  The Gifts Section and the Marking Area will also move but remain on campus, along with the Database Management Section.  The split across facilities will pose challenges in working with other library units and staff, and also within the division.

Strategic Action Plans

As part of library-wide Strategic Planning, the Division adopted six strategic action plans.  They are listed below with brief updates on progress to date.  These plans will continue in effect for 00/01.

1.   Suzzallo Renovation and temporary relocation to the Sand Point facility.

Planning for the Sand Point space has been completed and construction has begun.  Planning for the changeover to Norstar for Suzzallo and Sand Point is done.  Work has begun on a master list of tasks to be accomplished before the move.  Cleaning out older files and reference tools has begun.

2.  Streamlining and improving workflows.

A number of changes have been made in Monographic Acquisitions in the past six months.  Training begins in October to move the quick cataloging of cat-as-seps and some analytics to Serials.

3.  Improving the divisional staff Web page.

Documentation for the Marking Area has been added.  The updating of a number of documents has been put on a better footing.  Discussions have begun on the best way to reorganize the overall structure for better ease of use, and the staff who will work on the project are being trained.

4.  Replacing yellow (manual) notify cards with an online alternative.

This is a library-wide initiative that requires the appointment of a cross-departmental team.

5.  Contributing to plans to implement authority control.

Karen Highum and Joe Kiegel are leading the efforts of the Cataloging Policy Committee to contract with an outside vendor for authority control.

6.  Increasing selector awareness of non-cash gift program and services.

Progress has been made on developing a formal selector/liaison orientation program.  Nearly all of the staff info-sheets/training documents have been updated and two have been created.  Donor info sheets have been updated and are ready for copying.  A donor brochure has been drafted.  Public and staff websites have been updated, and additional enhancements are planned.


 

Statistical Appendix

1998/99 -1999/00 Comparison

Acquisitions Activity

1998/99

1999/00

% Change

Incoming Order Requests

23,333

20,604

-11.7%

Incoming Approval Books

18,629

15,805

-15.2%

Incoming Gifts, etc.

5,272

19,506

+270%

Total Incoming Titles

47,234

55,915

+18.4%

Titles Searched

53,343

40,228

-24.6%

Titles Input

35,126

30,347

-13.6%

Orders Generated

28,816

26,242

-8.9%

Approval Titles, Total

18,629

15,805

-15.2%

Approval Books Returned

1,444

1,537

+6.4%

Approval Return Rate

7.8%

9.7%

+1.9%

Vols. Sent for Cataloging

50,352

38,476

-23.6%

Nonbook Items Processed

20,121

8,397

-58.3%

Invoices Processed

6,956

6,270

-9.9%


 

Gifts Activity

1998/99

1999/00

% Change

University Libraries

Total Unappraised Gift In-Kind Transactions

1,660

1,338

-19.4%

Total Unappraised Gift In-Kind Items

44,488

53,070

+19.3%


 

Gifts Section Activity

Total Items Received

30,820

30,522

-1.0%

Total Item Disposition

24,864

42,651

+71.6%

Backlog

26,221

15,176

-42.1%


 

Cataloging Activity

1998/99

1999/00

% Change

New Titles Cataloged

Original

7,720

6,062

-21.5%

Complex Copy

19,962

21,428

+7.3%

Quick Cataloging

48,664

41,700

-14.3%

Minimal Level

1,031

1,153

+11.8%

Total

77,377

70,343

-9.1%

Added Copies

9,986

6,403

-35.9%

Added Volumes

1,590

1,713

+7.7%

Rush Materials

3,851

2,622

-31.9%

Marking Room

95,429

97,638

+2.3%

Retrospective Conversion, Database Maintenance, Etc.

Recon titles

7,811

5,959

-23.7%

Central withdrawals/discards

4,545

1,412

-68.9%

Backlog

June 1999

June 2000

Humanities/Fine Arts/

Social Sciences/Sciences

0

0

0.0%

International Studies

9,771

15,803

+61.7%