Strategic Operational Plan FY15 Division of Collection and ...

Division of Collection & Digital Services Texas State University Libraries Strategic Operational Plan Kickoff Fiscal Year 2015 Collection and Digital Services New Division, Renewed Strategic Plan & Rowing in the Same Direction Department of Digital and Web Services Department of Cataloging and Metadata Services Department of Acquisitions

Strategic Operational Plans and Rowing Getting everyone in an organization rowing in the same direction solves challenges in any environment, against any barriers, at any time. Strategic Operational Plans and Cooperation Staff, Other Divisions

External University Departments Tip #1 for Rowing Together The Mission Statement Texas State University is a public, studentcentered, Emerging Research University dedicated to excellence in serving the educational needs of the diverse population of Texas and the world beyond. Tip #2 for Rowing Together The Texas State University Library Mission Statement

The University Library advances the teaching and research mission of the University and supports students, faculty, and other researchers by providing usercentered services, comprehensive and diverse collections, individual and collaborative learning environments, and opportunities to learn, create, and discover. Updated University and Library Mission (2012) Texas State University is a public, studentcentered, Emerging Research University

The University Library advances the teaching and research mission of the University Texas State University Library ARL Trajectory (Association of Research Libraries) Big Picture: Strategy for who? Students, Faculty, Departments, Centers, Schools, Community Members

Communities of Scholars Student-Centered Strategic Operational Plan FY15 Summary Overview 22 Strategic Initiatives over 3 Departments Vetted from originally 58 originally listed projects Emphasis in 2015 0n completion of projects 2014, 85% uncompleted projects, 15% completed 2015, 80% completed projects, 20% uncompleted multiyear Chain of Command, Strategic Priorities and

Operational Plans Staff, Unit Heads, Dept Heads, Directors, AVPUL, VPIT FY 2015 Strategic Plan Represents: A Consolidation/Culling of Initiatives (58 -> 22) Refocus Away from Day to Day Initiatives Deletion of projects that

have been lingering (in progress or delayed) without significant progress in past three years FY 2015 Strategic Plan Good News New Grassroots Initiatives generated from Staff Workflow Workshops Department by Department focus on strategically aligned

initiatives A few significant completely new projects/ Staffsharing Initiative A few Interdivisional/University and AVPUL Projects FY 2015 Categories of Projects Scholarship and Research (6) Collections and Digital Content (7) Teaching and Learning (1) Library Spaces (2) Organizational Agility (6)

22 Initiatives fairly evenly divided over three departments, 5-7 Initiatives/Department, several interdivisional initiatives Library & CDS Plan Available on Sharepoint FY15 Strategic Operational Plan 2015 - Transitional Year Clearing the Deck (58 -> 22)

Cleaning House For the Future (Workflow Processes) Initial Steps into Larger Digital Initiatives Infrastructures CDS Strategic Directions 2014- 2019 University and Library Divisions Ecosystems Cataloging

and Metadata Services Digital and Web Services CD S Facult y

Acquisitions Studen ts 3 Highlights FY 2015 Digital and Web Services Scholarship and Research: Digitize and add 40,000 objects

to the Digital Collections Repository: University Archives, Wittliff, Archeology Highlights Cataloging FY15 Catalog every item in the federal documents collection Interdepartmental Cataloging Workflow Initiatives Highlights: Acquisitions

Hybrid Online Tools Project Licensing, Development and deployment for Research and Teaching Tools Initiative: marketing, implementation, assessment 2014-2015 Datazoa, Data Management Tools Artstor Shared Shelf, Image Libraries Browzine, Current Awareness Tools

Curriculum Builder, Online Learning Acquisitions Paperback Binding Amazon! Wittliff Acq Workflow Serials WeedingEBSCO Invoicing Thesis Printing CONGRATULATIONS! FY15

Acquisitions Initiatives Ebooks Task Force Order Request System Task Force Adjusting Target Dates Faculty Grant Change Proposal Online Tools Pilot BUILDING A BUDGET FOR THE FUTURE! Collection Action Plans FY15 Budget SUCCESS & Planning

New Budget Model "Never doubt that a small group of thoughtful, committed people can change the world. Indeed, it is the only thing that ever has. Margaret Mead Digital and Web Services Scholarship & Research I Digital & Web Services FY15 Key Initiatives

Continue to develop a robust and accessible digital collections repository that effectively gathers and promotes the scholarship and digital collections produced by the university community Specific Projects & Activities Dspace - 1) install page-turning module; 2) customized item layout Dspace - install page-turning module; customized item layout Background

Digital Collections at Texas State includes the Institutional Repository, which is a repository for scholarship produced by academics at TXSTATE, and other digital objects from collections at TXSTATE such as the University Archives and the Wittliff Collections. The platform hosting Digital Collections at Texas State is Dspace. Our installation of Dspace is managed through a partnership between the library, Technology Resources, and @mire, a private company specializing in Dspace installations and customization. TXSTATE mainly provides system level and hardware support.

Programming, such as functionality and look and feel customization is provided by @mire. The University pays @mire based on programming hours required to complete a project. Specific Projects & Activities Dspace - install page-turning module; customized item layout Look and Feel improvements Jeanne Hazzard, Lauren Goodley, and Megan North worked together to come up with changes to the overall look and feel to for the overall and site their individual collections. The

changes were submitted to @mire for development of a quote. We are also requesting Dspace be upgraded to the latest version 4.1 It is expected @mire will be able to complete the work by the end of the Fall 2014 semester. The upgrade and enhancements will require extensive testing by library staff before they are copied to the production server. Scholarship & Research II Key Initiatives

Continue to develop a robust and accessible digital collections repository that effectively gathers and promotes the scholarship and digital collections produced by the university community Specific Projects & Activities Organize and staff a department to support digital and web services Specific Projects & Activities Organize and staff a department to support digital and web services

A lot has been accomplished on this Initiative during the first two years. Accomplishments include: Creating the Digital & Web Services department and realigning staff from Computer & Information Services, Continuing Resources, and Cataloging & Metadata Services. Identifying space and infrastructure requirements, and creating new spaces for digitization in part of the bindery area. Developing a GOJA for a new position, Digital Media Specialist,

and hiring an enthusiastic and qualified person to fill it. Identifying needs and ordering specialized digitization equipment. Organize and staff a department to support digital and web services Additional Detail for Year 3 1) Hire Programmer Analyst The University Library has needed additional programming support for a long time. A new GOJA was developed for programmer with a variety of skills, but mainly strengths in web development, such as scripting and markup with HTML and XML. Help with Web Development needs for platforms such as Gato, EDS, and Dspace,

working with ITS and TR as necessary. Help create SQL queries for Sierra Develop scripts to manage digital objects and associated metadata and automate creation and ingestion into display and preservation repositories. Another key duty of this position is to be a backup for management of Library Applications such as Ezproxy, Illiad, Eres, Archivists Toolkit and Archon. The position was originally posted internally to campus in July but did not receive any applications. The position has now been posted nationally.

Organize and staff a department to support digital and web services Additional Detail for Year 3 2) Increase student worker allocation: Digital & Web Services plans to use student workers to increase the productivity of the unit. Jeremy has extensive experience managing students in the digitization lab at the University of North Texas, where a majority of the digitization is performed by students. Organize and staff a department to support digital and web services

Additional Detail for Year 3 3) Spaces for Digitization and Equipment: The transfer of content on magnetic media to a more permanent format is of critical concern to archives. Audio cassettes, reel to reel tapes and VHS tapes are in danger of deteriorating beyond salvaging. Depending on the type of tape used, many recording from the 1970s and earlier are already lost. The Southwestern Writers Collection has hundreds of cassettes in its collection, such as recordings authors used during interviews. The University Archives has a number of recordings including oral histories of persons

notable to the University. The main digitization lab and department heads office were created in 2013. A new room for Audio/Visual digitization is being created adjacent to to the digitization lab. Once skills are mastered and procedures developed the Digital & Web Services department plans to offer its Audio/Visual digitation services to other units and faculty and help preserve materials in danger of being lost forever. Scholarship & Research III

Key Initiatives Continue to develop a robust and accessible digital collections repository that effectively gathers and promotes the scholarship and digital collections produced by the university community Specific Projects & Activities Digitize and add 40,000 objects to the Digital Collections Repositories Digitize and add 40,000 objects in FY15

Additional Detail for Year 3 The Digital & Web Services department plans to begin full production mode in FY15 and work on projects in and outside the Library. Jeremy has already completed a major project with the University Archives scanning the University Undergraduate Catalog from 1904- 2006, encompassing more than 16,000 images. The collection is now available on the

Digital Collection site. Digitize and add 40,000 objects in FY15 Additional Detail for Year 3 The Digital & Web Services department just acquired a state of the art high resolution digital photography setup. Our new equipment consists of: Phase One IQ180 digital back with 80 megapixel resolution

Phase One 645DF+ camera Digitize and add 40,000 objects in FY15 Additional Detail for Year 3 Digital Transitions Rcam Reprographic Camera with 72mm SES lens DT RG3040 Reprographic System. Digitization projects for FY15

Digitize and add 40,000 objects in FY15 Additional Detail for Year 3 Digitize Pedagog. It spans 1904-1999 and at completion it will consist of around 30,000 digital images. We expect to be able to complete it by the end of FY15 Digitize R.H. Bing Collection - Bing is a distinguished alumni and also was a professor

at UT-Austin. The Mathematics department wants to do an exhibit for an up coming event celebrating him. Digitize and add 40,000 objects in FY15 Additional Detail for Year 3 Digitize Pedagog Negative Collection Several boxes of unlabeled negatives were discovered that are related to production of the Pedagogs during the 60s and 70s. Many

may predate the University News service and may contain important or useful images. Digitize and add 40,000 objects in FY15 Additional Detail for Year 3 Digitize Center for Archeological Studies Tom Miller Collection (1 box). The CAS contains many materials in need of preservation through digitization. The Tom Miller collection would be the first of, hopefully,

many collaborations. Future Projects Faculty Digitization Services Allow faculty to submit applications for digitization of primary source research materials. The Wittliff Collections Austin Music Posters, Austin Film Festival, UT Press Book Series, Wittliff Gallery

Future Projects University Archives San Marcos Springs, Burleson Mills Tract, Aquarena, Meadows Center, Presidential Papers, Presidents Reports to the Board of Regents, Commencement Programs, Oral History Collection, Graduate Catalogs San Marcos Public Collaborate with University Archives on SMPL

local history collections Cataloging & Metadata Services Department Strategic goals for the upcoming year Catalog the Entire Federal Documents Collection FY2015 Catalog the entire federal Defense Department Collection,

approximately: 23,400 volumes More Federal Cataloging Complete the map collection cataloging project: ca.

4,000 maps Geological cataloging Complete the Survey Bulletin project: SuDoc I19.3 approximately

700 volumes HATHI TRUST Digital Library HathiTrust Membership Over the next three years we will work towards becoming a member of HathiTrust. HathiTrust is a partnership of academic & research institutions offering a collection of millions of titles digitized from libraries

around the world. This will enable us to increase access to primary source out-of-print material to help support our research initiatives and ARL application. Year 1, FY2015: Add holdings on OCLC for e-resources to better represent our research collections. Year 2, FY2016: Inventory Library collections and OCLC reclamation (synchronize holdings with our local system) Year 3, FY2017: Apply to HathiTrust Library Webpage for Managing Workflows Staff will be able to access information regarding ordering,

weeding, cataloging/collection projects and other information. Eventually page will contain links to information on: Workflows Subject librarian lists Request forms Project status Services offered Completed projects Training documents Staff contacts

FAQs Workflow Request form for Collection/Cataloging Projects By September 1st we will have a bare bones website up and running with request forms including one for Collection/Cataloging Projects. This link will e-mail members of the Project Team whose members represent areas in CDS & RLS: Misty Hopper (Chair), Paivi Rentz, Rory Elliott, Lynn Smeal, Selene Hinojosa, Sheila Torres-Blank, Arlene

Salazar, Megan Ballangee, Jerry Weathers What will happen next? The Collection/Cataloging Team will evaluate each request. For larger projects team members will work with their staff to decide who should be involved in the project For each large project, an initial meeting of selected project members will be held to: Plan Brainstorm Prioritize

Distribute duties Set timeline for start and finish Evaluate project Advertise completion Project will be added as a task on a Sharepoint so that interested parties can see where the project is regarding completion. Task Force for Missing/Replacements Paivi Rentz has agreed to chair this task force

and is currently building her committee The task force will work to develop simplified, streamlined, and standardized processes for all formats regarding missing/replacements including: Status Searching Replacement or add copy

Regular replacement schedule Record cleanup Reinstatements Whats Next with RDA Many cataloging staff members are already cataloging original records in RDA. The next step is to create the RDA training committee. This Committee will develop standardized RDA guidelines for CDS catalogers to follow, provide training documentation and investigate

other methods for staff training. Committee members: Misty Hopper Sheila Torres-Blank Karen Sigler Lisa Francis Lynn Smeal Questions and Comments FY15 CDS Strategic Plan Available on Sharepoint At: https://bobcatshare.txstate.edu/IT/Library/techserv/Strategic%20Planning/Forms/AllItems.aspx

FY15 Library Strategic Plan Available on Sharepoint At: https://bobcatshare.txstate.edu/IT/Library/Strategic%20Planning/Forms/AllItems.aspx

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