Initiative Review Group II - C-Automation - Final Report June 30, 2001

Evaluate Effectiveness of Existing Programs

Members:

Doris Cleek, Jeff Conway, Sammy Grimes, Libby Lusby, Deb Kulczak, Sherryl Robinson, and Luti Salisbury (Leader).

1. Briefly describe the background, present setting/structure which applies to the initiative.

The Systems Department maintains high-end computers for use by library patrons and staff, although some departments/areas lag behind others in this regard. The library provides a client/server environment for access to limited licenses for applications software as well as Z39.50 searching and retrieval. Web-based applications for cumulating and managing statistics on the use of library materials have been implemented. The Libraries use the Innovative Interfaces integrated online system, which has the functionality to actively partner with the local public library and school district libraries to provide access to other local collections. Library technology also supports distance learning initiatives via proxied remote access to licensed databases.

This department reports to the Head of Technical Services and Systems. Other staff in the department include a Head of Systems, a Computer Support Specialist II, and two Computer Support Specialist Is. Currently, the staff spend most of their time troubleshooting and/or with day-to-day operations. Little opportunity is available for research and development, including testing and recommending of new products. Training is inadequate for new hardware and software, and there is a widespread impression that little feedback is given about repairs, requests and upgrades. Also, there is currently no coordinated, long-range plan for replacing and upgrading equipment throughout the library.

Members of the Systems Department are currently involved (along with others) in a pilot project to digitize 500 Special Collections photographs. It can only be expected that demand in this area will grow (given that two IRGs have digitization as their focus), and the Systems Department will be required to provide technical support for future projects.

2. Develop an inclusive list of items that must be addressed/considered for that initiative. (not yet ranked)

• Management of the department
• Adequate staffing
• Communication and feedback
  • software availability and access by staff
  • trouble shooting assignments
  • routine maintenance
• Training
  • library employees on new software/hardware (skills assessment in development)
  • refresher training
• Support for research/scholarship projects
• Scheduling of maintenance/upgrades (including individual machines)
• Long-term plan/cycle for equipment upgrade
• Research and development- new hardware and software applications
• Budget allocation
• Work allocation and work loads
• Digitization projects, including equipment, software, projects coordinator, scanning technicians, and indexers

 

3. Briefly describe how this initiative fits into the long-term goals and/or fulfills the mission of the University Libraries.

Technology is crucial to the fulfillment of the Libraries' mission, both because the activities required to carry out the mission are increasingly automated, and because the reliance on electronic access to our collections is growing steadily.

4. Indicate other of the initiatives that should be considered in connection to, coordinated with, or that may overlap the initiative.

#1, #3, #7, #8, #9, #10, #16, #18

5. Note any initiatives or considerations that are lacking from those delineated thus far which may be essential to the planing and redefining process.

Publicity, marketing, outreach, faculty publications and university archives.

6. Recommend names of individuals who are essential to the Initiative Planning Team that works on developing and implementing the initiative in the subsequent phase.

Head of Technical Services and Systems, Beth Juhl, Head of Circulation, Members of the Systems staff, Reference representative.

7. Recommend based on educated guess, the amount of time that will be required to effectively develop the plan for implementing the initiative

1-6 months

8. Recommend the priority level to be assigned to this initiative in the three-to-five-year planning phase

#1 priority