Annual Highlight 2000/01
Overview
The Department and its three sections completed another renovation cycle and The Acquisitions and Serials Section managed to increase all its primary production statistics in spite of the displacement of the section's four units for over three months. The staff remained flexible and industrious throughout this last (we hope) nomadic experience. After the renovation of the second and third floors, the section settled in and continued its activities with units now housed on all four floors of Library East - the Bookstore remains on the first floor; Serials Acquisitions, Paying, and Monographs Unit located on the second floor, Serials Cataloging Unit and Michele Crump's office located on the third floor and Gifts and Exchange Unit moved its operations to the fourth floor.
The Serials Acquisitions, Monographs, and Paying Unit coordinated workflows and processing to spend the 2000/01 budget of $8,827,556.00 in a timely and efficient manner. The budget was up from last year with a non-reoccurring 2.2 million that was earmarked for purchasing monographs and microfilms. Consequently shelf ready processing costs increased with the acquisitions of monographs and standing orders.
Serials Acquisitions Unit
The Serials Acquisitions Unit continued its search for a unit head throughout the fiscal year; Doug Kiker accepted the A&P position at the end of June and began working on July 16. Also the unit filled two other key positions the LTA for serials check-in and the SrLTA for serials orders and cancellations. The unit received 122,936 serials pieces in all formats, 2.2% more than 1999/00 (120,323). The unit ordered and purchased 252 new subscriptions and canceled 29 serials titles. With this addition of 223 active serials titles, the total for purchased serials count comes to 16,470 (excludes 2,600 active gift and exchange titles). During the year, the unit received 591 standing order titles processed from Academic Book Center at the cost of $1,192.00.
Serials Cataloging Unit
The unit endured staff vacancies when two staff members were out on medical leaves during the year. In addition to the medical leaves the unit filled its vacant Sr LTA position and the training of that staff member along with the two medical leaves had a significant effect on the overall productivity in the unit. The unit added access to 428 electronic resources in LUIS down slightly from last year's count of 536. The unit cataloged new titles in the following formats: 1,741 monographs in series; 1,097 serials titles, 118 microfilms, 3 microfilm newspapers, 187 microfiche; 4 machine readable; 1 cartographic. However, the totals for cataloging new serials was up from last year and shows that the unit concentrated on keeping up with the incoming material and had time to organize material in a number of backlogs into a LUIS-number sequence for easier access. As with last fiscal year, the unit exceeded its commitment to CONSER for cataloging contributions.
Monographs Unit
The Monographs Unit received 60,474 pieces, 17% more than in 1999/00 (43,967). The unit placed 33,651 monograph firm orders (keyed orders and CORCE), 40% more than in 1999/00 (20,249). Out of that total, 31.3% of the firm orders went through the CORCE process (10,538). The total of monographs order increased considerably in 2000/01, the keyed orders were up 42% (23,113) from 1999/00 (13,338) and CORCE processed orders were up 34% (10,538) from 1999/00 (6.911). However the means of processing the orders changed significantly perhaps because CM could purchase more firm order material, not available as YBP slips, with the budget increase. Therefore, the percentage of titles processed through CORCE was down by 9%. Shelf ready material received from YBP costs $50,897.95 for the fiscal year, and included: 10,926 catalog records; 12,064 books.
The Monographs Unit purchased a total of 16,077 titles, from the area studies approvals and YBP approval plans, which was 13.9% more than in 1999/00 (14,112). However the domestic approval plan with YBP showed that YBP did not ship UF as many approval plan titles this year, 7,524 down 14% compared to the 8,753 we received in 1999/00 (could be due to CM profile changes that did not get implemented until late in the year). Consequently the number of YBP titles purchased, 7,289 this year, decreased by 11.8% from 1999/00 titles purchased, 8264. Even with this decrease in purchases the number of titles returned to YBP decreased by 44.1% - 235 titles returned in 2000/01 to yield an overall 3.1% return rate for the year compared to the 489 titles returned in 1999/00 to yield a 5.6% return rate.
Gifts and Exchange Unit
The G & E Unit successfully relocated to the 4th floor of Library East. The unit now occupies rooms 417 & 420 in the east hallway off LAC. This move has reduced storage and review shelves, as well as staging areas for handling gift materials; however, after reorganizing certain procedures used for gift materials review, and with the existing shelf space located in the bookstore, the unit is managing the workflow quite well.
The Smathers Library Bookstore grossed $5,881.41 for the year. In two years of operation the bookstore has now grossed $14,632.10. For promotion purposes, the bookstore staff are running ads in the Alligator at the beginning of each semester, periodically holding sales within the store, and frequently posting flyers across campus. And, although the sales did decrease from the previous FY, a gross of almost $6,000 is still over twice that of the average one-day Annual Book Sale held in past years.
The Harn Exchange Project was completed. The G & E Unit mailed out over 300 packets containing Harn exhibition catalogues and a letter requesting a formal exchange agreement. By offering to exchange art publications with other libraries, the UF exchange program has signed on 47 new exchange partner institutions, most of which are museum libraries. To date, the library has received 258 exhibition catalogues, books and assorted art publications. In addition, AFA is now receiving on a permanent basis 5 new serial titles through the Harn exchange.
During the year, the G & E Unit received 1,028 serials and 3,092 monographs from gift donors, of which 463 serials and 1,968 monographs were selected for library collections. Of the selected items, the unit copy cataloged 1,638 new monographs titles and 175 serial titles. The G & E Unit sent 330 monographs and 565 serials to the Contributed Cataloging Section and Serials Cataloging Unit for original and complex cataloging treatment. At the end of the fiscal year, the unit is receiving on an ongoing basis 1,061 serials or monograph series from 643 exchange partners and 1,539 serials titles as gifts, bringing the active serials titles total to 2,600.
Paying Unit
The Paying Unit won a Davis Productivity Award for successful implementation of the Point of Work (POW) batching system. The Unit set an all time dollar volume record by processing over $9.5 million disbursements for fiscal 2001. The unit handled this workload increase without a student assistant while maintaining their low error rate and no late payment penalty interest charges. The unit processed an average of 649 invoices per month and a total of 7,952 for the fiscal year. The average batch count processed per month was 78 and a total of 970 batches completed for 2000/01. The unit managed the prepayment deposit accounts with success again this year for serials titles received from Blackwells in Oxford ($823,000) and New Jersey ($978,000) and from Harrassowitz ($888,000).
Personnel:
David Allerton
was honored with library recognition as a key resource person in the libraries.
Linda Silba, Archivist in Gifts and Exchange, went on personnel
leave from May through early July.
Gift and Exchange hired Barry Lui in the .5 FTE Sr. LTA position.
Marie Kennedy, the Archivist in the Serials Acquisitions Unit,
went on personal leave for a year, July 2000 to July 2001. Marcia Martin accepted the Archivist temporary
position from September through April. Gerald Langford 50% time in the position until Marie returned from
leave.
Doug Kiker accepted the Serials Acquisitions Unit Head position
in June.
Serials Acquisitions Unit hired Daniel Holt as LTA check-in
to replace Jeanette Marks, who accepted a position in HSS Reference. Judy
Rummel accepted the SrLTA position for serials ordering.
The Monographs Unit hired Elaine Needleman
and Jack Fisher to replace Erika Hirsch and Lyn Straka as Sr. LTAs.
Prepared by: Michele
Crump, September 17, 2001
Last Updated: March 21, 2002
