Acquisitions & Licensing Department
Annual Report & Highlights 2006/2007
The operating word for the Acquisitions & Licensing Department in Fiscal Year 2006/2007 was ‘change’, particularly as the entire department underwent a full reshuffling of staff and units. This reorganization was done to streamline workflows and centralize responsibilities, and involved the creation of two new units and the restructuring of two others. Those changes are listed under each unit accordingly.
The Electronic Resources Unit is managed by Doug Kiker with a staff of two - Jay Wiese and Jessica York. The unit will order and manage electronic resources from E-Books and E-Journals to CD-ROMs and database packages, and it will be the responsibility of this unit to add links, pay invoices, and maintain subscriptions and license agreements for all the electronic resources of the Smathers Libraries. http://www.uflib.ufl.edu/acqlic/eresources/
E-Resources Unit Highlights:
- Unit was responsible for tracking, licensing, and paying for 53% of library’s FY 2006/2007 materials budget ($4,381,249.43 of total $8,201,334.59).
- Paid for $4,149,412.70 in e-journals and $ 231,836.73 in e-books.
- Completed projected position descriptions and staff assignments for newly formed unit in January.
- Completed cooperative effort with Acquisitions Department accountant to integrate e-resource paper license files and create database to store payment information.
- Completed scanning all e-resource license files into digital PDF format.
- Created new website for E-Resource unit using same templates as other Acquisitions & Licensing units.
- Expanded usage statistics resource web pages residing on E-Resources unit site.
- In cooperation with FCLA, explored, tested, and experimented with ERM tool Verde.
- Expanded role in solving most e-resource access problem reports from faculty and students.
- Began role as unit with the primary responsibility for Serials Solutions maintenance tasks.
- Began loading regular MARC record updates for Serials Solutions and Books24x7 updates.
The Technical Support Unit is managed by Jason Fleming with a staff of two - Michael Jay and an open librarian position. This unit will apply software and tools to improve methods of performing technical services and will provide technical training to library units and departments. Members of this unit work to support all staff in the management of Aleph reports and data-loading functions. http://www.uflib.ufl.edu/acqlic/tc/
Technical Support Unit Highlights:
Technical Support unit created in April 2007
- Michael’s position upgraded to IT Expert, and successfully integrated into new Technical Support Unit
- Training room for Technical Services created
- Michael took over Liaison Coordination for department
- A new position was created within unit and the interview process began
- Harn bibliographic records imported into catalog
- The unit was integral to staff training and coordinating overall upgrade efforts of Aleph from v.15 to v.18
- Cataloging macros migrated to v.18
- Worked with Database Maintenance to fix British Parliament Catalog Records
- Pcat program upgraded to v.3. enhancements include: fixing of 856 links, displaying links, flagging 490s
- Jason took classes in SQL and started making reports for staff using Aleph DB
- Created basic Tagging system and successfully installed it on Linux Server. Currently users are able to add "tags" to web pages and sample OPAC records.
- Jason took over as Metalib interface designer and successfully upgraded v.3 to v.4
- Collaborated with Acquisitions department head to aid in reorganization of department
- Bibliographic Update workflow created and backlog eliminated.
- Testing for monographs EDI initiated
- Suppressed Holdings deleted in OCLC to prevent patron confusion and erroneous ILL requests
- Assisted MSL serials unit with 866 cleanup project
- Moved UFSWE item sorting project to Preservation and worked to increase efficiency of macro
- Continual enhancement of Cataloging macro suite for keeping collection statistics. Created method for individual catalogers to keep track of individual statistics.
- Created a list of Dissertations for Preservation and matched authors with list from Foundation for future project
- Assisted Authorities unit with macro for editing Electronic Thesaurus and Dissertation records.
- Created Standing order List for Acquisitions and Licensing.
- Created Aleph reports and macros to assist with Storage reclass and item sorting.
- Worked with Cataloging to create workflow that would enable them to start using OWN code PUBLIC for all Libraries in an effort to reduce duplication of effort.
- Jason took a Solinet class on the topic of Local Holdings which prompted work towards updating UF records
- Michael generated a list of cataloging macros available and started documenting their functionality.
- Coastal Archive Records suppressed
- Netlibrary books linked to corresponding print record
The Serials Unit is managed by Raimonda Margjoni with a staff of four - Sonia Tergas, Angie Stewart, Travis Schaben, and Christy Shorey. This unit will continue to oversee the acquisitions functions for print serials subscriptions, including ordering, claiming, periodical check-in, and serials maintenance. Additionally, this group will perform shared copy cataloging for serial adds, annuals, and series. Until further notice, the Serials Unit will also manage the Exchange Program and gift serials. http://www.uflib.ufl.edu/acqlic/serials/
Serials Unit Highlights:
Staff
- As a result of reorganization, staff was reassigned duties and responsibilities. Some of the main tasks include:
- Raimonda Margjoni: Unit head, website maintenance, statistics, PMMC co-chair, liaison with other units and departments, new exchange agreements.
- Angela Stewart: annual adds, orders, cancellations, and backorders.
- Christy Shorey: Exchange maintenance, serial arrival.
- Sonia Tergas, Invoice payments, LAC adds, newspapers.
- Travis Schaben: title changes, system liaison, system liaison floor coordinator, macro express coordinator, mail distribution, serial arrival.
- We established one-to-one biweekly meetings. These meetings are used to discuss everyone workflows and problems and to give and receive feedback continuously.
- We established weekly unit meeting. These meetings are used to keep everyone informed of problems and issues that affect the unit, to report problems and respective solutions.
- In coordination with the Technical Support Unit a cataloging macro was developed to streamline the process of volume adds statistics keeping process.
- We continued to use the print serials check-in macro.
- We continued to verify and make corrections to the EDI renewal invoices from UF’s three major serial vendors: EBSCO, Harrassowitz, and Swets, after they were successfully loaded by the Electronic Resources Unit.
- We continued to pay invoices for all serials, standing orders, and microfilm and microfiche.
Statistics
- Purchased serials received in all formats: 45,538
- Volumes added to the collection: 1,680
- 1,050 purchased volumes
- 630 volumes received through gifts and exchange
- Print serial subscription activity: added 64, dropped 542
- Purchased print subscriptions: added 41, dropped 163
- Print subscriptions converted to online only: dropped 372
- 329 titles converted to online through Blackwell package
- 43 business titles converted to online through various packages
- Gift subscriptions: added 7, dropped 3.
- Exchange subscriptions: added 16, dropped 4
- Total number of serial subscriptions at the end of the year: 18,858
- Purchased subscriptions:16,133
- Gift subscriptions:1,592
- Exchange subscriptions: 1,133
- Successfully compiled and reported ARL statistics.
- Successfully designed a formula and compiled statistics acquired by the UF Property Management office, regarding the estimated value of gift and exchange materials added to the collection. Total estimated value: $240,562.04
- Estimated value of gift and exchange serials: $93,985.40
- Estimated value of gift and exchange monographs: $146,576.64
The Monographs Unit is managed by Paul Lightcap with a staff of four - Beth Zavoyski, Elaine Needelman, Eric Gumbayan, and Mark Allender. The Monographs Unit is responsible for ordering, receiving, and paying for all monographic materials including books, maps, slides, audio recordings, videos, microfiche and microfilm. http://www.uflib.ufl.edu/acqlic/mono/
Monographs Unit Highlights:
Statistics/standard unit workflow:
- Ordered over 20,000 titles (may be over 21,000: 14404 + 6236 YBP slip + as yet indeterminate BNA #)
- Received, paid, processed over 42,000 volumes (42,399--16953 firm, non-YBP/BNA; 6236 YBP slip; 10937 YBP approval; ?? BNA; 2533 African approvals; 5740 LAC approvals)
Vendor meetings:
- Midwest Library Services
- YBP with Suzanne Kapusta and Ann-Marie Breaux for FALCON demonstration
- Coutts (re: standing orders & OASIS updates) – Kathy Brannon
- Blackwell – John Laraway
- Bookhouse – Sandra Brown
- Erasmus – Dirk Raes
- YBP with Suzanne Kapusta
- Blackwell – John Larraway
- Eastern Book Company – John Riley
- Harrassowitz – Justin Clarke
- YBP – Ann-Marie and Suzanne (profile review)
- Coutts – Bob Nardini, Steve Forrester, Kathy Brannon (MyiLibrary, OASIS)
- East View – Ryan Tauer
Training offered:
- GOBI refresher for CM offered with CM Support dual presentation
- Aleph v. 18 test run; participated in v. 18 Cataloging module training-testing
- Aleph v. 18 - PMMC - Acquisitions Serials module training
- Aleph v. 18 – General – Acquisitions Serials module training
- LAC approval training (in-unit, with Eric and student & staff OPS)
- African approval training (in-unit, with student & staff OPS)
Notable staffing changes:
- Suzanne Kiker retired
- Paul Lightcap became Unit Head
- Beth Zavoyski took a job at Marston
Projects:
- Implemented statistics review: began with Suzanne Kiker (methods of collecting statistics), and continued with instruction from Steve Carrico regarding required and preferred receiving and ordering statistics to be kept
- Began PromptCat and shelf-ready standing orders with Coutts
- Initiated testing of brief MARC records with Casalini (European firm vendor) and Jerusalem Books (Judaica approval vendor)
- Reviewed PromptCat and shelf-ready project with members of Acquisitions and Cataloging departments
- Revised loading procedures for PromptCat records with Gerald Langford; updated GenLoad loading profiles to adapt to vendor and Aleph requirements with Gerald Langford and FCLA
- Implemented re-organization of Monographs Unit with all members of Acquisitions Department
- Initiated standing order review/clean-up project with Raimonda Margjoni, Steve Carrico, and Jason Fleming
- Revised ordering procedures within Monographs Unit with input from Barbara Gundersen, Steve Carrico, Peter McKay, and Shelley Arlen.
- Computer reassignment (new computers rec’d; old computers rearranged for student-staff use)
Paying Unit Highlights:
2007 was the first year of a permanent increase to the base allocation from UF Administration of $750,000. The unadjusted allocation of $6,577,676 from the state legislature was exactly the same as last year. Total annual allocation was $7,327,676.
- The final library materials budget of $8,191,953 was made possible by new funds from the Division of Sponsored Research of $854,280 plus $9,997 representing a small residual balance of DSR money brought forward from fiscal 0506. Total DSR budgeted was $864,277.
- Spending for library materials grew to $8,201,335 compared to $7,604,453 for fiscal 2006, a 7.8% increase. Spending beyond the total materials budget was made possible by serials early payment account incentives and to a lesser extent by a book vendor’s account credit based on volume of business.
- Fiscal 2007 also was the first year that all of the available DSR funding was spent. There was no residual balance brought forward to fiscal 2008.
- Former Director of Libraries Dale Canelas authorized a one-time distribution of $500,000 from available carry-forward funds to support acquiring books and eBooks. The entire amount was spent for that purpose and enabled the library to make additions to its holdings in all academic circles that otherwise would not have been possible..
- Substantial improvement in Aleph-Arrow reports (made available by FCLA) have made generating the Acquisitions Report and year-end statistics gathering/reporting much less labor intensive and has saved staff significant time in carrying out these tasks.
- Paying Unit processed 21% fewer Pcard transactions compared to fiscal 2006. However, changes in workflows and documentation requirements, mandated by UF Purchasing and Disbursements, are increasing the investment of staff time in the process.
- Paying unit staff continue to be involved with staff at UF Asset Management to improve financial reporting and maintain accurate accounting treatment of library materials.
Database Maintenance:
Database Maintenance (DB) continued to work on withdrawing materials from various library collections but especially focused its activities on the ALF reclass projects to clear space in storage. This project included librarians and staff in the Cataloging, Access Services, and Collection Management Departments, as well as staff in Acquisitions; and the ongoing project involves three prongs:
- Books with Dewey call numbers in ALF that are requested by patrons will be reclassed as they arrive back at Library West. The reclass duties are being handled by Doug Smith and Co. in C & M; if the titles are part of a larger series or there are multiple copies, Steve would contact the appropriate selectors to inquire if: 1) if and how much of the series holdings would need to be reclassed, and 2) if multiple copies could be withdrawn.*
- Standing orders, serials, or monograph sets in ALF would be reviewed by CM for possible reclass and relocation to Library West
- Standing orders, serials, or monographs in ALF showing high use and/or duplication would be identified by reports run by Jason. With certain criteria set, items will be withdrawn or reclassed for Library West.
- Lawan Orser, after thirty-seven years of devoted service, submitted a letter announcing her retirement for Sept. 1st. The Director of the Technical Services Division, along with the Chairs of Acquisitions and Cataloging, decided that in September the activities and work performed by DB Unit and its positions would be absorbed into the Authorities & Metadata Quality Unit of the Cataloging Dept.
Gifts
Gifts remains on the 4th Floor of Smathers; gift acceptances and processing, along with the Smathers Library Bookstore and online sales, continue to be managed by David Allerton.
Highlights:
During Fiscal Year 2006-2007, the Smathers Library Bookstore grossed $6,208.78 and netted $5,208.00, totaling $11,416.78.
- Smathers Libraries received 10,194 monographs, 927 serials, and 2,814 assorted materials for a total piece count of 13,935 pieces; and was responsible for sending into library collections 5,944 monographs, 643 serials, and 48 assorted materials.
- Noteworthy incoming materials donations for Fiscal Year 2006-2007 include:
- Harn exhibition and sale catalogues - 350 pieces. 5/15/2006
- Egolf Children’s Books collection - 3,000 pieces 1/7/2007
- Coordinated pick up & return of library materials (rare maps, rare books, etc.) loaned to the Historical Museum of Southern Florida (Miami) by UF Libraries’ Special Collections & Area Studies Dept.
- Coordinated the arrival of two gifts from long distance: 1) 33 boxes of Jim Haskins’ manuscripts & papers from NY City; and 2) 102 Spindlewood press books donated from Michael Holloway, England.
- Coordinated pick up of the Brothers’ film collection in Stuart, FL, appraised at six million dollars.
- Noteworthy materials donations to libraries and educational institutions of need:
shipped 9 boxes of withdrawn textbooks for the Education Library to Nigeria (via the Nigeria Consulate in VA = no postal charges to UF).
- Organized two large bookstore sales: one for the week of Homecoming, the second for the annual campus-wide “Parent’s Day”.
