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Collection Maintenance Goals/Challenges

1995/1996

1. Quality Control team members will perform record maintenance and physical processing necessary to support library weeding/relocation projects in periodicals, indexes, and main collections. Suggested time frame for weeding to begin: Summer 1995.

2. Quality Control will coordinate efforts to pull related smart barcodes from withdrawn Government Publications to facilitate the automated circulation of documents. Suggested time frame for completion: August 1995.

3. Continue conversion of Kardex titles to VTLS check-in records. Plan procedures and implement conversion of check-in and holdings information for CDROM titles. Suggested implementation Spring 1996.

1996/1997

1. Plan procedures during May to improve the withdrawn process to include time frames for listing materials, contracting vendors, and recycling materials. Implement process for current periodicals projects and complete procedures by January 1997.

2. Plan procedures for providing additional VTLS information by adding holdings for existing serials located in Main collection. Plan in November, implement and complete project by January 1996.

3. Examine ways to reduce existing backlogs relating to the regular revision process and develop procedures for revision of completed projects. Examination of the process will begin in June/July 1996 with procedures written by August 1996. Plan projects to eliminate regular backlogs by November/December 1996 and two or more special project backlogs by January 1997. Try to eliminate all backlogs by May 1997.

4. Complete special project to enter holdings for the IAC Searchbank titles cataloged by DI. Timeline: August/September 1996. (Added by Coordination 4/96)

1997/1998

1.) Plan procedures during June/July for moving the remaining Kardex titles to VTLS. Develop clear and concise instructions for CD-ROMS, newspapers, and looseleafs to be added to the serial holdings manual. Implement procedures for the CD-ROMS by Aug/Sept. Have revision of CD-ROMS completed by Oct. 1. During Oct/Nov. set up checkin on VTLS for the remaining titles. By Jan. 1998 have everything out of the Kardex and revision completed.

2.) Begin discussion about job backups. Examine one QC job every two months. Develop criteria for when backup should be implemented, and at what level. Provide detailed procedures for the QC manual and train backup person to perform the necessary task.

3.) Gather information on the topic of online shelflisting and withdrawing during Summer/fall. Examine the possibilities in Jan/Feb and make proposals based on the study.

4.) Continue with revision of withdrawn and relocation projects. Plan and begin project Dec/Jan. Have revision complete by May 1998.

1998/1999

1. Revise shelflists from previous Periodical short run and duplicate withdrawn project. Summer 1998.

2. Finalize procedures for Current Periodical withdrawn requests by October 1989. Begin project by February 1999, and have revision done by summer 1999.

3. Continue discussion about job backups. Examine one QC job every two months. Develop criteria for when backup should be implemented, and at what level. Provide detailed procedures for the QC manual and train backup person to perform necessary task.

1999/2000

1. Inventory of some areas of the library may need to be done.

2. Withdrawn database that was requested may come and the team would need to figure out how to use it.

3. Compression project of bindery or serials may need to be done. Bindery compression was done five years ago.

4. Student help will be non-existent Summer 1999. The team will have to organize to get check-in for newspapers and periodicals done.

5. Manual pages will still need to be done in the coming year- especially since there will be a new Table of Contents.

6. Setup for holdings of electronic journals, CD-ROMs, newspapers and looseleafs need to be addressed.

7. Kardex titles still remain in the kardex. The remaining few are difficult titles but need to be put on VTLS.

8. IAC database titles are changing again. This year there seems to be more titles which may facilitate a project.

9. Response to DI's shelflist proposal if needed.

2000/2001

1 . Inventory of some areas of the library may need to be done. Spring 2001.

2. Withdrawn database. September - December 2000.

3. Compression project of bindery or serials may need to be done. Bindery compression was done six years ago. January - March 2001.

4. Student help will be non-existent Summer 2000. The team will have to organize to get check-in for newspapers and periodicals done May-August 2000.

5. Manual pages will still need to be done in the coming year. On going.

6. Setup for holdings of electronic journals, CD-ROMS, newspapers and looseleafs need to be addressed. November - December 2000.

7. Kardex titles remain in the kardex. The remaining few are difficult titles but need to be put on VTLS. October - November 2000.

8. InfoTrac database titles to create holdings for. February - April 2001.

9. Response to DI's shelflist proposal if needed. September - October 2000.

2001/2002

1. Withdrawn database functional - May 2001

2. Explore other methods of disposal of withdrawn materials - Summer 2001

3. Link to holdings (on remote databases) - January-May 2002

4. EBSCO host - create holdings/procedures - Procedures/some holdings: September 2001. Entire project, including Wilson and First Search: January-May 2002

5. PER barcoding - May-Aug

6. Manual pages - ongoing

7. Broken Arrow - August-October

8. Mail check-in for summer - May-Aug

2002/2003:

1. Manual pages - on going each month

2. Distribution of jobs & streamlining of processes. Study backups for team tasks (August 2002). Examine each job or task in coordination with the rest of Technical Services (Sept. 2002) Select one to four tasks for improvement. Explore new ideas for streamlining tasks. (Sept./Oct. 2002) Plan for implement changes and training, revise job descriptions. (Nov. 2002)

3. Link to holdings on remote databases (for titles done Fall 2001). (Feb. 2003-May 2003)

2003/2004

1. Review the QC section of the manual and write and/or update manual pages as needed. Begin summer 2003 and continue all year.

2. Continue with back up training. On going.

3. Train Donna on continuations check in and prepare for the transfer of this task to Acquisitions. Fall 2003.

4. Begin making plans for the transition to a new system. Spring 2004.

5. Participate willingly with room wide projects. On going.

2004/2005

Plan and carry out training needs for new employees in Technical Services along with additional training needs due to our new library system Millennium from Innovative Interfaces.

Increase electronic access to resources in the new library Web OPAC.

Streamline workflow to expedite material delivery to the three libraries we serve.

2005/2006

1. Provide for check-in and processing of newspapers and magazines for the Summer of 2005. (Begin May 9, 2005)

2. Train a new Check-in student. (Fall 2005)

3. Develop a CLIP training routine for check-in. (Summer 2005)

4. Write or revise manual pages. (Ongoing)

5. Conduct a book truck inventory. Identify book trucks to be retired to Broken Arrow. Order replacement book trucks. (Summer or Fall 2005)

2006/2007

1. Conduct an inventory of serial/periodical titles in Broken Arrow. Plan in July, perform in August 2006. Including limited retention titles and bindery scheduling. Cleanup online records to reflect correct information.

2. OCLC Union List. A current backlog exists due to decision making at the state level. After a decision by the Oklahoma Union List of Serials, cleanup waiting microfilm titles. Continue to check Union List entries as volumes are added throughout the year.

3. Curriculum Materials - Withdraw older editions in preparation for the teacher give-a-way in the fall. Explore ways to ship increasing numbers of materials to BA as the year progresses.

4. Manual Pages. Continue to write new manual pages to reflect changes in procedures with Millennium.

5. Videx Conversion to Millennium. Begin to plan steps for moving Videx statistics gathering to Millennium.

2007/2008

1. Provide for check-in and processing of newspapers and magazines for the summer of 2007. (Each member of the team will take a day or work with newspapers)

2. Plan the steps needed to convert second floor statistics counts from Videx to Millennium. Write procedures summer 2007. Start a pilot project during August 2007 intersession. Start the project when school starts.

3. Provide summer backup help for deprocessing of withdrawn items and Curriculum Materials for teachers. (Members will volunteer a few hours each month)

2008/2009

1. Explore vendors for discarded books. Send bids if necessary and obtain the best solution that reduces the need to recycle books and also is minimum work for the library. (Linda and Jose, Summer 2008)

2. Withdraw books from the third floor weeding project backlog. Work on one to two book trucks a month. (Jose and Linda)

3. Weed older materials from Curriculum Materials. Work 1-2 hours per week starting Summer 2008. Prepare for Fall 2008 teacher event. (Jose, Linda and Rikki)

4. Sponsor a cleaning day for Technical Services. September 2008.

2009/2010

1. Train a new check-in student and restructure job to include more activities as check-in numbers decrease. Fall 2009 (Jeanne)

2. Move JVL limited retention to January, starting 2010. Perform BA limited retention in May and Muskogee in August. (2009)

3. Change the way we handle item records for in-house counting. Keep item records for limited retention and binding until statistics have been gathered at the end of the year. These items would be suppressed to public view. Start yearly project in June to delete item records after in-house counting. Begin May 2009, deletion project June 2009 and June 2010.

4. Withdrawn Project. Continue to withdraw materials from third floor weeding. Goal is 3 trucks a month for Jose and Elizabeth combined. Help from additional student workers could produce up to 8 trucks a month. This pace should allow us to become current during the fall semester 2009.

2010/2011

1. Hold biennial NSU Textbooks for Schools teacher give away. Event is changing to even years. Withdraw materials from Curriculum Materials, April-August. Hold event end of August or beginning of September 2010.

2. Perform In-house usage count in June 2010. Delete items for periodicals bound, on microfilm or weeded from limited retention after usage count is complete. Evaluate how this year's method worked.

3. Continue withdrawn project. Withdraw at least three trucks a month from Resource Coordinator weeding. Respond to other weeding projects as proposed.

4. Continue to find places for weeded materials and gifts not added. Begin working with prison libraries. Continue sending books to Better World Books.

5. Check-in card Deletion Project. The number of old check-in cards needs to be addressed. A project in July 2010 should address this problem. Create lists and delete records can be used with some quality control checking to delete all check-in records for newspapers older than January 2009 and other weekly serials older than January 2008. Exclude bindery titles. We will inform BA and Muskogee before the records are deleted.

2011/2012

1. Provide for check-in of newspapers and magazines for the summer of 2011. Jeanne will check-in periodicals. Other team members will volunteer for days to check-in newspapers and process and shelve periodicals. (May-August 2011)

2. Second Floor Weeding project. Plan project details, summer 2011. Pull and withdraw volumes from lists, fall 2011. Research bid process, spring 2012. Plan for another cycle of weeding if necessary. 3. Curriculum Materials. Prepare for the 2012 fall give away. Weed the rest of the older material from the collection. Weed 219 of older materials and rearrange the room.

4. Music binders. Lou Ann is coordinating the project to put music scores into binders. This is an ongoing project with student help. Supplies need to be evaluated. Project will be on hold for summer 2011.

2012/2013

1. Continue to respond to the third and second floor weeding projects. Withdraw materials, rotate the book sale area, and send books to Better World Books. Find vendors to bid on withdrawn periodicals.

2. Plan for the 2012 textbook event. Withdraw materials, arrange room, print and distribute letters and host event.

3. Continue to put music scores into binders as cataloged.

2013/2014

1. Withdraw or suppress circulation statuses set from 2004-2012.

a. In the spring, gather a list of Lost and Paid, Billed, Claims Returned and other older circulation status items. Plan procedures. In April/May withdraw as appropriate or suppress records. Record statistics.

2. Broken Arrow inventory

a. Perform a limited retention inventory in May 2013. In addition, begin work on inventory of continuation titles for proper locations and holdings statements.

3. Summer Check-in

a. Due to the lack of summer students, department members will perform newspaper and periodical check-in during the summer

4. Respond to weeding projects

a. Continue to withdraw titles from second floor weeding project on spreadsheet.

b. Begin with Reference weeding project

c. Respond to other weeding projects during the year

Page maintained by: Linda West.
Last update: August 7, 2014