Major accomplishments during Fiscal Year 2001/02
To continue to implement the removal of outdated material with consultation of faculty.Systematic weeding of book collections was continued. Weeding criteria include multiple copies, superseded editions, physical condition, low circulation, and dated materials. Subject areas in which weeding projects were initiated included Literature, Economics, and Juvenile non-fiction. Liaison librarians work with liaison department faculty to complete the necessary reviews. This year printed shelf lists were used in addition to the actual flagging of the identified book collection.
The following were major accomplishments by the staff during
The majority of activity in support of networked resources this year
was in support of making new electronic materials accessible to students
in physical locations off campus. The addition of various JSTOR and
Emerald periodical collections requires numerous implementations of links
in the library's web presentation and within the library catalog by
assignment of new collection locations.
(activities begun and completed within the 2001/2002 academic year) Reclassification of the Juvenile Fiction collection was completed this year. Work has been completed so that all Special Collections sound recordings are now in one classification scheme, labeled, and housed in plastic covers. New/Updated Database Subscriptions
To support the "Library-Without-Walls" conceptual framework, the following database subscriptions were added to the serials collection:
The spoken word recording collection was evaluated for possible withdrawal because of low circulation. The department recommended that the collection be kept because of the high quality content and the fact that the content is often not as yet available in other formats.
(report of progress of projects begun in previous academic year)
Oversized books in the Dewey collections continue to be reclassified into the LC Oversize collection. Any oversize books that are returned to Circulation are now being sent to Cataloging for reclassification. All books that are selected by faculty for their Reserve Lists are reclassified into LC before being added to the Reserve Collection. Reclassification of the American and English literature books (810-829 in Dewey Decimal collection) areas has resumed now that rearrangements have made room available in the LC stacks. The books in the General Collection section of 810-812s have been reclassified. Database Clean-up
Work continues in changing the coding on the bibliographic records that were transferred from Dynix to Voyager with the designation of "Other" rather than as being part of the Dewey Decimal classification scheme. The thousands of records that were transferred from the Dynix system without holdings and item records were identified, examined and corrected. Recall reports are being run regularly to identify new occurrences. Each of these bibliographic records are examined individually and corrected monthly. Weeding of Selected Collections
Systematic weeding of book collections was continued. Weeding criteria include multiple copies, superseded editions, physical condition, low circulation, and dated materials. Subject areas in which weeding projects were initiated included Literature, Economics, and Juvenile non-fiction. Liaison librarians work with liaison department faculty to complete the necessary reviews. This year printed shelf lists were used in addition to the actual flagging of the identified book collection. Weeding of outdated, superseded Government Documents is a major ongoing project to coincide with the transition to a more electronic depository. Electronic journals
The highest priority serials project this year was to create linked holdings records for the over 3500 electronic journals that were added to the collection. We continued implementing the systems librarian's plan that identifies each periodicals database as a unique collection or "location". In a cooperative project, bibliographic records for more than 500 of the new titles were added to the catalog by the cataloging unit, and thousands of holdings records were added, reformatted, and updated by Thelma Eckerd and her student assistant staff. Catalog records are now more accurate and present clearer information to the library user. A good start was made on this ongoing responsibility with much more work to be done. The following databases were focused upon:
GPO electronic records, those with no tangible distribution, are a reflection of a major emphasis for the transition of the Federal Depository Library Program to an electronic collection while meeting the demand to maintain Federal titles in print. Ganser Library receives a separate monthly Marcive, Inc. file of electronic-only titles. Standing Order Process
The process for receiving and processing book standing orders is being reviewed. These items are currently received as firm orders and cataloged and processed in the Cataloging unit. The concept being explored is that these materials be received and checked-in as serials. This project would mean significant changes in the current collection development and cataloging unit workflow with the expectation of a more streamlined operation. Serials Evaluation
In preparation for the triennial serials evaluation and also impending budget reductions, unit staff is preparing up-to-date title lists that now include electronic formats. URL Revision
The Collection Development Committee reviewed a draft URL/PURL validation policy. The policy and validation issues remain under consideration in the Committee. Physical Rearrangement of Collection Development Unit
Related to a program review recommendation, unit staff are developing a plan for the physical merger of the acquisitions and serials units on the ground floor. Working with Leo Shelley, staff are identifying space needs, workflow patterns, and furniture/equipment arrangements as related to number/levels of staff and ongoing unit responsibilities. Vendor Lists
The Serials area completed the processing of its final paper issue vendor list. For years, older paper issues that are archived in other formats have been withdrawn and sold to vendors who specialize in supplying libraries with issues missing in collections. Income was then used to purchase additional microfilm and microfilm equipment. With the increase of journal titles available in electronic databases online and the decrease in paper and microfilm subscriptions, vendor lists will no longer be part of the work related to subscriptions. Future paper issues that are identified for withdrawal will be offered for use by the UNESCO library project being coordinated by Dr. James Cosentino. In fact, some older paper indexes and journals now held in other formats have already been sent to identified African countries as a result of this project. Accreditation Reports and Library Collection Development
The Collection Development unit coordinated the compilation of data about pertinent library holdings for the Music, Industry and Technology, Social Work and Nursing Departments. CD-ROM Circulation
There is ongoing discussion about the development of a general CD-ROM collection that would allow open public access to this format. Most CD-ROM titles are now placed in the reserve collection. Older Indexes in Paper Format
An evaluation project for older paper indexes is in progress. Current curricular support is the primary evaluative criteria. Related to the project is a need for space for incoming materials in the bound volume stack area on the 4th balcony.
Processing of New Archival Materials
Through standing agreements with some units and specific contacts with others, the University Archives received materials from the following offices: President, Provost and Vice President of Academic Affairs, Director of Library Services, Dean of the School of Education, Dean of the School of Humanities and Social Sciences, Director of Sports Information, Admissions, Director of Continuing Education, Public Relations, Registrar, Alumni Services, the Black Student Union, the Social Equity & Diversity Office and the various departmental offices across campus. Materials such as minutes of councils, committees, and departments continue to arrive in the campus mail daily. Over 100 linear feet of archival materials were transferred to the archives from April of 2001 to March of 2002. The Office of Printing and Duplicating also deposits in the University Archives a copy of brochures, flyers, etc. produced in that office. The Director of Library Services has issued several memos to University personnel concerning the depositing of appropriate materials in the University Archives. Some of the materials above were added as a result; other units have expressed interest and will likely deposit items in the future. International Technology Education Association Archives (ITEA)
Archival records continued to be received from the international office of the ITEA and its affiliate in Pennsylvania. A student assistant from Special Collections has been assigned to process and reorganize earlier records from the collection. Book Collections
We are adding new volumes to the book collections as the budget allows. The types of materials added include: out of print and current publications for the Pennsylvania Local History and Culture Collection, pre-1900 volumes relating to pedagogy for the Wickersham Collection, imprints published in Pennsylvania prior to 1850 for the Rare Book Collection and new additions from faculty and alumni for the Millersville Authors Collection. Frank Gullo Sheet Music Collection Over 9,700 scores of Broadway and Off-Broadway musicals dating from the late 19th century to the 1970's have been entered into a local database and indexed. The index has been placed online and is available on the Special Collections website at http://www.millersville.edu/~archives/archweb/manuscripts/scoretitle.htm. Numerous requests for scanned copies have been requested from all over the world. Mae Slater Wingenroth Post Card Collection
As part of the Keystone Library Network Electronic Preservation Project 1017 postcards of Pennsylvania Educational Facilities (1890-1950) from the Mae Slater Wingenroth Post Card Collection have been digitally preserved and their scanned images placed on the Special Collections website. This includes numerous images of the Millersville University campus from the early half of the 20th century. The site can be viewed at http://www.millersville.edu/~archives/archweb/manuscripts/cardtitle.html. Julius Wallach Imprint Collection
Close to 5,000 lithographic images of significant structures, places and people from the 1790's to the 1850's were donated last year by retired Millersville professor C. Richard Beam. Many of the images are of European government buildings, castles and monasteries, prominent world landscapes and portraits of European royalty, prominent politicians, authors, poets, philosophers, etc. The initial stages of processing and indexing the collection have begun as well as scanning some of the images for preservation purposes. Plans are to complete the indexing and place all images online. C. Richard Beam Pennsylvania Dutch Newspaper Clippings
Over ten linear feet of newspaper clippings of columns written in the Pennsylvania Dutch dialect by C. Richard Beam have been processed and cataloged for public use. Includes an extensive archive of newspaper clippings by renowned Pennsylvania Dutch columnists from 1860's to the present. A digital index for Internet use is being developed for the collection. Noteworthy acquisitions
It is important to note that the Special Collections unit has acquired many collections of historic importance. Some of the more significant acquisitions include the Maggie Cameron diaries, a series of diaries of Senator Simon Cameron's daughter prior to and during the American Revolution, Susan Ann Furnace daybook, a rare ledger documenting the business activities of an early 19th century lime kiln and iron furnace, and the John G. Wink diary, an 1851 diary of one of the founders of Maxatawny Seminary which eventually became Kutztown University. University Archives Photograph Collection
Photographs and images housed in the University Archives have been removed from old metal file cabinets, placed in protective Mylar photo sleeves and stored in acid free file folders and boxes. Over 25,000 photographic prints and negatives were transferred to the archives last year and are being processed by three student assistants. Security
All students, researchers and patrons continue to register at the reception desk prior to entering the Reading Room. Restrictions have been placed on areas where rare and valuable collections are stored. The Manuscript Collection, Rare Book Collection and University Archives can be accessed only during the hours when the Archivist and/or Archives Assistant are present. Climate control
As in the past the extreme fluctuations in temperature and humidity continue to plague the repository's storage facility. During the past summer humidity levels exceeded 80 percent and temperatures reached close to 90 degrees on a few isolated occasions. In recent winter months the humidity levels have dropped below 30 percent while temperatures have stabilized to about 65 to 70 degrees. This dramatic range in both temperature and humidity must be addressed to best preserve the future lifespan of the many valuable collections stored in the repository. MU Index
The MU Index added the following from July 2001 to March 2002: Millersville University and borough articles from the three Lancaster newspapers from 1960-present the Snapper from 1973-present, MU Exchange, and the Alumni/Millersville Review for a total of 1,013 items added, bringing the grand total to more than 87,750 records.
The Catalog unit has been delighted to have had Anne McGillivray and Cheryl Lutz appointed as half-time adjunct librarians with their primary assignments in cataloging during this academic year. They have been working on a number of projects including reclassification of American literature and Juvenile Fiction, original cataloging of Special Collections and other materials, and verifying and updating non-standard subject and name headings in our on-line catalog. Special Collections manuscripts cataloging project
More than 100 bibliographic records describing the Special Collections manuscripts have been checked for cataloging accuracy and updated this year. This represents more than half of the collection that has been added to the online catalog. Electronic Periodicals Collections
Hundreds of individual periodical titles from electronic collections such as JSTOR, Project Muse, Ideal, and GenderWatch have been searched in OCLC, the bibliographic records verified and added to the online catalog. The holdings records have been established and made ready for completion by the serials unit. Labeling Program
The labeler that is connected to the Voyager software is finally working after having gone through many versions from Endeavor and much troubleshooting from Teresa Weisser and Aaron Zod. This program should increase the efficiency in label making. Authority Control
Quarterly name, series and subject authority update files are received from LTI. Processing the updated files has continued to pose problems this year but we are hopeful that this will be worked out this summer. Authority records for unlinked subject headings are being reviewed and revised during the spring semester. Gifts
Several large gift collections of books, video recordings and curriculum items were received this year and are added to the general workflow. They are processed in the order in which they are received. Weeding
In order to maintain current and accurate records of the library's collection on both Voyager and OCLC, weeded materials are processed and withdrawn as rapidly as possible. Books from 300, 600, and 800s have been withdrawn after weeding projects in those areas. Image Server
Image Server software was purchased by the Keystone Library Network from Endeavor. It will allow libraries to scan digital images of unusual or unique collections and input them into their library catalogs, thereby making them available to our students and to the general public throughout the world. Preparation work for image server has been extensive with leadership coming from Millersville through Janet Dotterer, chair of the KLN Electronic Preservation Committee, Dieter Ullrich as a member of the Electronic Preservation Committee and its web subcommittee, and Teresa Weisser as a member of the cataloging subcommittee. The Committee is coordinating all the state university libraries and the State Library in their efforts to have uniform cataloging of the projects. Cataloging reports
A report was run on item records that have statistical codes or item type or location name that don't match. The resulting hundreds of records were corrected. A report was run on item records that didn't have statistical codes. Codes were added for hundreds of records that were migrated from Dynix without codes. A daily report is run identifying any materials in cataloging or labeling that have had a "hold" placed on them by a patron. Those items are processed and sent to the circulation desk ready for circulation to the requestor within two working days. Periodic lists of materials in cataloging and labeling allow us to monitor the "first-in, first-out" policy easily.
The highest priority unit goal was accomplished; the library materials budget was successfully encumbered by the mid-June deadline set by the purchasing office. Intricate vendor/library license agreements were completed and detailed tracking of electronic resources subscriptions by spreadsheet was accomplished. Three major serials invoices were processed to achieve continuation of subscriptions in paper, microfilm, and electronic formats. In a tight budget year, tracking expenditures accurately was a challenging process. This year's base budget was $545,646.00. One-time supplemental allocations were received to keep library and departmental non-subscription allocations at the same level as in 2000-01, to cover inflationary increase for 2002 subscriptions, and for the JSTOR General Science, the JSTOR Ecology/Botany, and the Compustat databases. The total base and supplemental materials budget was $683,559.00. Restricted and unrestricted endowment income for book purchases was about $15,000.00. (This figure does not include the Friends of Ganser Library accounts.) In addition, there were two special allocations transferred into the materials budget. One was the 2001 Senior Class Gift of $5688.00 that was used to order books for the juvenile literature collection. The second was a gift of $1,000.00 from the Commission on Cultural Diversity that was used to purchase diversity videos. D'Ann Ressler and her staff ordered and received approximately 4000 monographic items during the year. The serials staff checked-in about 700 paper issues, 140 microfilm reels, and 50 bound volumes per month. Vendors
Baker & Taylor Books continued as the major vendor for book ordering. The discount through October 31, 2001 was 17.8% and changed to 18% on November 1, 2001. The discount is based on SSHE library sales volume. EBSCO, Proquest (formerly Bell & Howell/UMI), and Princeton Microfilm Company continued as the major periodicals vendors. Baker & Taylor continued to apply tattle-tape security strips and do paperback prebinding, as well as creating and applying the barcode for each book. Many print and media titles were ordered from online vendors like Amazon.com and Barnes and Noble.com with very prompt receipt of materials and a competitive discount. Many direct orders were placed online. Overall, online vendor customer service is exceptional. Credit Card
The library continued to refine its use of a procurement card for purchases. The card is used for online ordering of materials not available from Baker & Taylor, rush materials, and media such as videocassettes, DVD's, and CD-ROM's. A credit card enhancement was developed by the University accounting unit that allows use of the library credit card for endowment fund purchases. An increase in the credit line available to purchase materials also increased the timeliness of the ordering process. Ordering of Curriculum Materials
Cooperation among the monographic acquisitions staff, the education librarian, and the cataloging unit staff improved the ordering/receiving process for curriculum and other library materials. As a result, orders are more efficiently processed, and fewer short records are entered into the catalog. Voyager 2000 Update
A major revision to the acquisitions module was part of the 2000 upgrade. The upgrade was a disaster in that many enhancements did not work properly and greatly impeded acquisitions work during 2000-01. Refresher training for acquisitions staff was provided by the Endeavor company in August, 2001. Having overcome the significant problems related to the upgrade, this year all unit staff had the opportunity to learn more about system enhancements and develop more normal workflows. Unit Staff Crosstraining
Unit staff on all levels are slowly being cross-trained in monographic and subscription materials processes. Even with a reduced complement, student assistants continued to work on the weeding project and mail processing. A basic list of procedures that all support staff should know in order to keep unit operations running is being developed. Items include: processing of orders and invoices, materials check-in, various nuances of the Voyager system and other basic unit routines. It is important to note that crosstraining is not a reasonable substitute for the reduction of student staff if many projects are to be continued in addition to basic workflow. In addition, the number of student hours needed directly mirrors the up-and-down fluctuation of the materials budget, the number of fulltime staff in the unit, the experience level of each student assistant, and improvements in workflow such as those changes related to the credit card and direct ordering. Standing Orders
Standing orders continue to be checked in as firm orders. In order to evaluate the standing order collection, preliminary exploration for developing a standing order database was completed. Electronic Order Form
A few faculty continue to use the electronic form; some librarians are using Baker & Taylor's Title Source II database to develop carts of titles to be ordered. Cancelled Order Process
With a process for handling cancelled titles now in place and integrated into the regular workflow, emphasis was placed on closing open orders within a reasonable timeframe. Jennifer Ruth was instrumental in refining this process to eliminate the backlog of cancelled title work. Bindery
The paper journal issues to be bound were consistently pulled to eliminate any bindery backlog. The bindery contract is currently out for bid with a binder to be named as of July 1, 2002.
The Curriculum Materials and Juvenile budgets were well funded this year in comparison to last year's initial allocation. In addition, the Class of 2001 donated a gift of close to $6000 for juvenile titles. The gift allowed us to greatly improve our collection of early childhood and picture books, as well as adding significantly to the elementary-level titles. New shelving for Kits and Manipulatives
Kits and manipulatives were moved to a new location during the summer of 2001. New shelving, designed especially to house odd shaped and large items such as kit boxes, was installed in the area currently called the Listening Center, an area that will soon house the new Math & Science Center, part of a campus NSF grant initiative. This area also houses the new educational software collection and a multimedia PC. Juvenile Books
In ordering children's literature, review sources such as Booklist, Horn Book, and the International Reading Association's booklists were consulted. Collection emphases were: elementary level fiction and non-fiction, multicultural (particularly African-American, Latin-American and Hispanic-American) titles, and starred reviews from Booklist and Horn Book. For the first time in several years, a significant number of young adult titles were added. In support of a course on young adult literature taught in the English department, award winning and starred review young adult titles will be systematically purchased each year. Juvenile non-fiction weeding
Weeding of the juvenile non-fiction Dewey collection was begun during the spring of 2002. All dated (pre-1980) and damaged books have been flagged, and the Education Librarian and members of the Elementary and Early Childhood Education department are in the process of reviewing the flagged titles. The project should be completed sometime in the 2002-2003 school year. Planning
Much of the planned new physical arrangement of CMC resources has been completed. The new Math & Science center, part of an NSF grant, will be in place during the 2001-2002 school year, and with the new center the CMC will benefit from increased publicity among elementary, science, and mathematics faculty and students and area school teachers. Juvenile Fiction Reclassification The "Juvenile Fiction" Dewey collection, minus 1500 weeded titles, was reclassified to the Library of Congress classification system. The project was completed in the fall of 2001. All juvenile fiction is now part of the Juvenile LC collection. Only older non-fiction titles remain in Dewey classification.
The Federal Depository Library Program (FDLP) continues to disseminate information in a variety of formats to depository libraries with increased emphasis in the delivery of electronic documents. Electronic access to information constitutes the major focus of collection development activities in the Government Documents unit. More than half the products distributed by GPO are in electronic format. For the next several years, the Government Documents unit will focus on the management and organization of all formats in the collection to prepare for the major transition to a strong electronic collection. The unit will also continue to maintain valuable older paper publications and selected current paper publications. The development of the FDLP electronic collection concept is in response to the congressional mandate for the successful transition to a more electronic depository program. In 1993 Congress amended Title 44 with the GPO Electronic Information Access Enhancement Act (P.L. 103-40), which requires GPO to disseminate Government information products online. Marcive, Inc.
The Marcive, Inc. outsourcing contract for GPO-cataloged records is the primary source for bibliographic records added to the library catalog. The contract includes GPO cataloged and updated OCLC records with a monthly file and a separate file of electronic only records. Web Access
The Government Resources section of the Library Launchpad provides direct links to major publications of the United States government. The World Wide Web access to primary sources and other information is readily available on the computers in Ganser Library Reference area and is distributed across the University campus for faculty and students. GPO Access, Core Documents of U.S. Democracy, other national, international and state links are readily available from the Government Resources section. Technical Services: The technical service functions of the unit strive to provide full bibliographic and updated records for all materials in the collection - tangible and intangible. The Marcive cataloging service provides records of new documents received and is used as a major resource to import other records to match documents maintained in the collection. Manipulation and implementation of the records becomes the responsibility of the department. All corrections of class and item numbers in addition to holdings information are completed within the department. Serial check-in and support records are created and updated as documents are processed for shelving. The receipt and physical processing of depository shipments added to the collection remain a top priority. These processes are completed in a timely fashion, as required by the Federal Depository Library Program guidelines. Depository library identification stamps and classification labels are required for each piece received. These processes are completed for both Federal and State (Pennsylvania) Depository Programs. The withdrawal of documents is a routine activity in the unit. Beginning with January 2002 and the retirement of the Regional Depository Librarian at the State Library of Pennsylvania (the Regional Depository Librarian grants approval to selective depositories to post withdrawn materials on an Available List), we now have eight available lists that need Regional Approval. Until a new Regional Librarian is appointed, the lists remain on hold. Unit Accomplishments:
The following were major accomplishments by the staff during 2001-2002:
The majority of activity in support of networked resources this year was in support of making new electronic materials accessible to students in physical locations off campus. The addition of various JSTOR and Emerald periodical collections requires numerous implementations of links in the library's web presentation and within the library catalog by assignment of new collection locations.
In General The use of information technologies in support of various library
programs and activities this year has been one of both frustration and
success. Several undertakings consumed much larger amounts of time to even
partially implement than anticipated while simultaneously failing to meet
basic expectations for the public's benefit. Other undertakings with an
"internal" focus were extremely successful resulting in large increases in
efficiences and consequently time savings on certain activities. Endeavor Information Systems, Inc. Further work on Voyager reports in the upcoming year is anticipated
to lower the technical thresholds required to get the report to run on
any given PC (by removing the need for various client software and
configurations which are tedious and timely to install on a PC) by "web
enabling" various reports and enabling them to be run "on demand."
Other 3rd Party Software Applications In House Software Applications Very preliminary conversation about utilizing this software by other
SSHE institutions has also taken place. The feasibility and particulars
of any non Millersville implementations are yet to be fully explored.
Student Employees and Interns
Hardware Software Library Domain / Network
In order to implement the University Library's information literacy mission within the context of a virtual library, it is essential that a strategic plan and evaluation process be in place, that a well-defined faculty and staff team-oriented development and training program be in operation, and that a method to supplement the resources allocated by the University through fund-raising and grantsmanship activities be outlined.
After a fit of false starts the Endeavor Information Systems "Image Server" product and associated desktop clients were finally deployed. Preliminary testing work has been conducted resulting in a 3rd and final "from the ground up" configuration of the container that will house the electronic version of the Wingenwroth postcard collection physically present in the Special Collections unit.
Better utilizing existing network operating system software, the library can now automatically deploy and centrallly manage the client software associated with the Voyager system. This new management capability should save considerable time when upgrades of the Voyager system take place (usually in December and sometime during the Summer months).
Several new "locations" were established to allow for better management and granular access by the public to certain materials contained within the library's various collections. New locations were created to enhance serials management and workflow along with the addition of several new locations for curriculum materials that will be part of the Math and Science Teachers Center.
Several VBA (Visual Basic for Applications) scripts were developed and implemented for the purpose of capturing and handling various Voyager related use reports. Reports that previously took several hours to run and days to manually compute are now automatically feed right into a database for easier manipulation.
The Ariel software utilized heavily by the Interlibrary Loan unit was successfully upgraded from Ariel 2.x to 3.x, but machines were later downgraded to version 2.3 when it was determined that the device drivers for the Minolta scanning equipment (bound volume scanner, microfilm scanner) used by the library was sufficiently incompatiable with version 3.x that major functionality was lost. As of the June, the Research Library Group and Minolta have only offered a patch to the 3.x version for the bound volume scanner. As a result, this project will spill over into the summer and possibly the Fall semester.
New Clioweb software was purchased, installed and partially integrated with certain Interlibrary Loan activities. Patrons now have the ability to check the status of their ILL transactions online in "real time" as the underlying database is updated. However, as of early June we are still unable to provide electronic delivery of inbound articles (received via Ariel) through a secure website because of numerous software bugs that were reported. As a result, this project will spill over in to the summer and possibly the Fall Semester. Once fully operational this software should allow the Interlibrary Loan unit the ability to deliver ILL articles that are received electronically from lending institutions directly to library patrons via a secure webpage without the need to print or physically handle the item.
The Directory of Library Collections was database and web enabled by Anna Maltseva, a Computer Science intern during the Spring 2002 semester. She also developed in Visual Basic a custom interface for use by the Circulation Unit for so the directory can be more easily updated without working knowledge of the database itself or the need to understand any web markup languages. This directory is used in conjunction with the Library Catalog to aid people in finding the physical location of various materials.
The Directory of Library Faculty and Staff now contains much more information about library faculty and staff and has been database and web enabled to allow for better overall accessibility and maintenance. A sorting feature allows users to more easily identify faculty, staff, administration and general "office" contact information. Used in conjunction with the Library website, this database allows for much more centralized (and we hope) accurate information about who to contact for various questions, comments, concerns, etc.
A rather sophisticated equipment inventory management application was also developed over the last academic year by Aaron Zod (a student), Technology Assistant for Library Systems. This allows various people within the Library to spend considerably less time tracking hardware, software installations, memory, processor speeds, etc. while hooking into various "move plan" activites when new equipment arrives within the Library and older equipment is reshuffled or slated to leave the Library. Updates and tracking are done in "real time" as equipment is installed or reassigned to new users and/or locations.
Although little used this fiscal year, extensive testing and configuration work was completed to align funcationality with need to make these electronic forms function properly. The new forms and logic takes into consideration the person submitting the request, matched to the applicable fund lines for the appropriate department or program, then matching the request to the appropriate department liaison and generating and formatting the information for actual ordering by the Acquisitions Unit.
Eleven minor and one major new release of the Library's Website Administration Application were made during the last academic year. Eleven specific bugs were identified as such and corrected while 21 specific enhancements were implemented including an automatic indexing and search functionality. This new index functionality provides additional access points to various library resources, services and information should a user not be able to readily locate something by navigating through the website itself. A "report bad link" functionality was also developed and implemented to allow "one click" reporting of links to resources or services that are not functioning as anticipated. Security was also tested and some additional user accounts have been created with less than "super user" rights to parts of the website. Expanded participation in working with the library website in anticipated in the coming year.
The Library's Systems and Information Technologies Unit continued to rely upon Millersville student Aaron Zod for supporting many of the implementation and very technical aspects of the Library's technological infrastructure throughout the academic year. During the Spring 2002 semester he was joined by Anna Maltseva, a Computer Science intern earning co-op credit for software development. The Library was also fortunate to be able to hire Millersville student Justin Golihew to assume various duties from Aaron Zod upon his anticipated graduation in December of 2002. Justin began working in the Library in May 2002.
Almost 40 pieces of new equipment were ordered in April of 2002 for Summer deployment thorughout all units and physical areas of the Library building. As of late May almost all of that equipment was deployed and being used by Library faculty and staff. The Library was also able to purchase an additional Windows 2000 server as part of an on-going attempt to provide some type of hot "roll over" redundancy that would allow continued access to library resources and services to patrons in the event of some catastropic hardware failure. The arrival of this new equipment will result in the physical movement and rebuilding of approximately 80 other pieces of equipment throughout the Library.
The library's primary server had storage space doubled (from 30gb to 60gb) and an additional half a gigabyte of memory was added to the machine. Tapeware is also being utilized for backup and recovery in keeping (to the extent possible) with existing university systems practice and policy. The Library may have to investigate a new tape drive for the upcoming year as the number files and size of the backup precludes utilizing one or even two backup tapes.
A new HP8000 series printer was purchased early in the academic year for use in the public Reference Area. The prior two printers which this unit replaced had really reached the end of their useful lives given the extremely high volume (500,000+) they were experiencing on an annual basis.
Automate, a macro generation program, Beyond Compare, a file comparison utility, and Flash were all purchased by the library for various "backoffice" uses ranging from preliminary concept testing to pre-production testing. Additional licenses of Snag It, a screen capture type utility were also obtained during the year to faciliate problem resolution in the technical services areas.
As new equipment is being deployed, those machines are being added to the Library's own domain vs. the University domain. This will allow for much better and more efficient administration and management of application(s) software, critical operating system updates, the ability to automatically lock down public use machines to preclude any electronic vandalism, restore files, etc.
As more equipment is being added to the Library domain, more administration tools are being located and utilized to good effect. Students Aaron Zod and Justin Golihew have either developed or adapted more "user friendly" interfaces or scripting to make installation of new equipment and updating of existing equipment almost entirely automatic. As the numbers of computers has edged up somewhat over years past (we're somewhat stable at about 120 computers), the ability to administer and manage this equipment has improved substantially, allowing more time to be spent on improving services that benefit not only library faculty and staff but the university community as well.
The use of information technologies in support of various library programs and activities this year has been one of both frustration and success. Several undertakings consumed much larger amounts of time to even partially implement than anticipated while simultaneously failing to meet basic expectations for the public's benefit. Other undertakings with an "internal" focus were extremely successful resulting in large increases in efficiences and consequently time savings on certain activities.
Endeavor Information Systems, Inc.
Further work on Voyager reports in the upcoming year is anticipated to lower the technical thresholds required to get the report to run on any given PC (by removing the need for various client software and configurations which are tedious and timely to install on a PC) by "web enabling" various reports and enabling them to be run "on demand."
Other 3rd Party Software Applications
In House Software Applications
Very preliminary conversation about utilizing this software by other SSHE institutions has also taken place. The feasibility and particulars of any non Millersville implementations are yet to be fully explored.
Student Employees and Interns
Library Domain / Network
Networked resources from a public use standpoint continues largely
unchanged from last year. As new electronic resources or collections have
been acquired they have been added in appropriate places through the
library website, but no major design or appearance changes have been
undertaken during this academic year. As more faculty have the opportunity to participate directly in
"content management" via the website (designing resource guides, adding
annotations to describe resources for certain effect for particular
courses or classes, adding new resources or information for various units)
the probability that certain "templates" that control the look and feel of
the website will need to be reviewed. At present, the library has
relatively few style and color combinations which has lent a sense of
coherency to the overall presentation, but as more focused 'sub sites' are
designed within the entire website itself with a particular objective in
mind the present look and feel may not always meet the needs of users.
The website continues to be enhanced and maintained for the Special Collections and Archives at http://www.millersville.edu/~archives/archives.htm. The site consists of brief descriptions, scanned images, and transcriptions of collections housed in the repository as well as lists of holdings. Patron Usage
The number of students, patrons and researchers who visited the Special Collections unit was nearly double last year's totals. The circulation of materials from April of 2001 to March of 2002 was 1246, up 331 from the past year's report. The number of patrons entering Special Collections to use its various collections rose from 554 to 1267 during this same period. With the introduction of the Special Collections online reference desk the unit has received over 100 requests for information, copies or scanned images of materials kept in its repository. The number of classes receiving instruction on using the archives has also doubled since last year. There were six courses taught during the past two semesters on how to locate and properly use archival materials in the Special Collections and University Archives. The number of tours by visiting professional and student groups to the campus has also increased during the past year.
The use of Ariel for sending articles to and receiving them from other libraries continued to increase. During the 2001-2002 fiscal year we sent approximately 80% and received approximately 65% of all articles via Ariel. This increased use continues to improve services to our users by decreasing the number of days it takes for us to acquire requested items. Online Forms
The use of online request forms for interlibrary loan and faculty photoduplication requests continues to be popular. The software tool, ClioRequest, processes patron initiated requests, allowing staff to route the request to a variety of destinations. Approximately 60% of all faculty requests for photoduplication of library materials were submitted through the online forms. ClioWeb and ClioAutoUpdater
The library technical staff continues to experience difficulties getting the newly purchased software package of Clio products to function as advertised. When fully functional, this software will eliminate time consuming steps for staff and will offer multiple new options to our patrons such as receiving articles delivered to their desktop, requesting renewals on line and checking the status of their requests.
From summer 2001 through the end of the spring 2002 semester, library faculty taught a total of 248 classes, reaching nearly 5200 undergraduate and graduate students. Library instruction was offered in the following subject areas: Anthropology; Biology; Business Administration; Chemistry; Communication; Educational Foundations; Education; Elementary Education; English; Earth Sciences; Industry and Technology; Mathematics; Music; Nursing; Psychology; Reading Education; Social Work; Sociology; Special Education; and Wellness and Sport Science.
Networked resources from a public use standpoint continues largely unchanged from last year. As new electronic resources or collections have been acquired they have been added in appropriate places through the library website, but no major design or appearance changes have been undertaken during this academic year.
As more faculty have the opportunity to participate directly in "content management" via the website (designing resource guides, adding annotations to describe resources for certain effect for particular courses or classes, adding new resources or information for various units) the probability that certain "templates" that control the look and feel of the website will need to be reviewed. At present, the library has relatively few style and color combinations which has lent a sense of coherency to the overall presentation, but as more focused 'sub sites' are designed within the entire website itself with a particular objective in mind the present look and feel may not always meet the needs of users.
Scott R. Anderson
Geraldine M. Benson
The University Library will provide a liaison program that is the primary link between the Library and academic departments or programs. Components of the liaison program will include information services, library instruction, and collection development that are appropriate for each liaison partnership.
(activities begun and completed within the 2001/2002 academic year) The Liaison Committee was instrumental in implementing a new, university-wide Library Liaison Advisory Subcommittee, consisting of classroom faculty, the Director of Library Services, and the Chairperson of the Liaison Committee. This Advisory Subcommittee allows faculty from the three schools (Education, Humanities/Social Sciences, Science/Math) to participate in the planning of the Liaison meetings, which are held twice a year. The Liaison meetings are attended by faculty from both the Library Department and the academic departments, as well as deans and the Directory of Library Services. These meetings are extremely useful in fostering communication between professionals within the Library and the faculty and administration of Millersville University. The Liaison Committee also ensures that each academic department on the Millersville campus is connected with the Library through a Library faculty member, who acts as the academic department's liaison. The Library Liaison to each academic department is responsible for ordering appropriate materials to be housed in the Library to support the educational programs of the academic department, and also acts as a contact person for the faculty within the academic department. The Liaison Committee ensures this connectivity by preparing and maintaining a list of each academic department and the departments' chairpersons and the liaisons to the library, as well as the Library faculty member assigned to be the Library Liaison to the department. Finally, the Liaison Committee is participating in the Library Department's Outcomes Assessment process during the 2001-2002 academic year by conducting a survey among all regular faculty in order to gauge their knowledge and use of online resources made available through the Library Launchpad. This survey has been completed and the results of the survey are being coded and analyzed.
The purpose of the Strategic Planning Committee is to provide a mechanism for proposals emanating from curriculum committees to be evaluated for impact on other areas within the Library. In a sense, to act as a clearinghouse to better coordinate and determine that all the major issues surrounding an activity that may impact on other programs in the library department are identified and addressed.
Presentations and Awards
Publications and Presentations
Sessions for faculty interested in applying for sabbatical leave
Publications and Presentations
Served as member of planning committee.
Publications and Presentations
Elected Secretary for 2002-2003 academic year.
Pubications and Presentations
Presentation was favorably reviewed in the Local History & Genealogy Librarian News in the October 16th, 2001 issue. See http://www.heritagequest.com/html/lhgl_011016.html#century
Listened to lecture entitled "Citation Server, Image Server, Encompass - How do they Relate" and panel discussion on the "LSTA Image Server Grant"
Observed the following presentations: "Digital Philadelphia", "Providing Access to Electronic Records", "Virtual Exhibitionists", "The Electronic Records Jumpkit" and "Marrying Our Collections to the Web"
Publications and Presentations
Served as member of planning committee.
Publications and Presentations
Publications and Presentations
Served as member of planning committee.
Served as group facilitator and presenter.
Publications and Presentations
Scott R. Anderson
Geraldine M. Benson