UPDATES FROM FLVC DIRECTOR OF 

LIBRARY SERVICES

July, 2015

Image for Monthly Updates

Lucy Harrison

 

Organizational Updates
 

Governance and Advisory Processes:

The new Executive Advisory Council is holding a strategic retreat July 8 – 9 at the University of Central Florida in Orlando. They will be using input from the members councils and the IT Strategic Planning Working Group (see below) as they make their recommendations on the strategic direction of the organization. Anne Prestamo (FIU), and Ray Calvert (PHSC) will attend that meeting as official EAC representatives, and Janice Henderson (NWFSC) will also attend in her role as past chair of the Members Council on Library Services. More information about the EAC and their upcoming meeting is available here.

The Executive Committee of the Members Council on Library Services (MCLS) met virtually on Friday, June 19. The committee discussed the June MCLS meeting that had occurred the previous week, revisited the role of MCLS liaisons to standing committees, set the dates and locations for the September and December MCLS meetings (see details below), and received an update from FLVC. The Executive Committee also recently decided to schedule a more standardized meeting date/time, on the third Wednesday of each month from 2:30 – 4:00 p.m. ET.

This was the last meeting with Janice Henderson as chair; Anne Prestamo moved into that role on July 1. Janice is still on the Executive Committee as past chair, and Ray Calvert joined as chair elect. Julia Zimmerman (FSU), Lori Driscoll (GCSC), Barry Baker (UCF), and Pat Profeta (IRSC) are also leaving the committee, and will be succeeded by Tracey Elliott (SCF-MS) as the new at-large representative from the FCS and Kathryn Miller (POLY) as the new secretary. Bob Dugan (UWF) will continue on as the at-large representative for the SUS.

This has been a challenging year, and we really appreciate the huge amount of effort the Executive Committee members (especially Janice as chair) have put in to help FLVC succeed. Their work in representing the MCLS does not end with the Executive Committee, but also extends to the Executive Advisory Council and task forces such as the IT Strategic Planning Working Group. Thank you all so much for your work.

The next meeting of the Members Council on Library Services (MCLS) will be held September 2 – 3 at the FLVC offices in Tallahassee. The agenda has not yet been set, but we anticipate meeting from 1:00 – 5:00 p.m. ET on Wednesday, and from 8:30 a.m. – noon on Thursday. The following meeting is tentatively scheduled for December 9 – 10, 2015, at the University of North Florida.  

Once approved, minutes for all MCLS and Executive Committee meetings are available here.


IT Strategic Planning Working Group:

This group is now wrapping up its work and expects to provide a final report in August. Their work to date (e.g., information about the current state of FLVC/CFPP, a SWOT analysis, information gathered from interviews with four “peer” organizations) will also be shared with the Executive Advisory Council at their upcoming meeting. This working group includes MCLS representatives Lori Driscoll (GCSC) and Barry Baker (UCF).

 

FLVC Website:

We previewed the redesigned and rebranded FLVC.org website, including its new name, logo, and URL, at the MCLS meeting on June 8.  That main website will now be branded as FloridaShines. We are planning to release the rebranded website later this month. More communication will be forthcoming soon.

In addition to the main FloridaShines website, we are also planning to soon release several other related websites, including the Library Staff Resources website (see update below) and the MyCareerShines site.

 

MyCareerShines:

FLVC continues to work toward implementation of MyCareerShines, a new education and career planning tool for K-20 students and adults. The online tool, developed by career guidance solutions company Kuder®, will offer research-based assessments and information to guide students and adults through the process of developing a personalized education and career plan. FLVC plans to launch the initial phase, aimed at middle and high school students, in fall 2015. A select group of K-12 schools will begin testing the system this month, and statewide training for educators will begin in August.

 

Library Project Updates

Here are some updates on key FLVC projects and processes that may be of interest to library directors and staff.  For additional information on these or other projects, please feel free to contact me directly at LHarrison@flvc.org.

 

Next-Gen ILS Task Force:

FLVC will be moving forward with the planning for and acquisition of a next-gen ILS, thanks to the full restoral of our base budget, the recommendation for a two-year implementation timeline, and the support of legislative staff. We hope to begin negotiations with the recommended vendor (Innovative Interfaces, Inc.) soon. We will be submitting an LBR for 2016-17 for additional one-time funding.

The next step is the establishment of a Negotiation Team. We do not yet know who will be on that team, but we will be working with UWF to discuss the process and various roles that need to be in the negotiation process. There will likely be a small core negotiation team that is supplemented with additional resources such as the Next-Gen ILS Evaluation Team members and subject matter experts from FLVC and your libraries.

 

E-Resources:

As previously announced, we are not planning to implement the 60% shared e-resources collection in 2016. Instead, we will continue working with the Collection Management and E-Resources Standing Committee (CMESC) to prepare a recommendation for the 2016 collections within the budget of $6,853,016. We will have discussions around appropriate levels of statewide sharing of e-resources and set aspirational goals for the next three years at the September MCLS meeting.

As a reminder, if anything is dropped from the FLVC-funded portfolios, we will automatically move those resources into the group licensing process, as authorized in statute. Once the MCLS has reviewed the statewide portfolios at their meeting on September 2 and 3, we plan to kick off the group licensing process shortly thereafter, with the usual annual survey of interest.

 

Resource Sharing:

On July 1, 2015, we changed the supplier configuration for all FCS and SUS libraries from the current last resort setup to a geographic setup.  This means that the process for determining suppliers for UBorrow requests is now based on the holding libraries that are closest in proximity to the borrowing library, instead of having the SUS libraries be last resort for FCS libraries and vice versa. FLARE will continue to be last resort.

The new supplier configuration will most likely mean that FCS supplier libraries will receive an increase in requests from SUS patrons, and vice versa for SUS supplier libraries. The geographic supplier setup should help decrease overall delivery times since suppliers that are closer to borrowing libraries will be chosen first.

A reminder to the FCS libraries: since SUS libraries do not use the item’s barcode at the borrowing library, be sure to include the pullslip, which includes the UBorrow barcode, when you ship the item.

The deadline for the Resource Sharing Standing Committee (RSSC) survey has been extended to July 10. The committee is gathering information from FCS and SUS libraries on their resource sharing experiences and processes, to help improve those processes and inform future directions. If your library has not already done so, please take a few moments to fill out the survey by July 10.

The committee plans to discuss the survey results at their August meeting.

 

HathiTrust Access:

The enriched holdings files of print resources, including the identification of the special conditions of lost, damaged, brittle, and withdrawn, were sent to HathiTrust on June 28.

FLVC staff continue to explore ways of adding ADA access to HathiTrust “in-copyright” resources in Mango. We are working on a test Mango instance, using information obtained from HathiTrust to mark local records and create a facet that corresponds to the in-copyright HathiTrust digital resources. While implementation in local university interfaces looks promising for the fall, it is unclear how this should be implemented in the statewide union catalog and discovery tool (since the universities are members of HathiTrust but the colleges are not). We will be discussing this issue, and the various options for implementation in the statewide union catalog and discovery tool, with the User Interfaces Standing Committee (UISC) at their July 9 meeting.

 

Centralized Data Loads and Extracts:

FLVC continued the regular monthly loading of records into the FCS (FCC01), SUS (UXU01), and PDA01 bibliographic libraries and the LCA10 authority library in Aleph. Patron data was also loaded regularly for the FCS and SUS libraries per their requested schedules.

Data loading projects of note include:

  • ProQuest Science and Technology Collection: This project is now complete. The old ProQuest Physical Sciences Collection (funded by FLVC for the SUS) was rolled into the new, larger Science and Technology Collection. ProQuest provides MARC records for the collection, and FLVC has now completed the loading of 25,900 records for FAMU, FSU, UWF, NCF, FIU, FAU, USF, and FGCU. 
  • New PDA/DDA/xDA plans for PDA01: We are working on the Kanopy discovery record migration from UXU01 for FAU. The SUS PDA e-book plan with Coutts will be ending soon, once the final $50,000 has been expended.
  • E-book Monthly Updates: We recently loaded Credo, Gale Lit Crit, SWETS, Ebrary, and Safari.
  • LCA10: For 2015, we have loaded records through week 24.
  • Retrospective UPD Y: Subject updates have been completed for week 1317. Series updates have been completed for week 1412.  Name updates have been completed for week 1430.
  • Digital LLMC e-resources for University Law Libraries (FAMU, FIU, FSU, UF): The scripts are ready, but we are waiting for final approval of the test loads before we move the process to production.
  • EEBO Record Reloads: We are currently working with UCF, FSU, and USF to load the replacement records for Early English Books Online.

FLVC continues to consult with SUS libraries to develop and approve GenLoad profiles for library staff to use for ongoing data loads into UXU01. We are currently working on MyiLibrary for UF, and Oxford Bibliographies Online for FAU. Recently approved or revised profiles include Safari Books Online for FAMU, American Broadsides for UCF, and Computers and Applied Science for FAMU.

FLVC also extracts data from Aleph on regular schedules for shipping to outside parties (e.g., institutional financial systems and third-party discovery systems). Valencia College and Tallahassee Community College are getting ready to start using this process with YBP to order in GOBI and load the orders and other associated records into Aleph. We have been coordinating with both institutions and YBP for several months, in anticipation of them beginning to use the new process for the fiscal year that just began. The universities already make heavy use of this Aleph service, but this will be the first time any colleges use it.

 

Bibliographic Database Quality:

FLVC continues to work on various bibliographic database quality initiatives simultaneously:

  • Cleanup of existing records: work with FLVC to identify non-OCLC record sets with OCLC numbers in the 035. The project team continues to work with SUS staff to identify non-OCLC record sets with OCLC numbers in the 035. We have worked on a number of record sets and have updated 175,238 records so far. We initially identified about 290,000 BIB records for this first phase (vendor records with OCLC 035 and one holding). While the cleanup is about 60% complete from a volume perspective, the large sets were identified and cleaned up first, and there are a lot of smaller sets left. The smaller sets can take the same amount of analysis as the big sets, which means that the rate of cleanup will slow down as we work our way through the smaller sets. A spreadsheet has been developed that lists the record sets to be worked on. This spreadsheet has been made available to all SUS technical services staff via a shared project folder so they can comment on the analysis and track the team’s progress.
  • Work with FLVC to document progress on centralized batch load records for SUS and FCS. An initial spreadsheet has been created and is manually updated on a daily basis. The spreadsheet lists all BIB record loads that are done by FLVC staff in the UXU01, FCC01, and PDA01 databases. An announcement on this new service will be sent out this week. FLVC staff will look into automating the process of updating this spreadsheet in the near future.
  • Clean up holdings records converted from DRA to Aleph for the colleges. FLVC is reviewing methods for accomplishing this task. This will be an ongoing process for the next few months.
  • Clean up old ACQ-Created and CIRC-Created records for the colleges. ACQ-Created record cleanup is almost complete. There is one remaining college that is finishing up their review and clean-up.
  • Consistent definition of format types in bibliographic records across the FCS and SUS (e.g., book, e-book, streaming video, serial, etc.). A subcommittee of TSSC is continuing to work on suggestions for merging the format types in the SUS and FCS systems. FLVC is currently testing these recommendations to see if they will work properly in each environment.

Several SUS libraries (FIU, USF, FAU, UF, UCF, and FSU) recently volunteered some additional staff to help with these and other database quality projects and ongoing work. After discussion between these SUS resources and FLVC staff, the initial project that this group will be working on involves cleanup of bibliographic records with multiple, varying OCLC numbers in the 035 fields. Analysis has been run on the nearly 3,000 records that match this description, to identify OCLC numbers that are obsolete and can be deleted. The remaining cases require comparing the Aleph record to the OCLC record and to the material held. Records with these double OCoLC fields (and one holding library) have already been updated for FAU (1), FIU (32), and FSU (36). Work is underway on the remaining records with single holdings.

In addition to these formal projects, FLVC staff continue to run reports and perform manual and automated cleanup. For example, we are currently re-indexing 25,000 records that have the new ISBN format, and cleaning up various periodical records that are displaying incorrectly in Primo and Mango.

SFX Maintenance:

In addition to the bibliographic database cleanup efforts underway, we are also continuing to review and maintain the SFX KnowledgeBase and its associated services. Here are a few examples of the work that is going on with SFX:

  • FLVC staff are continuing to review broken link reports for the FCS libraries. Hundreds of broken links are examined each month; we fix problems either directly in the SFX KnowledgeBase for all the SFX instances managed by FLVC or by filing tickets with vendors (Ex Libris, EBSCO, Gale, ProQuest, etc.); we provide brief explanations of each broken link and a summary report to the institutions with this feature turned on.
  • We are wrapping up work with Santa Fe College to add print holdings to SFX so they can search all their journals in a single A-Z search. The new target for their print journals is in production. There are about five titles left that we are finding the best match for in SFX.
  • We have implemented a new method to activate and update the Elsevier ScienceDirect targets in SFX for those institutions that subscribe to this product. The new autoloader process was developed by Ex Libris and Elsevier and was released last week. St. Petersburg College is up and running with the new process. UCF, USF, Florida State College at Jacksonville, Palm Beach State College, and Miami Dade College are also interested and are in the process of obtaining their unique token from Elsevier.
  • We have configured an SFX holdings export for Florida SouthWestern State College for use by BrowZine, a product that enables patrons of academic libraries to maximize the use of their e-journal content from the library on their personal mobile devices. FSWSC’s first BrowZine script ran Monday, June 29. USF and UCF were also previously set up to use this product.

Digital Services:

With the exception of a dozen problem records that are in the process of being addressed, the DigiTool to Islandora load is complete.  Review of loaded objects continues, along with resolution of problems discovered during the review (which may include the reloading of some materials).  For example, one known problem is the creation of bad Table of Contents files that are the result of poorly structured METS files. Troubleshooting is underway on these issues. Post-migration cleanup is expected to take a couple of months to complete, and will include an inventory comparing DigiTool to Islandora to verify that all appropriate records have been migrated.

The FAMU Islandora site is now open to the public, which means we now have five libraries in production (UCF, FSU, FAU, FGCU, and FAMU), with one more actively preparing to go live (Hillsborough Community College). Six more colleges have production instances and can choose to go live at their discretion. Once the DigiTool post-migration cleanup is complete, we hope to create some documentation and training that will assist new libraries as they begin using the Islandora platform.

We continue to work closely with the Digital Initiatives Standing Committee (DISC) and its Islandora SubGroup (ISG) on Islandora development. The newspaper batch load program is now live in production, and is already being used to migrate about a dozen newspaper titles consisting of multiple issues from DigiTool into Islandora. A newspaper issue-specific MODS input form has been implemented in production, which includes a “dateIssued” element that is critical to successful tree display of newspaper issues.

We are also working on some behind-the-scenes improvements that we hope will speed up the loading and processing of materials. FLVC’s consortial implementation of Islandora was mentioned in a discoverygarden webinar, Community in the Clouds. Collaborative Approaches with Islandora, on June 30.

Work continues on preparing the Islandora PALMM website for production: PALMM collection theming is being moved to the production site, a user document about sharing materials with the PALMM site has been drafted, and FLVC is working on sharing DigiTool materials migrated into institutional Islandora sites with the Islandora PALMM site.  At the same time, FLVC is working with DISC on issues and policies affecting the FL-Islandora PALMM site as well as broader PALMM program issues.

We are also continuing to work on reports and analytics for Islandora, including making collection-specific Google Analytics usage reports available to library staff.

Florida OJ work this month included investigating a solution for correcting a problem from 2011 that resulted in misnamed files in the Nematropica journal.  FLVC is ready to implement an FSU-owned URL for one of FSU’s journals, pending feedback from FSU.

FLVC has loaded 96 UCF Honors Theses and 38 UWF ETDs into production on the FLVC ETD hosting service.

During June, the Florida Digital Archive archived 2.7 TB of data, consisting of 5,163 packages/541,110 files.  In June 428 packages were disseminated from the archive, consisting of 104 GB/38,196 files.  The archive now holds a total of 198.4 TB of data, consisting of 474,081 packages and 58,205,592 files.

 

Library Staff Resources Website:

The new library staff resources website will be released in the coming months, a few weeks after the release of the main FloridaShines website. This new site will replace the legacy staff.lincc.net and fcla.edu websites, though links to content on those legacy sites will continue for some time. The new site will include updated content on the services FLVC provides to college and university libraries, links to tools and information used by library staff, a new searchable knowledge base, and access to the new CRM (Customer Relationship Management) portal that will allow registered users to see all the calls submitted by their institution. We continue to refine the branding, look, and feel of the library staff site as the design for the FloridaShines website is finalized.  

 

Single Sign-On:

FLVC has recently completed work with several colleges to implement Single Sign-On (SSO) capabilities between FLVC and local institutional platforms. We are currently working with Seminole State College on their Canvas implementation. If your institution would like to work with us on SSO, please contact the FLVC Help Desk at Help@flvc.org.

 

Help Desk:

The CRM (Customer Relationship Management) portal, which is available at support.flvc.org, will soon allow library staff and directors to view all the calls submitted by their library, not just the calls they submitted personally.

The FLVC Help Desk received over 6,700 cases via email, chat, and phone in the first six months of 2015 (2,475 of those cases were from library staff).  Over 97% of those cases were resolved as of July 1. We continue to look for ways to improve the support services we provide, and recently held a day-long meeting with first- and second-line support staff from all FLVC locations. That meeting, along with follow-on conversations with additional staff, resulted in some streamlining and enhancement of services, most of which will be behind the scenes, but should result in better updating and communication of information.

 

Upcoming Events

Executive Advisory Council:  July 8 – 9, 2015, University of Central Florida (Orlando)

Members Council on Library Services Executive Committee Conference Call:  July 15, 2015, 2:30 – 4:00 p.m. ET

Members Council on Library Services:  September 2 – 3, 2015, FLVC Tallahassee Office

Members Council on Library Services:  December 9 – 10, 2015, University of North Florida (Jacksonville)