FCLA and the SUS Libraries

1. FCLA and the SUS Libraries Supporting the University Community Presentation to the JCPL September 16, 2009

2. University Libraries Support • Undergraduate education • Graduate student education and research • Faculty research and grants • Multidisciplinary centers and programs • Law schools and medical schools • Museums

3. University Students Need • Mainstream books and journals PLUS • Older, out-of-print items • Access to primary sources • Conference proceedings • Government documents • Foreign publications • Small press publications • And more…

4. FCLA Supports Library Backroom Functions • Selection of library materials • Purchasing or licensing of the choices made • Accounting and budget management • Receiving, including journal issues • Building collections of locally digitized materials • Cataloging – OCLC • Catalog record maintenance – after OCLC • Circulation (book check-out/check-in) • Interlibrary loan • Inventory management • Preservation of electronic and physical materials

5. Acquisition and Payment • Complicated formulas unique to each university for budget allocations are based on areas of study, program donors, grants, etc. • Library selectors choose among hundreds of fund accounts based on the nature of the material and the restrictions on the funds. • Orders are placed with over 3,000 U.S. vendors and 73 foreign vendors in 52 other countries • Obtain materials in 421 languages

6. Efficiency Tools Supported by FCLA • Electronic Data Interchange • Electronic ordering and fund accounting • Electronic invoice processing • Electronic transmission of financial data to campus systems • Online tracking of purchases and receipts by budget allocations • SUS library staff check in issues for over 68,000 print journal subscriptions • Detailed reporting on all phases of the process

8. Cataloging For the majority of materials: • Catalog records (“metadata”) obtained from national/international providers • Library of Congress • OCLC (records from member libraries) • Book vendors and other commercial providers • Mostly load and go – minimal local editing • 1 million new records added last year

9. Cataloging - Unique Unique materials or no records available so new records created that • Adhere to national, international standards • May require subject and language expertise • Contributed to OCLC for sharing worldwide

10. FIU-created record for unique material Describes the digital version of a document concerning the incorporation of Miami

11. Cataloging – Authority Control • “Official” versions of names are established • Documented for use worldwide • UF contributed over 1,800 last year • Authority control = library speak for managing name and subject heading changes, e.g., • Okaloosa-Walton Junior College • Okaloosa-Walton Community College • Okaloosa-Walton College • Northwest Florida State College

12. UF-created record documenting a new name – Northwest Florida State College Most recent in a series of name changes for what began as Okaloosa-Walton Junior College. UF has documented the changes in a database used worldwide.

13. Efficiency Tools Supported by FCLA • OCLC to Aleph record transfer • Generic loader for vendor supplied records (FCLA developed) • Record editor for locally digitized materials • Over 7 million names and subject headings stored for cataloger lookup and authority control • More detailed reports

14. Access to Materials • Physical items • Provide location and availability in catalog • Online check-out – over 3.1 million last year • Online resources • Accurate links to free or licensed copy (2 million “online” resources; more than 200,000 e-books) • User authentication and access control as required by licenses • Persistent URLs aka PURL server for digitized content

15. Efficiency Tools Supported by FCLA • Student and employee data loads • Matrix of customized circulation policies (over 1500 for UF alone) • Interfaces to campus billing systems for overdue fines and lost book charges • Electronic course reserves • Yet more detailed reports

19. scan to make digital masters make thumbnails? make service copies? make full text index? upload to server relate to other objects? is there hierarchy? how many levels? PALMM find record in catalog? create new metadata? which standard to use? to discovery systems set up and run job to ingest into repository MANGO

24. Florida Digital Archive One of the first fully functioning preservation repositories in the U.S. National/international standards compliant Includes text, image, audio and video 175,000 digital objects 18 million files 40 TB of storage per copy (2 on disk; 2 on tape) Increasing by 1 TB per week

25. Trends in University Libraries More online resources in the collection More interaction with campus learning and financial systems New interdisciplinary centers and professional programs to support Technically savvy faculty and students accessing collections from anywhere including mobile devices like smart phones

26. Discovery Tools • The backroom functions serve to build a rich universe of resources for students • The traditional tool for access, the catalog, has evolved into today’s discovery tools • Mango is the primary discovery tool provided by FCLA for the SUS students • Now in its 3rd year • Almost 15 million searches last year

27. Mango Demo Supporting the University Community

28. Starting on the Library Homepage

29. Search take user to MANGO

30. Search results

31. The SUS Libraries Union Catalog

32. More Features

33. Languages and Characters

34. Digital Collections in MANGO

35. Searching Quick Articles

36. Sometimes more is needed…

37. Search Results - MetaLib

38. Article Full-Text

39. And now for something completely different

40. Are they using the catalog? Statistics from FY2008/2009

41. Mango State University Libraries of Florida

42. Mango State University Libraries of Florida

43. The End For more information, contact Michele Newberry fclmin@ufl.edu Jean Phillips jeanp@ufl.edu