Category: Technical Services Workflow Efficiency Interest Group

Part of the Metadata & Collections Section

The group met 2-3 times this quarter.

Recent Activities

First Activity
The ALA Core Technical Services Workflow Efficiency Interest Group (TSWE IG) held a roundtable discussion at the ALA Annual Conference on 26 June 2022. The themes of the discussion were “Diversity, Equity and Inclusion (DEI) cataloging” and “Integrated Library System (ILS) migration and workflow”. The discussions were held at the Washington Convention Center and were led by the two discussion leaders as well as the IG Co-Chairs. The session was well attended. A detailed report was written for this session: https://doi.org/10.1080/07317131.2022.2148932.

Program Theme: Workflow Adapts to DEI Cataloging or ILS Migration
Time: June 26, Sunday, 4-5:00PM EDT, 2022
Location: Washington Convention Center, 150B

Repairing the Catalog: Implementing DEI to Cataloging and Authority Work
Discussion Facilitator: Whitney Buccicone, Director of Discovery Services, University of Virginia Library
Changing our practices in Technical Services to make our description (in subject headings, authority records, and more) focus on Diversity, Equity & Inclusion (DEI) and reparative work is crucial to our field these days. This discussion will focus on what work is being done at your institution, case studies from others, what blockers you may be facing in beginning this work and how DEI cataloging impacts your library's workflow. We will discuss solutions to these blockers, how to implement DEI to cataloging as well as maximizing workflow efficiency for DEI cataloging.

Possible Discussion Questions:
What steps has your institution taken to applying DEI/reparative work in your description practices?
Have you heard of any other initiatives that other institutions have taken that you would like to share?
How does DEI cataloging affect your library's workflow? How to improve workflow efficiency for DEI cataloging?
What blockers do you face in making progress in this area? How have you gotten administration buy-in for this work?

Migration Surprises: Workflows and Lessons Learned after Migration
Discussion Facilitators: Jennifer Eustis, Meghan Bergin, University of Massachusetts Amherst Libraries
Migration requires new workflows, workarounds, and new ways of approaching how librarians do their work at institutional as well as consortium levels. The facilitators of this roundtable will share their experiences of migrating to the open-source library services platform FOLIO at the University of Massachusetts Amherst and their consortium. It will include conversations about various aspects of transitioning during a migration and merge, such as training and documentation; metadata mapping and cleanup; the cutover process; and bumps encountered during go live and implementing full production using the new system.

Possible Discussion Questions:
How many of you have recently migrated or will migrate soon? Which library service platform did you or are you going to migrate to? How was that decision made?
What training did you conduct and how did you measure its effectiveness?
Did you decide to redo your documentation or update it for your new system?
When do you finish metadata cleanup? What lessons are we still learning from the migration process?
Meets Core’s strategic goals for Membership and Value to Members

Second Activity
The ALA Core Technical Services Workflow Efficiency Interest Group (TSWEIG) held its program successfully for the 2023 ALA Core IG Week. The IG's session was held online on Friday, March 10, 2023, from 11-12 am (CST). 475 people registered for the session and 278 attended it live.

The session slides have been posted to the Connect site: https://connect.ala.org/core/discussion/slides-now-available-for-the-core-technical-services-workflow-efficiency-interest-group-tsweig-session-at-2023-ala-core-ig-week#bmbe3ce818-b45c-4fba-96de-f9957253ac33 (please scroll to the bottom to see the files). The session’s recording link can be accessed from: https://ala-events.zoom.us/rec/share/pJxdlTRq-VylLwBKVKJtunviBdh1QEFn1GlKSimquSIFJkuq31jbPzrAL1SMtWv1.-hIvOFHUDpAMqRit

Program Theme: Hybrid Workspaces and Digital Workflows

Hybrid Workflow Development for Catalog Maintenance: A Case Study
David Floyd, Chief Cataloging Librarian, Subject Librarian for Judaic Studies, Binghamton University Libraries
Catalog maintenance (sometimes called "cleanup") is a critical component of the long-term development of a library's catalog, albeit one that is not always the central focus. Like many library cataloging units, the COVID-19 Pandemic reduced our cataloging capacity to remote work. As such, catalog maintenance, much of which can be done from any computer connected to our ILS, became a critical component of the unit's daily activities. Since returning to the office in 2021, our institution has increasingly recognized the value of flexibility in work location, allowing projects that can be done while working off-site to remain a priority. Our major ongoing maintenance project is working with large multipart sets that are inconsistently cataloged. Approximately 15% of Binghamton University Libraries' 28,000 musical scores are collections of scores comprising a composer's complete works. Ideally, these large, multi-part, non-circulating collections are cataloged consistently with either comprehensive records for each set, or individual records for each score within the set. Our catalog is inconsistent in this approach and requires remediation. The remediation workflow maximizes flexibility in who participates, where, and when, by siloing the portion of the work requiring data processing and advanced music cataloging skills. This presentation will detail the development of the workflow for standardizing composers' collected works sets, how the project is designed for accommodating hybrid work, and its progress since launching in Summer 2022.

Meeting Our Needs Virtually: An Efficient Workflow for a Remote Cataloging Internship Project
Yoko Ferguson, Cataloging and Metadata Librarian, Learning Resources Division, University of the District of Columbia
A few weeks into the new position, a Metadata Librarian discovered that 500+ print thesis records were only cataloged locally and not in OCLC Connexion nor the Network Zone in Alma, their consortium catalog. This was envisioned as an opportunity for a possible remote cataloging project with a library school student. While hands-on cataloging experience is crucial for cataloging and technical services jobs even at entry level positions, not everyone has the opportunities or resources to land internships at their school. Understanding the experience and skills included on most job descriptions, the work was streamlined as a remote project where an intern could gain hands-on cataloging experience with OCLC Connexion and become familiar with various MARC fields and codes, as well as current cataloging rules, tools, and resources. In addition to cataloging thesis records in OCLC, incorporating the intern's interests and needs, the librarian also came up with small projects that would be useful and helpful for both the intern and the library, such as reviewing and upgrading the Library of Congress Name Authority Records or manipulating a set of records with MarcEdit. Utilizing online tools already available to them–OCLC Connexion Online Save File, Outlook OneDrive, and Zoom–their current workflow allows them to work, communicate, and meet their needs virtually. This presentation discusses this pilot project that has the potential to lead to another remote project with library school interns who are eager to gain cataloging experience regardless of where and what time zone they live.

Who, What, Where: Establishing Good Communicative Workflows in a Hybrid Cataloging Environment
Rachel Turner, Senior Metadata Strategy Librarian, Virginia Commonwealth University
Cataloging in a hybrid environment can cause difficulties in communication and a breakdown in workflows. Catalogers have long been used to being on site, and therefore being able to pop over to their colleagues with questions about a workflow or cataloging issue. However, in a hybrid environment, when this easy communication method is no longer possible, workflows become siloed; each person may make their own modifications to a workflow to suit their needs, and it is not until the whole department gets together for a meeting that these inconsistencies are discovered, discussed, and sorted out. This leads to confusion, as people being trained on new tasks may be taught different ways of doing things, and over time the catalog becomes inconsistent for users. As someone who came into a hybrid environment from a traditional one, it is my job to come up with methods to identify workflow breakdowns and inconsistencies and find avenues to correct the resulting siloes. This presentation will discuss my experience adapting existing workflows to work better in a hybrid environment.

ALA Core Technical Services Workflow Efficiency Interest Group Co-Chairs
Sai Deng (sai.deng@ucf.edu)
Caroline Saccucci (csus@loc.gov)
Meets Core’s strategic goals for Membership and Value to Members

What will your group be working on for the next 6 months?
The ALA Core Technical Services Workflow Efficiency Interest Group (TSWEIG) will hold a roundtable discussion at the 2023 ALA Annual Conference.
Program Theme: Workflow Development in Library and Technical Services
Time: June 25, Sunday, 4-5pm CST, 2023
Location: McCormick Place, W175c

Programs:
Workflows Across the Identity Multiverse: Dealing with a Multitude of Authority Identifiers in Current and Future Workflows
Discussion Facilitators: Jeff Mixter, OCLC Senior Product Manager, Metadata & Digital Services, Global Product Management, and Richard Urban, Sr. Program and Engagement Officer for the OCLC Research Library Partnership
Description: OCLC is engaging with the community to address the challenges of building new workflows for managing identities across traditional bibliographic records while also taking advantage of new linked data platforms. This session invites meeting participants to share how they are working across their organizations to connect entity workflows, library service platforms, digital repositories, research information management, and scholarly communication.

Possible Discussion Questions:
How are persistent identifiers for research/special collections changing Technical Services workflows?
How do Technical Services staff work in cross-organization and cross-divisional environments where common data is used/created in disparate workflows?
How are you reusing or linking identity data across different organizational silos?
How are you managing the use of different identifiers (ISNI, ORCID, LCNAF, VIAF, etc.) in your data?

Navigating the Challenges of Adapting a Unique Catalog Maintenance Workflow after Migration to a New ILS
Discussion Facilitator: William Schultz, Jr., Head of Cataloging Services, Booth Library, Eastern Illinois University
Description: In June of 2020, Booth Library at Eastern Illinois University (along with most of the rest of the 88+ institutional member consortium, CARLI) migrated to Ex Libris' Alma, almost 20 years after the last migration of this magnitude. Of the many workflows that needed to be adapted to Alma was that of handling lost and missing items. Lost and missing are two distinct statuses for items, and each instance requires examination or handling by multiple departmental constituents, including Circulation, Cataloging, and subject area librarians. The ripple effect resulting from mishandling and workflow issues has ramifications for multiple areas. The heads of Cataloging, Circulation, and Collection Development worked together to develop a new set of checks and workflows for lost/missing items. This collaborative effort provides a positive example for other workflow challenges.

Possible Discussion Questions:
How do you know when there is a workflow problem that exists? What are some examples?
What kind of leadership does a major change in a workflow require?
What are the ways that a major event like an ILS migration or a staffing change prompt the inspiration to adapt or transform a workflow?

Preparing Cataloging Staff for New Library Services Platforms (LSP)
Discussion Facilitator: Sophie Dong, Lead Librarian for Cataloging, Syracuse University Libraries
Description: Implementing a new system is a big task. Many critical factors affect whether the process is a success. Designing and providing effective training is one of the critical factors. Well designed and managed training cannot only reduce stress and build up confidence but also ensure a smooth and success transition. The purpose of this roundtable discussion is to bring together professionals and practitioners in the field of library cataloging (Technical Services) to discuss and share strategies and tactics for staff training with new LSPs. The discussion will provide an opportunity to explore effective training methods and address challenges during implementation; it is also a platform for institutions to share success stories or seek advice on addressing concerns.

Possible Discussion Questions:
Questions on strategies and techniques for training cataloging staff on new LSP:
What are ways to identify specific training requirements across cataloging staff and tailor the training programs accordingly?
What are the effective training methods to help staff break down the technical barrier? (Examples could be in-person workshops, video recording, webinars, guides and documentation, vendor-provided training materials, etc.)
Do catalogers need a comprehensive training program that covers all essential aspects of the new system?
When should training begin and which competencies and skills should be focused on first?
Questions on handling challenges and obstacles:
What are the best ways to help staff reduce anxiety and negative emotions?
Communication

Leveraging Human Capitals within Technical Services Department to Meet the Changing Information Needs
Discussion Facilitator: Hong Yao, Director, Technical Services, Queens Public Library
Description: The workflow of Technical Services needs to be changed constantly, whether out of necessity because of the change of product formats, specs etc., or to achieve higher efficiency with the help of technology advancement. Many of us are used to it. However, the change of workflow involves the change of staffing within Technical Services and beyond. That is a more challenging issue facing us. I would like to share our stories of leveraging the existing staff resources to expand our services.

Possible Discussion Questions:
Current staffing level and core responsibilities in relationship to collection sizes & formats
Challenges facing the current organization charts in relationship to different model of workflows
Success stories to share
Thank you for your interest! We look forward to seeing you at the session!

ALA Core Technical Services Workflow Efficiency Interest Group Co-Chairs
Sai Deng (sai.deng@ucf.edu)
Caroline Saccucci (csus@loc.gov)

Is there anything Core could have provided during this time that would have helped your group with its work?
If Core can help us to update our session information in the ALA 2023 Schedular (under Sunday, June 25, 2023, 4:00 PM – 5:00 PM CT, Technical Workflow Efficiency Interest Group Meeting), that'll be great! Our session information can be found at Connect: https://connect.ala.org/core/discussion/2023-ala-annual-program-workflow-development-in-the-library-and-technical-services.

Please provide suggestions for future education topics, initiatives, publications, resources, or other activities that could be developed based on your group’s work.
Future education, research and discussion topics: artificial intelligence and workflow, Linked Open Data and workflow, system migration and workflow, international collaboration and project workflow etc.

Additional comments or concerns:
Incoming Co-Chair
Tammie Busch, tabusch@siue.edu

Submitted by Sai Deng on 06/15/2023