This document summarizes a presentation about using iPads in access services workflows beyond patron circulation at Columbia University. It describes how iPads were used to improve processes like brittle book replacement, collection assessment, and data collection through digital checklists, notebooks, and applications. The iPad allows for paperless and collaborative workflows through features like touch input, built-in camera and microphone, and cloud storage of notes. This led to iPads being adopted in other access services units for additional uses like tutorials, scanning, and stacks inventory. The iPad encourages customized solutions and sharing of ideas.

1. FEAST
TWELVE

2. F UTURE
&
E MERGING
A CCESS
S ERVICES
T RENDS

3. LLAMA/SASS
Circulation/Access
Services

4. #ala12
#feast12
http://on.fb.me/ala12feast

5. KRISTINE FERRY
UNIVERSITY OF CALIFORNIA -
IRVINE

6. Next
Generation
ILL
FEAST
2012
kristine
ferry
university
of
california
irvine
libraries
head
of
access
services
kferry@uci.edu

7. A
small
series
of
pilot
projects
that
are
What
is
Next
measurable
and
could
add
value
to
our
Gen
ILL
patrons
while
saving
money
and
staff
time

8. Initial
Pilot:
Buy
and
Borrow
Delivery
Time
Cost
of
Loan/ Cost
of
Staff
Total
Cost
Per
Purchase
plus
Time
Item
Shipping
Tradi>onal
ILL
13
days
$5.40
$21.00
$26.40
Next
Gen
ILL
7
days
$28.02
$3.00
$31.02
Purchased
78
7tles
for
a
cost
of
just
over
$2,100
Selectors
would
have
kept
57%

9. Staff-­‐mediated
request
(ILL)
Available
for
Not
Available
for
purchase
(ACQ)
Purchase
(ACQ)
Change
Status
to
Item
is
purchased
“Cannot
fulfill
(ACQ)
request”
(ACQ)
Catalog
record
is
Request
from
other
Second
Pilot
created
(ACQ)
libraries
(ILL)
Physical
item
is
minimally
processed
(ACQ)
Status
changed
to
“shipped”
(ACQ)
Put
on
shelf
for
patron
pick-­‐up
or
delivered
(ILL)

10. Item
returned
by
patron
Sent
to
Acquisi7ons
aXer
checked
in
(Circula7on)
When
item
is
Item
reviewed
(Collec7ons)
returned
Item
kept
is
given
Item
not
being
kept
is
complete
catalog
sold
at
book
sale
or
record
and
processing sent
to
campus
(Cataloging)
salvage
(ACQ)
Item
shelved
(Access
Services)

11. Foreign
language
requests
Short
term
loans
through
ebook
vendors
Next
Steps
Pay-­‐per-­‐article
or
technical
standard

12. TERESA DOHERTY
VIRGINIA COMMONWEALTH
UNIVERSITY

13. Goin’ Mobile
VCU Libraries’ group
study room reservation
system, available for
mobile devices
Teresa Doherty :: mtdohert@vcu.edu

14. Problem: 27 study rooms in
one library; “first-come,
first-served” doesn’t work
Solution: implement
OpenRoom, developed by
Ball State University
Library, an online group
study room reservation
system created especially
to meet library needs

15. Mobile site

16. Right now?

17. A different day?

18. Here’s a good room

19. Gotta get authenticated

20. Done

21. Room grid, web version

22. Bingo!

23. Questions?
VCU Libraries’ mobile version of
the OpenRoom online study
room reservation system was
developed by our in-house
staff, especially my colleague
Erin White (erwhite@vcu.edu).
mtdohert@vcu.edu

24. DENITA HAMPTON
GEORGIA STATE UNIVERSITY
STELLA
RICHARDSON
GEORGIA TECH

25. Text, via chat, started in November 2010. Initially, it
was a very slow start, but an article in the library’s
“Stall Times” brought life into the program.
The library used LibraryH3lp and Pidgen as it’s chat
and email service provider.

26. Students were still hesitant to use texting, averaging around 10
per month.
e.g.
Chat box: Patron contacted ***text_message***

27. Unfortunately, because we outgrew LibraryH3lp, the library purchased
QuestionPoint as it’s new chat service provider. Since text messaging
cannot be integrated into QuestionPoint at a reasonable price, texting was
dropped.
Our text service went away in May and anyone who texts our
number for the next 12 months will receive a message informing them of
this change. The message will route them to the chat widget on our
mobile site for assistance.
Planning is now beginning for a separate texting provider.

29. Introductions
Stella Richardson: Head, Circulation Dept., Georgia Tech Library
stella@gatech.edu
Larry Hansard: Technology & Systems Librarian, Georgia Tech Library
larry.hansard@library.gatech.edu

30. SEND NOTIFICATIONS VIA TEXT
MESSAGE

31. OVERVIEW
• Active Print Reserves
Collection
• Available 24/5
• Frequently kept overdue
• 43% of past semester
charges

32. STUDENTS STAY CONNECTED WITH CELL PHONES AND
OTHER TECHNOLOGY
• Mobile environment
• Texting is a way of life
• Easy to check
• It’s how students communicate
• Texting used in VuFind

33. PHASE I
PLANNING
• Keep it simple
• Start with 2 and four hour loans
• Start with overdue notices
• Set up as opt-in service
• Test
• Market
• Launch

34. TESTING
• Staff volunteers
• Used active reserve items
• Tested variety of titles for about two
weeks

35. TEXT FROM VU FIND
1 of 2
FRM:hansard@gatech.edu
MSG:Call #: PN1997 .S496x
2005
Location: Gilbert Lounge, 1st
Floor West
Sherlock Holmes and the
secret
(Con't) 2 of 2
weapon
http://portal.library.gatech.edu/
vufind/Record/842445(End)

36. OVERDUE NOTICE EXAMPLE
1 of 2
FRM:CircRep@library.gatech.edu(Geor
giaTechLi
MSG:Please return 'Whaler's dictionary
/ Dan Beachy-Quick. ' to the Library
Service Desk or
(Con't) 2 of 2
call 404-894-4500 for renewal
info.(End)

37. SIGN UP!

38. IMPLEMENTATION
• Web sign up
• QR code
• Disclaimer about data rates

39. PHASE II
Item available notices
• Set up queue for requested items that are checked
out
• Text available notices

40. HOW’S IT GOING?

41. FRANCIE MRKICH
COLUMBIA UNIVERSITY

42. iPads in Access Services:
Beyond Patron Circulation
Francie Mrkich
Director of Access Services
Columbia University
FEAST 2012
June 24, 2012

43. This presentation would not be
possible without the creativity,
initiative, and hard work of
Tara Key and
Adrian Stanley Thomas.

44. It all began with an idea …
How could we bring our paper- and labor-
intensive brittle book replacement process
into the 21st century?

45. For a new device to be added to a
workflow, it must IMPROVE
function.
It should not IMPEDE workflow or
have NO ADDED BENEFIT.

46. The laptop acts as a satellite
It duplicates desktop functions.
The iPad acts as a courier.
It reports: it retrieves data
swiftly.

47. Unique to the Laptop
 Access to OCLC Connexion client and
Voyager, our ILS
 Software shared between PC and laptop

48. Unique to the iPad
 A touchscreen
◦ Input by typing, stylus, or finger
◦ Resizing is possible
 Built in camera and microphone for
audio and visual note taking
 Functions are organized as
“applications”

49. The laptop can access OCLC and
Voyager.
The iPad cannot.
BUT,
The iPad can access WorldCat and
CLIO, our online catalog, via Wi-Fi.

50. Acrobat and Office run on the laptop.
Not the iPad.
BUT,
Many iPad applications read, create,
and export PDF-, Word-, and Excel-
formatted documents.

51. The Laptop
 Can’t be handheld, limited mobility
 Input is more challenging, less flexible
 Shorter battery life

52. TThe iPad Laptop
• Ultimate mobility
• Easy
touchscreen
input, especially
in hard to see
situations
• Data digitally
stored
• Communication
and
collaboration
with one device

53. How the iPad is being used now
 Checklists
 Notebooks
 Data collection

54. CHECKLISTS
Collection
AssessmentODCOIT
• Paper notes
usually are
immediately
discarded.
• Paperless notes
can be emailed or
saved, if desired.
APP: PAPERLESS

55. NOTEBOOKS
• Keep notes for
multiple projects
in one place.
• Using a stylus is
as natural as
writing on paper.
• Pages and
notebooks can
be saved and
mailed.
APP: PENULTIMATE

56. DATA COLLECTION
 Saves paper
 Offers many options for note taking:
text, handwriting, audio, and/or visual
 Facilitates communication between
staff, either with the iPad as an exchange
point or via sharing of data electronically

57. DATA
COLLECTION
EXAMPLE 1
STACK
SEARCH
APP USED: PDF EXPERT

58. DATA EXAMPLE 2
COLLECTION QUARTERLY MISSING LIST
APP USED: PDF EXPERT

59. DATA EXAMPLE
COLLECTION 3
REPLACEMENT SE
APP USED:
BENTO

60. Store data in one place; access it
from many places.
 The room or stack level where the
material is kept
 Book Acquisitions for questions about
orders
 Sort and Arrange (pre-shelving area)
 Monographs Processing for cataloging
questions
 Colleagues’ offices

61. And, by housing data in cloud
storage, collaborators can follow the
progress of processes and projects
in real time.
 Google Docs
 Evernote
 Dropbox

62. The iPad camera = visual thinking
 Show the condition of an entire set or
note nearby editions in one shot
 Record barcodes of
◦ Extra copies
◦ Slightly different editions
◦ Inconsistencies in labeling

63. With the ease and versatility of data
collecting with the iPad,
more books remain on the shelf.
 Patrons are not inconvenienced
 Less wear and tear on the collection
 Time is saved by not charging, discharging,
and reshelving items

64. The success of this project led to the
purchase of three iPads for use
by other Access units.
 An Access iPad Working Group has been
formed
 New and exciting way to foster cross-
departmental collaboration and info
sharing
 Breathing new life into procedures that
haven’t changed in a long time

65. Potential Use: Tutorials
 Self-education for student workers –
instructions can be re-consulted easily
◦ Video tutorials are stored in the camera roll
of the iPad
◦ PDF instructions are stored in iBooks
 Filming patron instruction for unfamiliar
devices or processes

67. Other Potential Uses
 Not on shelf search requests
 Scanning a document to PDF for saving
to the cloud or emailing
 Stacks inventory
 Photographing damaged materials
 And more …

68. SUMMING UP

69. The iPad encourages a personal
connection with problem solving.
 Focusing on process and what you want
to achieve (application choice)
 Audio and visual tools unique to the iPad
open up potential for improved
processes and communication of ideas

70. The iPad centralizes data, media,
forms, notes, and presentations.
They are always at hand.
 The iPad is a multi-media notebook
 If a spontaneous idea comes along, it’s
easy to record and store it along with
other notes
 Share at meetings – use a whiteboard –
videotape the meeting for missing
colleagues, even include them via Skype

71. Enthusiasm is growing for the iPad
 iPad functionality will only continue to
increase
◦ Added accessories, improved hardware, and
more capacity for data storage
 App development is dynamic
◦ User feedback and demand drives updates
and dictates the market

72. Community building
 Accessibility and transparency of iPad
platform
◦ Rolling history of processing items
◦ Permeable processing with real-time
collaboration
◦ Automatic digital archiving, facilitating data
sharing

73. Untethered: the
possibilities are endless.
This presentation was created using the
iPad for all functions.
Thank you.

74. SUSAN JENNINGS
APPALACHIAN STATE UNIVERSITY

75. Presentation
slides available
via PREZI

76. PEARL LY
PASADENA CITY COLLEGE

77. Food for Fine$:
Planning a
community-building
event
Pearl Ly
Access Services & Emerging Technologies Librarian
Pasadena City College
pmly@pasadena.edu

78. Why FFF?
● Community: Financial
difficulties / food
insecurities
● Patrons: Responsibility /
civic engagement
● Library: Team building /
PR / increased library use
and support

79. Planning Considerations
● Library and/or other approval
● Recruiting staff volunteers
● Event dates
● Marketing strategy
● Process to review / forgive fines
● Where to store food
● Where to donate
● The fine print
See Ford, A. (2001). 'Food for fines' drives: Positive PR that works! Marketing Library Services. 15(2).
Available at http://www.infotoday.com/mls/mar01/ford.htm

80. http://www.pasadena.edu/library/foodforfines.cfm

81. Marketing

82. Pilot Results
Total food items: 379
Fines waived: $560
Total donors: 68

83. Evaluation
● Many positive comments from students and
staff
● 400 pounds of food to two local organizations
● Successful library team-building activity

84. Contact Information
Pearl Ly
Access Services &
Emerging Technologies
Librarian
Pasadena City College
pmly@pasadena.edu

85. PAUL SHARPE
UNIVERSITY OF MISSOURI
SAINT LOUIS

87. FEAST
THIRTEEN
…are you in??