Michael Arthur (speaker), Ying Zhang (speaker)

1. DEVELOPING A STATEWIDE PRINT
REPOSITORY IN FLORIDA: THE
UNIVERISTY OF CENTRAL FLORIDA
EXPERIENCE WITH FLARE
Ying Zhang
Michael Arthur

2. OUTLINE

Evolution of FLARE
Idea- inception of a statewide storage
facility
 Planning and various rendition
 Final FLARE

Participating institutions
 Collaborative ventures
 UCF participation and implementation


3. INCEPTION
Janus Conference
 Janus in Florida
 Importance of archiving for traditional and
digital
 Interest by University of Florida in
establishing shared storage facility
 UF was logical choice


4. ESTABLISHING PARTNERSHIPS
ASERL/Print Repository
 UF/ASERL journal holdings database
 Statewide JSTOR holdings
 WorldCat Collection Analysis –SULs
 Evaluating/Managing duplication


5. PLANNING
Statewide Shared Storage Task Force is born
 Building specs
 Collection parameters
 Resource sharing
 Specific goals were outlined


6. ABOUT FLARE
One copy for monographs and serials
 Has an OCLC symbol
 Participates in Uborrow
 State of the art preservation lab


7. MORE ON FLARE
Hathi Trust
 ILL/Document Delivery
 Digitization
 Last Copy in Florida
 Special Collections


8. MORE ON FLARE
MOU to participate
 Open to SUS, state colleges, ICUF
 Contribution based on FTE
 UF & Miami are in
 UCF is next


9. UCF PLANNING
Weeding Task Force
 Focused on policies
 Identified large categories of materials
 Estimated a target of 70,000 volumes
 Discussed impact on users
 Input & support from subject librarians


10. THE UCF IMPLEMENTATION

Design a workflow
 Design
based on the envisioned end product
 OPAC
display that patrons will see
 Movers most efficient workflow
 Space constraints
 Work
with all stakeholders and all expertise
 Brainstorm possibilities
 Test and re-test the possibilities
 Draft a procedure

11. UCF IMPLEMENTATION

Identify staffing
 Librarian,
staff or students?
 Which department in Technical Services?
 How many?

Identify equipment
 Mobile
stations
 Software and hardware

Request funding

12. UCF Participate in
FLARE
Bound Periodicals that are
also available online
Monographs: copy 2,
rarely used collections
What materials
to send
Generate report on
Multiple-copy titles
and their circulation
Extract a list from
SFX and Catalog
Verify full-text
access via link
resolver
Verify holdings
info in Catalog
Estimate on
number of
bound
periodicals
What needs to
be done in LIS
Coordinate with
FLARE
Estimate of
number of
monographs
Who should
work on this
project
Coordinate with
FLVC
Consult with
Cataloging
Identify the staff
Procedures
Hire students
Training
Process in the stacks
Mark vols to
be sent
Process in ILS
to display to
patrons
Remove
duplication
Reset holdings
in OCLC
Move from Shelf
and ship to FLARE
End and restart of
project cycle
Spreadsheet with all
the info

13. PROCESS
2 person team
 Mobile workstation in the
stacks
 Clearly mark the vols
 Enter into the ILS
 Verify the display in OPAC


14. CRUCIAL FACTORS
Data
 Communication and Feedback
 Staffing
 Flexibility


15. DATA
Accurate source
 Searching and verifying
 Backup


16. COMMUNICATION
Locate the expertize,
both internal and
external
 Coordinate
 Test and re-test
 Feedback from public
services perspectives


17. STAFFING
Identify the most
appropriate staff
 Appoint a Team
Leader
 Ensure routine
work covered
 Training
 Quality control


18. FLEXIBILITY
Changes, expected and unexpected, will
happen
 Plan your workflow ahead of time to allow
changes
 Update staff whenever changes take place
 Adapt workflow ASAP


19. USER CENTERED

Mindful of the end users
 Reduce
confusion in holdings display
 Provides clarity for easy delivery

Mindful of the partners
 Create
a prototype workflow
 Communicate with partners to avoid duplicating
efforts

20. UPDATES

90k vol journals barcoded and processed
 60k
for FLARE
 14k
dup
 Barcoding
helps inventory check
20k monograph in process
 MOU signed, yet to pay
 Quotes obtained from movers
 Will ship when FLARE is ready to accept


21. QUESTIONS?

Ying Zhang
Acquisitions Librarian
Ying.zhang@ucf.edu

Michael Arthur
Head of Acquisitions and Collection Services
Michael.arthur@ucf.edu