W. Frank Steely Library

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Systems Annual Report 2004-5

Overview

The Systems Division was active in various projects this year. The primary responsibilities of the division are maintenance of NKUIRE, the library website and proxy server, troubleshooting library PC and microfiche/film hardware, software and networking problems, and planning for the introduction of new technologies into library operations. The division works with other library and campus departments as needed for various issues to carry out the mission of the library. The division also assists other areas of the library in making recommendations on various library-wide technological initiatives. The team balances these needs with budget and staffing constraints. The division also contacts various agencies outside the university (primarily Endeavor, Kentucky Endeavor Work Group committee, and other vendor representatives) as needed for consultation and resolution of issues. The following are brief position descriptions for the division. The Systems Manager is responsible for overall operations of the division and representation on APAG. The Systems Librarian is responsible for overall operations of the Endeavor Voyager system. The Web Librarian supervises the Web Assistant and is also responsible for overall operations of the library web site and proxy server. The Systems Engineer is responsible for networking, PC troubleshooting and special projects. The Web Assistant assists both the Web Librarian and Systems Engineer as needed. The Library Specialist II is responsible for microform reader/printer operations, miscellaneous OPAC operations, and works 15 hours/week in the Archives area. The division also maintains an average of 9 hours/week of a student worker. The division had just adjusted to its personnel expansions and reassignments this past year when tragedy struck. Todd Walton, Library Systems Engineer and ten-year veteran of the unit, died suddenly the week before fall semester 2004. Steve Moon, Web Assistant at the time, assumed duties for the Systems Engineer position. He had been mentored by Todd and was his right-hand man for the previous ten months. Eric Landwehr was hired to fill the Web Assistant position in December, 2004. In January 2005 Gerry Williams, Systems Librarian, announced her retirement effective at the end of June, 2005.

During the year, a total of 222 requests were resolved, down from 782 the previous year. This decrease is due to a variety of factors, primarily: 1) requests last year were inflated due to the Welchia virus which struck campus in the fall; 2) implementation of the Pharos campus printing system inflated print requests last year; 3) implementation of the Infra software system (replacing libauto email account for reporting in-house problems); 4) file loads for weekly MARCIVE and NetLibrary files are currently not counted as requests bur are part of the Systems Librarian’s routine job duties; and 5) printing and microfilm/fiche requests are reduced due to the implementation of routine maintenance. The implementation of the Infra system had the unexpected impact of lowering request submissions. Library staff members were unsure when to submit an Infra request vs. calling an individual. This resulted in the habit of calling division personnel rather than submitting requests. Resolution of this problem is still being investigated. During the past year, the Division responded to 110 software service requests, 74 hardware requests, and 38 printing requests.

Activities for the division can be subdivided into four broad categories: Voyager operations, web initiatives, networking/PC troubleshooting, and other activities. The categories are addressed in detail below.

VOYAGER OPERATIONS

This year finalized the expansion of the Systems Librarian’s role which is now responsible for most aspects of Voyager. Preparation for a major upgrade to the system to take place in August 2005 began in the spring. The Systems Manager and Systems Librarian kept abreast of developments through attendance at the quarterly Kentucky Endeavor Work Group meetings. The Systems Librarian kept up to date on the more technical aspects of the upgrade and informed library staff as appropriate. Loading of MARCIVE and NetLibrary files became routine and is coordinated with the appropriate departments. Miscellaneous issues regarding Voyager operations were addressed throughout the year. A procedure for loading Gateway student records was also developed and finalized. During the spring of 2005, the Systems Librarian worked to develop procedures for carrying out Voyager operations after her retirement. Most of these tasks are to be assumed by the Systems Manager, with the loading of MARCIVE and NetLibrary files assumed by the Extended Collections Librarian.

WEB INITIATIVES

Improvements to the operability of the library web site were the primary focus of web developments this past year. Included in this area was exploring the use of Contribute and Dreamweaver software programs, the implementation of new XHTML templates and Cascading Style Sheets for ease of editing, and the use of S5, a PowerPoint-like presentation option. These improvements were necessary in part to keep the library web site in compliance with ADA requirements. The library proxy server was also upgraded this past year. The Web Librarian also hired and trained an assistant staff position for web operations.

NETWORKING/PC TROUBLESHOOTING

The division has increased its responsibilities in support of various hardware and software issues. The task of implementing and maintaining various software packages is continuing to play a more significant role in the division’s operations. Software is coming in various formats (CD, web-based, etc.) and licensing issues are complicating the implementation of these options. This has necessitated an approval process for new products. The division evaluates the options for implementing these products prior to approval. Keeping up with the various products, their license variations, and locations of availability are becoming increasingly complicated. This task is to be relegated to the replacement for the Systems Librarian in the new fiscal year. These variations have also led the division to develop a plan for "imaging" the public computers – maintaining consistency for various groups of PCs. This process mirrors the process used by the NKU IT department for all campus computing labs. This year also brought the full implementation and increase in the use of laptop computers for the public. These units were set up and are now being used throughout the library. Notebook computers are also being used by a few library faculty members. These units have proven to be problematic to set up and initially maintain. Wireless access is also being increasingly used by both staff and public. Increase in the use of computing resources has stretched the network infrastructure of the library, and this issue will need to be addressed in the coming year. The division also moved its two servers (proxy and electronic reserves) to the campus IT server room. This move will provide more security, expertise of operations, and consistency of backup. The campus PC replacement plan resulted in the replacement of 15 PCs in the library this past year. The division has also purchased equipment and has set up its outer office area as a "testing ground" for new products and setup of new equipment. The maintenance contract for the library microfiche/microfilm reader printers was also investigated, with the selection of a new vendor. In the past year, orders for various types of equipment/software passing through the division have doubled. The division has also participated in the planning stages of the campus PRISM project.

OTHER ACTIVITIES

Systems staff members continue to be involved in other areas outside the division, but still related to their job duties. The Systems Specialist is assigned 15 hours/week in the Archives area where she helps as needed. This past year, she was responsible for the setup of three displays, organization of the map collection, and book repair activities. As part of his duties previous to moving to the Systems Division, the Web Librarian continues to work on the information desk, participate in scheduled online chat sessions, and perform class instruction as needed. The Web Librarian has also stepped into the role of "library photographer", providing assistance with posters, invitations, and covering library events. The Systems Engineer sets up software products in other faculty offices on campus as needed. The Systems Librarian is chair of the committee (made up of both Steely and Chase Library representatives) which reviews suggested improvements for the Endeavor system.

FACULTY/STAFF SCHOLARLY/SERVICE ACTIVITIES

Systems Division personnel are also involved in other areas of service. These are briefly outlined here. Personnel of the division participated in various library and campus committees as well as attend conferences and workshops The Systems Manager was member of the KLA Board and Chair of the Information & Technology Roundtable, presented at the Kentucky Higher Education Computing Conference (KHECC) and the national Computers In Libraries Conference, presented a poster session at the Southeastern Library Association (SLA) biennial meeting, and served as editor of the SLA journal The Southeastern Librarian. He also performed in concerts with the NKU Symphonic Winds, Kentucky Symphony Orchestra, Northern Kentucky Community Orchestra, and Florence Community Band as well as interim Worship Leader and librarian for Fort Mitchell Baptist Church. The Systems Librarian was chair-elect of the Kentucky Voyager Users Group, KLA Academic Section Awards Committee, North American Serials Interest Group Awards Committee, and Coordinator of the WebVoyage track for the Endeavor EndUser meeting. She also provided cataloging/consultation for the Cincinnati Nature Center. The Web Librarian was published in D-Lib, Internet Reference Services Quarterly and Kentucky Libraries as well as serving on the editorial board of Information Technology and Disabilities. He also presented at KHECC, the Library Information & Technology Association conference, KLA, and Kentucky AHEAD, and moderator for a GCLC discussion. He is Chair for the KYVL ADA Work Group, contributed to statewide accessibility training planning and built web sites for SAALCK and KHECC. The Systems Specialist has entered the Master of Arts in Liberal Studies program at NKU.

updated: Wednesday, 19-Jul-2006 13:33:14 EDT

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