W. Frank Steely Library

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Systems Annual Report 2006-7

Overview

The Systems Division was active in various projects this year. The primary responsibilities of the division are maintenance of NKUIRE, the library website, various library servers, 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 these missions. 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 Ex-Libris, 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 Ex-Libris Voyager system and various related products. 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, coordinating server operations, 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 supports a Student Specialist position.

During the year, a total of 263 requests were resolved, down from 296 last year but up from 222 in 2004/05. These requests are summarized as follows: 61 printing problems, 27 software problems, 48 hardware problems, 27 network problems and 100 miscellaneous problems. The Division continues using the campus Infra request system to track requests although requests are still coming through via individual emails, phone calls, or face-to-face contact. These requests are not counted in the above summary.

Activities for the Division can be subdivided into four broad categories: Voyager operations, web initiatives, departmental operations, and service improvements/innovations. These categories are addressed below.

VOYAGER OPERATIONS

The Systems Librarian has now been in her position for a full year and operations have resumed in a full-time mode. The position was filled internally by the former Extended Collections Services Librarian and the Systems Librarian also devoted some time in working with the ECS Librarian position’s replacement regarding job duties. There have been several improvements to the system generated by ideas from the Systems Librarian who works with the Voyager Team, and the newly formed OPAC Workgroup regarding implementation.

Improvements to Voyager included the following: implemented the purging of patron records and eliminated over 14,000 obsolete records from the system, complete redesign of the media circulation matrix, implemented a database for the collection and storage of search statistics (type of search, search terms, limits, etc.) which will allow for the analysis of this data, implemented a system of daily reports that allows Steely Circulation to find any overdues that may be on the shelves and eliminate the obsolete overdue notice, improvement of the title index to make possible the searching of complete titles with a GMD (General Materials Description), implementation of an index for "donor" allowing users to search the system for the names of individuals who have donated materials to Steely Library, updated NKUIRE logo and other interface elements to bring them into compliance with NKU web color standards, implementation of a “new titles” tab, implementation of RSS feeds of new titles, implementation of a "media search" tab, elimination of the Social Security Number input/display for login to library patron records, implementation of Google Analytics for OPAC pages, implementation of hold requests via NKUIRE, addition of spell checking and various other display improvements. The Division is also constantly investigating products/procedures which will continue to enhance the library catalog presence. Some of these initiatives will be addressed in other sections of this report. The Systems Manager chaired a state-wide committee which created a document outlining the need for a new integrated library system. This was part of a proposal included in state funding initiatives but was not approved by the legislature. During the spring, the parent company of the Voyager system (Endeavor) was purchased by the Ex-Libris Group. This company has assured Voyager customers that for the foreseeable future, the Voyager software will continue to be a viable product. Both the Systems Manager and Systems Librarian continue to serve on the state-wide working group of Systems Librarians who meet quarterly regarding Voyager issues. The Systems Librarian also chaired the Kentucky Voyager User Group this year.

WEB/PROXY SERVER OPERATIONS

W. Frank Steely Library’s proxy server continues to serve the university community by providing off campus access to IP restricted databases and journals for Steely Library and Chase Law Library. During the past year, the server was upgraded twice and also moved to the IT server room. This move will allow backup and security to be performed at a regular basis and allow knowledgeable staff members to efficiently maintain the system. The Web Librarian serves on a campus-wide committee reviewing Web initiatives. This committee will develop templates for use by campus departments. The Web Librarian has reestablished the library Web Committee in order to provide input on these developments and to decentralize updating of library web pages. The Web Assistant resigned and took a position across campus in February. In June a replacement, with the job title change to Library Systems Assistant, was hired. The library continues to strictly follow current web standards and has adopted the Blackberry portable device as a defacto standard for mobile devices.

DEPARTMENTAL OPERATIONS

During the year, 28 PCs were replaced resulting from the yearly replacement plan. The division also placed orders for over $32,000 worth of computer related equipment and supplies. A light kit was purchased for one of the microform reader/printers so that access could be provided in the Special Collections and Archives area for ultrafiche. The division will continue to look at operations of the microform equipment for cost efficiency. Library ADA PCs have been moved to the 4th floor where they are maintained by the IT Help Desk staff. The Greenstone server, which houses digital collections, has been moved to the campus IT server room where more efficient operations can be performed. Off-campus access for the Greenstone system was also established. The Systems Librarian worked on updating Illiad to version 7.2. The division continues to update and install CD-ROM products as needed for library use. The Web Librarian continues to work in R&IS on the information desk, participates in their chat sessions and performs class/individualized instruction as needed. The Systems Specialist II spends 15 hours per week in the Archives area working on various projects.

SERVICE IMPROVEMENTS/INNOVATIONS

The Systems Division has sought not only to maintain library computer-type operations, but also to improve those operations and seek out innovative solutions. This focus led to the following initiatives:

updated: Monday, 02-Oct-2006 14:25:49 EDT

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