POT 1 Build the system-wide infrastructure for digital collections

POT 1 has created an inventory of current Digital Assets Management Systems (DAMS) with discovery and display technologies utilized on the campuses. The inventory is one step in identifying potential models for a systemwide DAMS and determining if there is an existing product that meets the requirements. POT 1 delivered a gap analysis of the Merritt system to the Management Team conducted by Lightning Team (LT) 1B. The LT1B report concludes that Merritt would be an effective preservation repository for a UC Libraries systemwide DAMS. While many campuses utilize Merritt for ETDS, few currently use the service to manage or preserve other digital collections. Given that most of the campus libraries do not have a local solution in place for the long-term preservation of digital content, nearly all showed interest in utilizing a centrally deployed system. The report notes potential barriers to moving to a centrally supported system as well as desired enhancements in order for Merritt to meet campuses’ requirements.

POT 1 LT3A was charged to identify and analyze existing digital collections in the UC Libraries for inclusion in the future UC Libraries Digital Collection (UCLDC). To accomplish this task, LT3A undertook the following:

• Developed guidelines for collections to be included in the UCLDC and a way to publicize resulting decisions.
• Identified existing UC Libraries digital collections with potential for inclusion in the UCLDC, including both collections in need of a hosting solution and those ready to be harvested for discovery/display.
• Identified mechanisms for continual discovery of additional materials.

LT3A developed and applied a set of criteria to approximately 750 digital collections stewarded by the UC Libraries. Using this process, they identified sixty-four collections across the UC Libraries that if ingested to the UC Libraries Digital Collection could be considered a significant achievement. Ultimately, the cost of contributing existing collections will depend on the workflows developed and how they will minimize the need for extensive technical skills and staff resources. The final report from the lightning team has been approved by the Systemwide Operation and Planning Advisory Group (SOPAG) and distributed to the Collection Development Committee (CDC) as a resource for planning collaborative digitization strategies.

Currently, POT1 LT3B is evaluating the ability of selected existing systemwide access systems to meet the discovery and display features and requirements of the UC Library Digital Collection, as defined by the work of POT 1 Lightning Teams 1A and 3A. Systems to be evaluated include: UC’s Melvyl version of WorldCat Local, Calisphere, UCSD Digital Library Collections (DLC), and the UC Office of the President’s online digital image repository.

Based on the discovery and display requirements from Lightning Teams 1A and 3A, LT 3C is developing a scope of work estimate for building an access system based on OAI-PMH harvesting and/or crawling of identified collections.

POT 2 Transform cataloging practices

The NGTS Management Team has thanked and discharged POT 2.1 and 2.2 teams upon the completion of their charges. Final deliverables from POT 2 are available on the NGTS Power of Three Groups page.

POT 3 Accelerate processing of archival and manuscript collections

SOPAG has endorsed the Archivists’ Toolkit Recommendations produced by POT 3 LT 1 and has asked Heads of Special Collections (HOSC) to take responsibility for implementing the recommendations. Lightning Team 2 has completed and published the “Guidelines for Efficient Archival Processing in the University of California Libraries,” which includes the recommendation to use the “Single-Level Minimum” guidelines of the Society of American Archivists’ Describing Archives: A Content Standard (DACS) to create brief collection-level records in MARC and/or EAD.

UC Irvine Special Collections and Archives recently announced the completion of a major project to promote the discovery of all of its archival holdings by following these practices. Researchers can now search the Online Archive of California, Antpac, or Melvyl to find information about both processed and unprocessed holdings. Procedures are in place to allow access to unprocessed collections. The project surfaced 219 previously hidden archival collections to the public, comprising over 1,250 linear feet of material.

POT 4 Simplify the recharge process

POT 4 has vetted the “Library Financial Data Best Practices” document with library business officers and delivered the final document to the NGTS Management Team for review. The task of conducting a brief follow-up survey on the scheduled recharge process for CDL co-investments (formerly referred to as the “deposit system”) will be transferred to the Acquisitions Common Interest Group (ACIG) as POT 4 closes out its work.

POT 5 Maximize the effectiveness of Shared Cataloging

POT 5 has delivered a final report evaluating current SCP priorities to the NGTS Management Team. The report is currently being reviewed by SOPAG.

POT 6 Develop system-wide Collections Services Operations

The NGTS Management Team has thanked and discharged POT 6 upon completion of its charge. POT 6 presented the findings from its final report to the Council of University Librarians, which have served to inform next steps and models for implementing shared collections services operations.

POT 7 Transform collection development practices

POT 7 has developed a consultation plan to gather input from major stakeholders on the evolving role of the bibliographer or subject specialist and will continue implementation of the consultation plan. POT 7 Lightning Team 2 will be seeking input from various UC stakeholder groups: CoUL, Heads of Public Services (HOPS), CDC, Heads of Technical Services (HOTS), HR officers, bibliographer groups, CDL Licensing, CDL Publishing & Access, UC3, as well as faculty, graduate students and undergraduates. In addition, LT 2 selected six academic libraries outside the UC system with whom they will consult.

Over the summer, the NGTS Management Team and the Systemwide Operations and Planning Advisory Group (SOPAG) have been reviewing the work of the Power of Three (POT) groups with an eye towards transitioning to focused projects that will implement, further develop, and assess various models of UC Libraries’ shared technical services operations in 2012-13. While POT 1 is on a different timetable with a projected completion date in spring 2013, the other Power of Three groups have largely wrapped up their work and will be phased out this fall. The NGTS Management Team has proposed a slate of projects for the Council of University Librarians to review and decide upon when they meet in early September.

POT 1 Build the system-wide infrastructure for digital collections

The overarching charge of POT 1 is to build the systemwide infrastructure to support digitized and born digital UC collections. POT 1 Lightning Team 1A assumed responsibility for identifying the critical functional requirements of a system-wide DAMS with a discovery and display system that will meet the needs of those UC campus libraries that do not yet have one. The Lightning Team has completed its work and the NGTS Management Team has approved its deliverable: a requirements document for a systemwide DAMS with a discovery and display system.

In total, seventeen individuals from each of the ten UC campus libraries were interviewed by lightning team members, with the goal of understanding current workflow, assessing need, and identifying critical service and system requirements. A defined set of questions were explored and interviews lasted for approximately one hour. Interviewees were provided an opportunity to respond to the draft document before it was finalized.

The requirements document reflects the critical functionalities that should be met in the initial phase of building a UC Libraries systemwide DAMS, including discovery and display. A system that meets the proposed requirements will fulfill the essential needs of those campus libraries that do not yet have a DAMS / discovery and delivery system. The requirements document will continue to evolve and inform the ongoing work of POT 1.

Next, POT 1’s Lightning Team 1C will model and propose a DAMS technology stack based on the requirements document. It is performing a gap analysis of the Merritt repository and developing an inventory of current DAMS technologies used by campuses. The amount of resources required to implement the proposed DAMS technology stack cannot be estimated until the work of POT 1 LT 1C is complete.

POT 2 Transform cataloging practices

POT 2 has completed the “UC Bibliographic Standards for Cooperative, Vendor, and Campus Backlog Cataloging” and the deliverable has been approved by NGTS Management Team and the Systemwide Operations and Planning Advisory Group (SOPAG).

The “UC Bibliographic Standards” provide the UC Libraries with guidance on consortial and vendor cataloging for bibliographically controlled materials, and define reasonable alternatives to full-level cataloging for reducing backlogs of both bibliographically and archivally controlled materials.

The document was vetted extensively with HOTS, HOPS, CDC, POT 3, POT 5, and POT 6. The Standards will be a living document owned and maintained by the Heads of Technical Services (HOTS) advisory group.

POT 3 Accelerate processing of archival and manuscript collections

POT 3 has reviewed a draft of the “More Product, Less Process (MPLP) Implementation Manual” with key stakeholder groups such as the Heads of Special Collections. POT 3 is incorporating feedback into the draft manual. It is also investigating existing processing metrics programs in order to develop a methodology for assessing implementation of the guidelines.

POT 4 Simplify the recharge process

POT 4 is vetting the “Library Financial Data Best Practices” document with the Library Business Officers. The POT will finalize the document in August. It is also developing a plan for evaluating implementation of the best practices.

POT 5 Maximize the effectiveness of Shared Cataloging

The final report of POT 5 Lightning Team 1, “Assess the Benefits and Risks of Stopping the Distribution of Bibliographic Records to the Ten Campuses for their Local OPACs” has been posted. The POT will complete its evaluation of current Shared Cataloging Program cataloging priorities and make recommendations by the end of summer.

POT 6 Develop system-wide Collections Services Operations

The NGTS Management Team has reviewed the comprehensive information gathered by POT 6 on technical services expertise and needs across the Libraries, including the Study of Shared Collections Services Projects report by Lightning Team 1A, to develop the slate of NGTS pilot projects proposed for implementation in 2012-13.

POT 7 – Transform collection development practices

POT 7 Lightning Team 1 has completed an analysis of a sample of 2011-12 job postings for librarians with collection development responsibilities. The analysis to determine desirable qualifications is one step in POT 7’s work on redefining the role of the bibliographer. Lightning Team 2 is beginning to develop a consultation plan to gather input from stakeholders on this issue.

To date, the groups have continued to build on the work of the earlier phases of NGTS as directed by the priorities set in the Council of University Librarians (CoUL) December 10, 2010 review. The goals of these POTs are to find ways to make library technical services more efficient and to leverage expertise throughout UC.

Proposal for Financial Infrastructure to Support Collaboration

In addition, the Systemwide Operations and Planning Advisory Group (SOPAG) submitted to CoUL a report, “Toward a Financial Model and Process in Support of UC Library Collaboration: Proposal and Planning for Implementation FY 2012-2013.” The proposal recommends a well-defined financial structure to support non-collection collaborations and includes funding model criteria and a model decision-making process that would align funding with the UC Libraries Systemwide Plan and Priorities.

CoUL has formally acknowledged receipt of the report and will be discussing the report’s recommendations over the coming months. As Ginny Steel, chair of CoUL, notes, “The document is a useful overview of previous and existing financial arrangements and also presents a helpful outline of issues related to our financial infrastructure—or lack thereof.” The report underscores the need for a stable financial structure as paramount for the success of current and future collaborative activities such as Next-Generation Technical Services.

POT 1 Build the system-wide infrastructure for digital collections

POT 1 has been working on a requirements document for a system-wide Digital Asset Management System (DAMS) with Discovery/Delivery and is conducting follow-up discussions to test and confirm the findings of the first phase of requirements gathering. Once there is agreement on requirements, the POT will submit the document to the NGTS Management Team and SOPAG for sign-off. Lightning Team 1.B has begun to perform a gap analysis of the Merritt repository for use as a systemwide DAMS. Lightning Team 1.C has been charged to develop potential technical models for a system-wide DAMS with Discovery/Delivery. Lightning Team 5.B has drafted a rights management framework document that is being reviewed by UCLA collections staff.

POT 2 Transform cataloging practices

The POT has submitted a report to the NGTS Management Team with shelf-ready recommendations. The Management Team will ask POT 2 to recommend a Strategic Action Pilot to be incorporated into next steps for NGTS and will include a Chinese shelf-ready materials pilot on the list of projects for next year. The POT will complete its work on a Bibliographic Record Standard by July.

POT 3 Accelerate processing of archival and manuscript collections

POT 3 is wrapping up this summer: it is gathering feedback on Archivists’ Toolkit (AT) recommendations and has drafted a More Product, Less Process (MPLP) manual that will be reviewed by Heads of Special Collections (HOSC) in July. The Management Team will ask POT 3 to recommend a Strategic Action Pilot to assess application of MPLP and Archivists’ Toolkit (AT) in the coming year.

POT 4 Simplify the recharge process

POT 4 has largely completed its charge and has gone on hiatus given the fiscal close. It has sent the Library Financial Data Best Practices Document to the Acquisitions Common Interest Group (ACIG) to be vetted by Library Business Officers after fiscal close. The POT will finalize the document by August. The Management Team recommends that monitoring implementation of the “deposit account” recharge process be included in the SPOT responsible for developing a stable funding model.

POT 5 Maximize the effectiveness of Shared Cataloging

POT 5 has completed its assessment of whether efficiencies might be gained if record distribution by the Shared Cataloging Program were eliminated. It has determined that SCP record distribution should be continued and the Management Team and SOPAG have agreed with this recommendation. Instead of pursuing this direction of “maximizing efficiency” of an already streamlined operation, the Management Team will recommend a Strategic Action Pilot be considered that would model other campuses taking responsibility for doing shared cataloging. The Management Team will ask POT 5 over the summer to complete its remaining task of evaluating current SCP cataloging priorities and to recommend a Strategic Action Pilot that could test an additional, alternative model for system-wide shared cataloging.

POT 6 Develop system-wide Collections Services Operations

All POT 6 Lightning Teams have completed their reports on current backlogs, technical services tools, and available expertise. POT 6 has extracted possible pilot projects from its analysis of the Lightning Team reports and has established a definition of a pilot project and proposal for pilot assessment. The Management Team will coordinate the review of POT 6 proposed pilot projects to be conducted and assessed in 2012-13. Assessment of the pilots will establish recommended models that will work long-term.

POT 7 – Transform collection development practices

POT 7 has completed its work building an Inventory of Cooperative Collection Development Activities and recommended a strategy for keeping that inventory up to date. The group has charged lightning teams to conduct work on redefining the role of the bibliographer. The POT will complete its work on the role of the bibliographer through the remainder of 2012; these activities will need to be tracked and carried through by the Collection Development Committee (CDC) over the long-term. Management Team will recommend that CDC prioritize proposed Strategic Action Pilots emerging from the work of POTs 2, 3, 5, and 6.

Process for POT Recommendations

As Lightning Teams and Power of Three groups have been completing their deliverables, and given the number of teams and charges under NGTS, the Management Team and SOPAG have outlined the process for handling POT recommendations. While adjustments may continue to be made to the process, the document lays out for all the expectations for response to, action on, and communication of recommendations emerging from the POTs.

Next Steps for the NGTS Implementation Initiative

This summer, the Systemwide Operations and Planning Advisory Group (SOPAG) will work together with the NGTS Management Team to:

1. Revisit the Management Team and POT operating structure, including implications for project management. Refine or consolidate POTs to build on reports and surveys that will be complete by July 2012. Rethink the Management Team such that each member serves as a liaison to a Strategic Action Pilot (or POT).
2. Agree on strategic scenarios for the traditional technical services support models (Strategic Action Pilots) to implement and assess by end of 2013. Build on the potential pilot projects identified by POT 6.
3. Ask CDC to prioritize the backlogs of each campus and also to provide a list of top UC-wide priorities for backlog elimination.
4. Ask CDC to assess and prioritize proposed Strategic Action Pilots.
5. Ask CoUL to review and approve pilots.
6. Ask CoUL to commit campus resources (expertise) and/or financial support to the pilots.

In 2012-13, the Management Team will oversee implementation of the selected pilots along with assessment of each in order to advance Next-Generation Technical Services.

Cooperative Collection Development
POT 7 has been working on recommendations to manage and communicate all of the existing cooperative collection development activities within UC. The group is drafting charges for lightning teams to work on the evolving role of the “bibliographer,” “subject selector,” or “curator.”

Collaborative Collection Services
POT 2 is continuing work on a tentative shelf ready plan. The team has selected promising shelf-ready vendors and is defining criteria for evaluating vendors.

POT 3 has documented principles and approaches for “More Product, Less Process” (MPLP) in development of a manual for efficient processing of archival collections. POT 3 is also documenting best practices from UC case studies and defining MPLP baselines for all collection types. The group has charged a lightning team to identify a methodology for capturing processing rates and assessing processing benchmarks.

POT 5 submitted its final recommendation regarding Shared Cataloging Program record distribution to the Management Team. The Management Team reviewed the report with the POT members and has forwarded it to the Systemwide Operations and Planning Advisory Group (SOPAG) for consideration.

Three lightning teams working under POT 6 have completed their information gathering on current and projected campus staffing needs; existing and needed tools that support collection services operations; and existing backlogs, including special collections. The POT is identifying potential pilot projects based on the information gathered and on existing or recent collection service arrangements.

Collaborative Digital Initiatives
POT 1 currently has seven lightning teams up and running. The teams are working on development of requirements and technical models for a system-wide Digital Assets Management System (DAMS) along with discovery and delivery functions; criteria and guidelines for collections to be included in the UC Digital Collection; identification of existing digital collections to be included; identification of mechanisms for continual discovery of digital collections; a gap analysis of the Merritt repository service; and a rights management framework.

Financial and Technical Infrastructure to Support Collaboration
POT 4 reviewed its interim report with the NGTS Management Team. The group made the recommendation that CDL Acquisitions provide monthly reporting to allow campuses to track local expenditures predictably. It has also recommended that the campuses continue to use the recharge system as the method of co-investment. POT 4 plans to conduct a follow-up survey on the new deposit account system after all campuses have used the system for a full fiscal year. After further study on the establishment of a secure website for tracking recharge activities in real time, the POT found that the additional investment of effort to create and maintain such a site would not yield significant benefit, and that consistent monthly reporting from CDL Acquisitions appears to meet campus library needs.

SOPAG has accepted the recommendations from POT 4 and has submitted the recommendation not to pursue creation of the secure website to the Council of University Librarians for consent.

POT 4 has also developed Financial Data Best Practices to guide communication between library accounting staff and campus financial staff regarding the recharge process for CDL co-investments. These will be circulated among the campus library accounting officers for review.

POT 1 has chosen to use the agile methodology for gathering requirements for the Digital Asset Management System (DAMS). The team is using Pivotal Tracker software to track team activities. Several lightning teams have been formed. One is gathering requirements for the DAMS along with digital collection discovery and delivery requirements. Another team is identifying and analyzing existing digital collections. One team will evaluate WorldCat Local for discovery and display, and another lightning team is establishing a rights management framework.

“POT 1 is a highly efficient group that has been able to put structure and specificity around what could be an overwhelming charge,” says team member Lisa Schiff. “Team members share a desire to have concrete results from our efforts.” Read more about POT 1.

POT 2: Transform cataloging practices

Two lightning teams have completed their work on identifying shelf-ready vendors and gathering campus processing specifications. POT 2 is developing a shelf ready proposal based on the input of lightning teams. A draft of “UC Guidelines for Cooperative, Vendor, and Campus Backlog Cataloging” is nearly ready for broader review.

POT 3: Accelerate processing of archival and manuscript collections

POT 3 has completed its report and recommendations on implementation of Archivists’ Toolkit. The Management Team is reviewing the recommendations. Progress on the development of More Product, Less Process guidelines is also on schedule.

POT 4: Simplify the recharge process

POT 4 has completed its near-term deliverable of implementing a deposit account for CDL co-investments. POT 4 also investigated the process of Interlocation Transfer of Funds to determine if it might be a viable alternative to the recharge process for co-investment accounting. In addressing its second major deliverable, the team looked into issues related to a secure directory for tracking recharge activity in real time. The team submitted an interim report with findings as well as recommendations on best practices in campus accounting to the Management Team.

POT 5: Maximize the effectiveness of Shared Cataloging

Lightning team 1 has completed and submitted its report to the POT on Shared Cataloging Program (SCP) record distribution. CAMCIG has also completed its report to POT 5 on monetary and staffing costs of SCP record distribution.

POT 6: Develop system-wide Collections Services Operations

A number of lightning teams have wrapped up their work. One completed an inventory of existing shared staffing agreements and projects, and identified success factors for such collaborations. The other teams have completed their reports on current and projected campus staffing needs, as well as on existing and needed tools. A final team is completing its report on existing backlogs (including Special Collections). From the information gathered, POT 6 will identify possible pilot projects for collaboration.

POT 7: Transform collection development practices

POT 7 has completed charges and proposed memberships for lightning teams to address the roles and responsibilities of UC bibliographers in light of the changing landscape of collection management. The Management Team is reviewing these proposed teams and charges.

POT 1: Build the UC Digital Collection infrastructure
POT 1 has adjusted its task list and timeline to reflect feedback from the NGTS Management Team, and is preparing to charge lightning teams. The lightning teams to be created in the near term will focus on gathering requirements for a system-wide Digital Assets Management System (DAMS) with discovery and display options and developing an aggregation strategy that ensures existing UC digital assets will be available for discovery and display as part of the UC Library Digital Collection.

POT 2: Transform cataloging practices
POT 2.1 Lightning Team 1 has completed and submitted its report on the current shelfready environment to the POT. POT 2.2 is evaluating responses from the Heads of Technical Services (HOTS) and Cataloging and Metadata Common Interest Group (CAMCIG) regarding the acceptability of the BIBCO Standard Record (BSR) and has begun drafting the framework and guidelines for applying the BSR.

POT 3: Accelerate processing of archival and manuscript collections
POT 3 has completed several steps in drafting a UC-wide implementation plan for Archivists’ Toolkit, including identifying a proposed infrastructure, identifying support needed to facilitate migration to AT, and defining services available to users of the CDL-hosted service. POT 3 has also completed drafting a minimal record specification for collections and will be working with POT 2.2 to solicit feedback.

POT 4: Simplify the recharge process
A key milestone was achieved in this fiscal quarter as remaining campuses (UCD, UCSB) implemented the deposit system for CDL co-investments. POT 4′s Lightning Team 1 has completed its analysis of the survey results on implementation of the deposit system thus far. A key assumption to be tested by the POT was that using deposit accounts for CDL co-investments would minimize the number of transactions and result in overall efficiencies and cost savings. The assessment finds that while implementation of a deposit account system has reduced the number of recharges between CDL and each campus from numerous times per year to about four or five times per year, those savings have been offset by the work campus accounting units perform to track expenditures against deposit accounts. So while there have been efficiencies gained for the CDL acquisitions unit, the overall library workload has not been reduced, but changed.

The POT will be digesting and communicating the findings in further detail. Lightning Team 4.1 further recommends gathering input from campuses on the process after the end of the fiscal year.

POT 5: Maximize the effectiveness of Shared Cataloging
POT 5 Lightning Team 1 has begun drafting a report on Shared Cataloging Program (SCP) record distribution based on analysis of survey results. A second lightning team has compiled data that would ascertain the monetary and staffing costs of SCP record distribution and identified three use-case scenarios to guide their analysis of the costs of campuses obtaining records on their own.

POT 6: Develop system-wide Collections Services Operations
POT 6 Lightning Team 1A has completed its report of existing shared staffing agreements and projects. The POT is completing the compilation and analysis of survey results on campus staffing needs; needed tools; and existing backlogs.

POT 7: Transform collection development practices
POT 7 has completed and posted its “Current Inventory of UC Cooperative Collection Development Activities” on the Collection Development Committee (CDC) website to collect and provide as much information as possible on these activities for collection officers, bibliographers, and other library staff. (Note: the document is intended for internal staff information and may be viewed with the CDL password.)

1. Select and implement a systemwide Digital Asset Management System (DAMS) for those UC campus libraries that do not yet have one.
2. Select and implement a discovery and display system capable of showcasing the richness of the UC Library Digital Collection.
3. Aggregate existing UC Library digital assets, from all campuses, into a UC Library Digital Collection for purposes of discovery and display.
4. Aggregate existing UC Library digital assets, from all campuses, into the Merritt Repository for purposes of long term preservation.
5. Establish a UC Library Digital Collection Service designed to support and manage the resources and processes relative to the UC Library Digital Collection.

POT 1 will be analyzing and preparing an initial task list and timeline to be submitted to the NGTS Management Team for review in February.

POT 2: Transform cataloging practices
POT 2 has initiated discussion with Heads of Technical Services (HOTS) and Cataloging and Metadata Common Interest Group (CAMCIG) to assess adopting the BIBCO Standard Record (BSR) standard systemwide.

POT 3: Accelerate processing of archival and manuscript collections
POT 3 has developed and issued a survey on Archivists’ Toolkit usage and campus needs.

POT 4: Simplify the recharge process
POT 4 has developed and issued a survey for the Acquisitions Common Interest Group (ACIG) to comment on the deposit system for CDL recharge.

POT 5: Maximize effectiveness of Shared Cataloging
POT 5 is working with CAMCIG to analyze the costs of stopping SCP record distribution.

POT 6: Develop system-wide Collections Services Operations
POT 6 has identified all existing and recently-concluded arrangements that have involved shared collection services across multiple UC campuses and will be following up with a survey on those arrangements.

POT 7: Transform collection development practices
POT 7 has conferred with the CDL Collection Development office regarding coordination of activities and is currently revising its task list.

CDL, all campus libraries contribute to the NGTS Implementation
Thanks to the CDL for purchasing a Survey Monkey license for NGTS use. This will greatly facilitate the assessment activities of the various NGTS teams.

We extend our appreciation to all of the UC libraries staff who are contributing to the NGTS implementation initiative. There are over 70 people from the UC libraries directly involved on teams at present. To everyone, we offer our warmest wishes for the holiday season.

POT 1: Build the system-wide infrastructure for digital collections
SOPAG has accepted the Digital Library Services Task Force 2 (DLSTF2) Report and identified priority actions for the UC Libraries. The NGTS Management team is finalizing the charge and membership for POT 1, which will begin work on these actions.

POT 2: Transform cataloging practices
LT 2.1.1 is gathering and compiling information on the current shelf-ready environment: vendor information on shelfready services and pricing; campus shelfready profiles and agreements; and recommendations for system-wide shelfready projects.

LT 2.1.2 will be comparing and evaluating physical processing specifications from each campus: “What would it take to get agreement on the physical processing of materials so that they could be centrally processed but housed in different libraries? Must a systemwide shelfready contract be complicated by physical processing specs unique to each campus, or can parts of that processing be standardized across the ten campuses?”

POT 3: Accelerate processing of archival and manuscript collections
LT 3.1 is developing a UC-wide Archivists’ Toolkit implementation plan that factors in existing usage and needs as well as the training and support services required. The team will define how campuses can migrate from a local-hosted instance of Archivists’ Toolkit to the CDL-hosted service as well as participate in testing of the forthcoming ArchivesSpace software.

LT 3.2 is developing a More Product Less Process (MPLP) implementation manual that will guide campuses on how to change existing practices to make processing more efficient and make special collections available for research as quickly as possible after acquisition. The team will also create tools for assessing processing requirements and target processing rates.

LT 3.3 will define a minimal collection-level record specification for materials described according to archival descriptive rules. The specification will reflect recommendations from the national US archival data content standard (Describing Archives) and the international archival data structure standard (ISAD-G), and will provide encoding analogs for MARC and EAD.

POT 4: Simplify the recharge process
LT 4.1 will assess how the CDL Deposit Account System is working for the eight campuses that have implemented it and facilitate adoption by the two remaining campuses (UCD, UCSB). The team will also identify issues related to compliance with campus accounting requirements and recommend improvements to the payment process.

POT 5: Maximize effectiveness of Shared Cataloging
LT 5.1 will survey the campuses and Shared Cataloging Program (SCP) to assess SCP record distribution to the campuses, in particular the impact on public services. The SCP distributes records to the campuses to support functions such as resource discovery through local OPACS, display of local data in Melvyl, and providing an inventory of campus CDL entitlements. Given the associated workload, could the resources devoted to this process be better allocated to other tasks? The team will investigate if stopping the distribution would cause problems in campus public services or technical services functions.

CAMCIG (Cataloging and Metadata Common Interest Group) has been charged with investigating monetary and staffing costs of record distribution to SCP and campuses—both current state and if campuses choose to add the records themselves.

POT 6: Develop system-wide Collections Services Operations
LT 6.1A is conducting a survey of existing UC shared collection services operations. The data collected from this survey will help determine the next steps and pilot projects proposed for UC Collections Services Centers.

LT 6.1B will survey the current staff resources available for technical service functions and aim to discover the skill sets and portfolios not covered by existing staff resources, but which are clearly needed, or will be needed in the next five years.

LT 6.1C will be surveying campuses for tools they have and those they need to support the full range of technical services functions.

LT 6.2 will conduct a survey to identify current cataloging and processing backlogs of monographs and serials, and to understand more about the nature of these materials. The team will evaluate the scope and format of an earlier survey conducted by the Heads of Technical Services (HOTS) to see how it can be improved to allow for easier collecting and updating. This will help guide identification of pilot projects and opportunities for eliminating these backlogs.

POT 7: Transform collection development practices
POT7 has discussed coordination with the Shared Monographs Coordinating Group (SMCG) regarding gathering an inventory of shared collection development commitments and discussed the system-wide collecting of traditional materials with the Collection Development Committee (CDC).

The UC Libraries’ Next-Generation Technical Services initiative has four major aims: 1) cooperative collection development; 2) collaborative technical services; 3) collaborative digital initiatives; and 4) financial and technical infrastructure for system-wide collaboration. As we work together to build shared services and more integrated operations, it is important to make sure that everyone is talking about the same thing. Teams need a common parlance and understanding of how they are defining, approaching, and measuring their work. Some of the initial work of NGTS teams has been to identify and define a common vocabulary as a foundation for working together. Over time, we may develop an “NGTS glossary” for the UC Libraries, just as we are being deliberate about identifying best practices for our work together.

Power of Three (POT) groups 2 and 6 have each produced definitions of terms related to their charges and welcome feedback. Feel free to post your comments and questions on the UC NGTS blog.

POT 2 creates “Shelf Ready Glossary”
POT 2 is charged with defining and implementing a UC consortial shelf-ready program. POT 2 has created a glossary of terms to establish a common vocabulary and understanding of the work of the group and its Lightning Teams, including what is “shelf ready,” what is “shelf-ready failure,” how can UC libraries “gain efficiencies” via shelf ready programs, and what is “pilot vs. implementation.”

POT 6 defines “Collection Services Operations”
POT 6 is charged with planning and implementing UC collection services centers and recommending models for system-wide collection services staffing. The terms “technical services” and “‘collection services” have been used interchangeably throughout the various NGTS reports and charges. For the purpose of fulfilling the group’s charge, POT 6 has defined collection services to include the functions related to selection, licensing, acquisitions, cataloging, preservation, and digitization. The glossary includes terms used in the charges of POT 6 and the POT 6 Lightning Teams.

Project managers receive training on survey methodology
A number of Lightning Teams will be conducting surveys of the campuses to assess current status or needs related to their charges in order to further shape directions and guide implementation work. For example, POT 3 will be assessing current Archivists’ Toolkit usage and application of More Product and Less Process principles on the campuses; POT 4 will be gathering input on the current implementation of deposit accounts; POT 5 will be surveying campuses on Shared Cataloging Program (SCP) record distribution; POT 6 will be conducting surveys on shared staffing agreements, current and projected campus staffing needs, and backlogs; and POT 7 will survey stakeholders in order to re-examine and define the role of the UC bibliographer.

To help the teams identify the best methods for gathering the information they need, Jane Lee, Senior Assessment Analyst in the User Experience Design Team at CDL, has delivered training via webinar to the Project Management Working Group. The project managers will be a resource for the POTs and Lightning Teams about survey and assessment methodology, and have access to Jane for consultation. Jane is also planning to refine the training module she has produced to offer it more broadly to the UC libraries—stay tuned for more information.