Next Steps
Each campus will be asked to nominate names for membership on each group with a deadline of May 3.  LAUC will be asked to nominate names for membership on the Strategic Action Groups with the same deadline.  Nominees will be selected based on their relevant expertise and availability to work on the groups, with the aim of balancing the necessary expertise across the committee (as defined in the charge) to accomplish each group’s work. Recommendations will be forwarded to SOPAG who will send a proposed roster of names to CoUL for final decisions. 

The goal is to have the new advisory structure in place by July 1, 2013.

I am delighted to announce the redesigned UC Libraries website. The website is the primary communication vehicle for the UC libraries’ systemwide initiatives and collaborative activities and is intended to be used by both internal and external audiences. The redesign process, started over a year ago, updates the site’s design, streamlines the navigation, and enriches the content. Our goal was to improve the information provided to audiences unfamiliar with how the ten campus libraries and CDL work together as a system and to enhance navigation to information about the systemwide groups whose material makes up the bulk of the website’s content.  At the same time, we wanted to make it easier for systemwide groups and other library staff to keep track of new developments and find documents and reports.

The new features you’ll find on the site include:

• New and refreshed visual design and layout
• Streamlined site-wide navigation and group architecture
• New search feature
• A “Latest Updates” listserv for UC libraries’ announcements and new website content updates.

The revised site is powered by a new content management system (CMS), which should help maintain the continuity of the site and streamline the update process for contributors.

I want to extend my appreciation to everyone involved in the redesign effort. Much gratitude goes to the chairs and members of the operations and planning groups who took time out of their busy schedules to review files, evaluate the design, and contribute ideas. Thanks as well to the small group of stakeholders who helped to guide, champion, and weigh in on decision-making as the project progressed.

• Felicia Poe (CDL)
• Diane Bisom (former SOPAG chair)
• Elizabeth Cowell (current SOPAG chair)
• Laine Farley (CDL)

Extra thanks, kudos, and credit go to the hard-working User Experience Design Services team at the CDL. The talented crew worked countless hours to bring the new site to fruition, and they brought an impressive level of expertise and thought to this project.

• Project Manager and UX Lead: Rachael Hu
• Web Production Manager and Technical Lead: Eric Satzman
• Senior UX Analyst: Jane Lee
• Web Producers: Craig Thompson and Robin Davis-White
• Web Production Contributor: David Chan
• Technical Lead and Development: Brian Tingle and Mark Redar
• Project Consultant: Joanne Miller

I hope you’ll all take a few minutes to explore the new site to see how it’s organized and how it can be useful to you.  If you have any questions, please don’t hesitate to contact the website’s administration team through uclib-support-L@ucop.edu.

The UC Libraries are pleased to announce new campus-based open access fund pilots to support UC faculty members who wish to make their research findings immediately and freely available to the public. Funded in part by the California Digital Library, these new open access funds will help pay the article processing charges for UC authors who want to make their articles available via open access publishing.

About Open Access: Open Access (OA) literature is free, online, and available to anyone. An open-access article has limited copyright and licensing restrictions which means anyone, anywhere, with access to the Internet may read, download, copy, and distribute that article. The business models for some open access journals shifts the cost of publication from subscriptions to authors by charging the author an article processing fee. In many fields, particularly the sciences, that fee is then charged to a research grant. Recognizing that not all scholars have grant monies to draw on, the California Digital Library has collaborated with UC campus libraries to develop this pilot program.

Links to the UC campuses participating in the OA Publishing Fund pilot can be found on the Reshaping Scholarly Communication website.

For further questions, please contact your campus Scholarly Communication Officer.

We’re nearing the end of our last few months in the project timeline. In the last update, we had anticipated a December, 2012 release; however, due to unforeseen project and resource demands we have had to re-assess our timeline and are now targeting an end of February, 2013 release.

What has been completed in the last quarter of 2012.

• All content has been migrated from old site to new site. All told some 1,000+ new HTML pages were created and entered into the CMS. 2,000+ non-HTML documents were migrated and metadata was assigned to each document so that our new search functionality could be optimized.
• New search functionality was created.
• We mastered a new CMS and learned all the ins and outs of bringing over old content into a new system.
• Tested the CMS and are making changes according to the test findings so that our content contributors can have as good a user experience as our website users.

Timeline for the next few months…

December, 2012: Create user documentation and training modules for use of new CMS web editing process, clean up content consistencies, test and conduct search functionality fixes.

January, 2013: Refine visual design, refine CMS user interface, review content with content owners, make content updates, freeze content until release.

February, 2013: Archive old site, QA and testing, announce rollout of instructional sessions for CMS users, announce release of new site.

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.

For those who took part in the content review for the UC libraries website, a big thank you for taking time out of your busy schedules to give us feedback. We’re excited about the progress we’re making on putting together the new site.

Timeline for the rest of the year…

September, 2012: Building out new web pages, continue to build and test new search engine.

October, 2012: Evaluate and usability test new CMS upload process with select UC library website contributors, plan and create user documentation and training modules for use of new CMS web editing process.

November, 2012: Lightweight usability testing of website, content freeze for UC libraries website, synchronize any new content that has been added to site since content review in August/September, QA test search functionality and announcement mechanism.

December, 2012: Proposed release of new UC libraries website.

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.

Here at CDL, we have embarked on a major web design and content migration effort for the UC libraries website.

Please take a moment to help us test out our site navigation!

(Thanks for your participation in our survey and your very useful feedback. We have since closed the survey. Updated 8/20/12.)

Project Background

The UC Libraries  website is an informational website that conveys how the UC libraries from all ten campuses work together in a systemwide capacity to plan, strategize and collaborate on activities that serve all UC library constituents. The website was first conceived and developed in 2003. Since then web technologies and designs have advanced, thus we felt that it was time for a major overhaul of the website and its content.

A project team at CDL has been formed to conduct the design and implementation of the revitalized site:

• Project Manager: Rachael Hu
• Web Production Manager: Eric Satzman
• Senior UX Analyst: Jane Lee
• Web Producers: Craig Thompson and Robin Davis-White
• Technical Lead and Development: Brian Tingle and Mark Redar
• Project Consultant: Joanne Miller

Based on a needs assessment conducted with a sampling of UC library staff in late 2011, we decided to target the following areas for improvement:

• Clean up and transition content
• Implement content management system for easier update process
• Add new search functionality
• Modernize page layout and site navigation
• Create new visual design

We have been working with designated content owners from the various UC systemwide committees and groups to review and revisit the content in their areas of the website. All told we’re working to transition 1000 web pages and over 2000 documents.

In the upcoming months, we will be working with each group and committee to review the new page layouts and content organization. We will also be testing the new content management system, developing new search functionality, and creating user training information to help content contributors use the new update process.

Stay tuned for more information!

Photo Credit: DaveBleasdale

(http://www.flickr.com/photos/sidelong/246816211/)

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.