GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 1997/1998

COMMERCIAL BINDERY PREPARATIONS & PROCESSING

GOALS:

1. Let RFP for binding services.
2. Document Theses/Dissertations policy & procedure.
3. Document End-Processing policy & procedure.
4. Investigate labeling alternatives.
5. Broaden installation of binding automation software to branches.
6. Establish OPS performance measures.
7. Investigate staffing issues involved in a possible consolidation of a Humanities/Social Sciences Library Periodicals Unit along the lines of similar units in other libraries.

That we plan to continue normal business goes without saying. But, it bears repeating that we endeavor to find more efficient ways of doing the same old thing. Find out how we propose to develop efficiency in continuing business.

Associated Library Goal:

Continuing business.

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)
Library Binding Committee

Performance Measure:

• Successful award of binding services before termination of the fiscal year.

Progress:

• 1997 July 01.   RFP delivered to University Purchasing Division for January 1998 posting.

Top of List   |   Other Preservation Goals

Associated Library Goal:

Establish and maintain uniform, written procedures for Theses/Dissertations.

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)

Performance Measure:

• All documents outlined on table of contents in draft; 85 percent reviewed.
• All appropriate links to Graduate School web-based documentation established.
• 40% of web-based procedures documentation established.

Progress:

• 1997 July 09.   Table of contents established.
• 1997 July 09.   Links to Graduate School documentation established.
• 1997 August18. 20% web-based procedures established.
• 1997 October 17. 40% web-based procedures established.
• Additional note for Theses/Dissertations
• 1997 October 10. Three supplemental invoices approved to settle outstanding dollar amounts from FY1996-1997. Affected pieces/dollars amounts on Preservation Department statistics for the month of October, 1997.
• 1998 March. Review of existing documentation with special attention to maximizing efficiency in work flow with specific regard to online programs (CLARR, NOTIS and LARS).
• 1998 May. Completed 90% of draft documentation for new procedures and provided written documentation where lacking. All draft documents available on web.

Top of List   |   Other Preservation Goals

Associated Library Goal:

Establish and maintain uniform, written end-processing procedures.

Primary Contact:

Erich Kesse (erich@mail.uflib.ufl.edu)

Performance Measure:

• Establish a table of contents as a web document.
• All documents outlined on table of contents in draft; 50 percent reviewed.

Progress:

• To date.   Table of Contents, 20% web-based documentation established.

Top of List   |   Other Preservation Goals

Associated Library Goal:

Identify and implement cost and time efficient alternative to Se-Lin Label system.

Primary Contact:

Erich Kesse (erich kesse@mail.uflib.ufl.edu)

Performance Measure:

• Identification of an alternative, viable both in terms of systems and cost, and
• Authorship of a migration plan complete with costs, target dates and implementation strategy.
  OR,
• Summary of investigations with rationale for failure to identify an alternative, and
• Outline of specifications for procurement of programming services required to build an alternative.

Progress:

• 1997 July 01.   Contacts made with two vendors (OCLC and Vernon). OCLC alternative tested via Internet. Vernon alternative requested for demonstration.
• 1997 September 2.   Contacts made with two custom label vendors. Custom labels did not meet time and cost efficiencies. Custom label option eliminated.
• 1997 September 8.Vernon alternative tested. Proved incompatible with online library system. Vernon alternative eliminated.
• 1997 September 12.Laser Label Programming request sent to UF Libraires' Systems Department.
• 1997 October 8.Laser label programming complete. Tests in Preservation End-Processing Unit confirmed program as choice for new label system. Laser labels ordered.
• 1997 October 15.Macros developed to bolster laser label program. New label system established. Expected to be in use by October 31, 1997.
• 1997 December. New label system in use and procedures revised to maximize productivity while retaining high quality output.
• 1998 February. Label making migrated to Resource Services.

Top of List   |   Other Pre

Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)
Library Binding Committee

Performance Measure:

• Authorship of a plan for expansion of automation, detailing hardward, software and data needs, together with a time-table.
• Procurement of necessary data and software from the bindery.
• Software installation and implementation for the Marston Science Library and at least one additional branch.

Progress:

• 1997 July 01.   Plan verbalized (written plan pending).
• 1997 July 09.   Data and software procured from the bindery without charge for the Marston Science Library.
• 1997 October 17.Bindery will supply upgraded software at no charge. Bindery will deliver via FTP by October 31, 1997. Bindery also agreed to full FTP transfer of binding shipments. Full network installation expected by November 1, 1997.
• 1998 May.Upgraded software installed and network difficulties over come. Branches performing binding operations are online with few exceptions.

Top of List   |   Other Preservation Goals

Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)
Library Binding Committee

Performance Measure:

• Authorship of uniform, generic, system-wide OPS binding assistant position description.
• Authorship of performance measures stating quality and productivity (volumes per hour) expectations.

Progress:

• 1997 July 01.   Discussion initialized by Committee.
• 1997 October 15.Uniform, generic, system-wide OPS binding assistant position description and performance measures authored. Model drafts approved by Library Binding Committee and forwarded for administrative review.

Top of List   |   Other Preservation Goals

Associated Library Goal:

[to be listed]

Primary Contact:

Cathy Mook (cathy@mail.uflib.ufl.edu)
HSSL Periodicals Task Force
Serials Committees

Performance Measure:

• Identification of staffing issues as they relate to binding of HSSL periodicals.
• Authorship of a plan for consolidation to the agreement of Preservation, Resource Services and HSSL Access Services.

Progress:

• 1997 July 01.   Preliminary request for consideration by Resource Services.

Top of List   |   Other Preservation Goals