[Eril-l] ALA Annual 2019 ALCTS Technical Services Workflow Efficiency IG (TSWEIG) program

[Gina Solares]

***Please excuse cross-posting***

Please join the ALCTS Technical Services Workflow Efficiency Interest Group
(TSWEIG) at the 2019 ALA Annual Conference in Washington, DC. We will have
three presentations, followed by a brief Q&A. TSWEIG exists to provide a
forum to discuss and analyze techniques, new developments, problems and
technological advances in the workflows associated with the evaluation,
selection, acquisition, and discovery of library materials and resources.

Date and time: *June 24, 2019 (Monday), 1:00-2:00 PM*

Location: *Walter E. Washington Convention Center, Room 147B*

Using Google Sheets Add Ons to Streamline Cataloging

By Michelle Suranofsky, Senior Analyst & Lisa McColl, Cataloging/Metadata
Librarian, Lehigh University

When Lehigh Libraries was confronted with the challenge of cataloging
approximately 300 art books for the Lehigh University Art Galleries, we
were eager to engage in this cross-campus collaborative project, but knew,
since our regular duties would continue, that we wanted to do the work in
the most efficient way possible. Awareness of other library solutions using
OCLC’s API to automate search lead us to send some methods already
developed to our library’s Senior Analyst, Michelle Suranofsky, to see if
she could implement any of them for us. As result, Michelle came back to us
with her own low-barrier solution that achieved excellent search results,
and returned the results in a format that we could re-purpose throughout
the workflow of the book, from uncataloged to shelf ready. She also made
the solution flexible so that we will be able to use it for future
projects, without her further intervention. This new search tool was built
using the Google Apps Script platform which provides a way to create
add-ons for Google Sheets, Docs, Slides and Forms.  Since cataloging
projects like this often involve using spreadsheets, creating a Google
Sheets add-on felt like it would be a good fit. The lookup automation using
OCLC’s WorldCat Search API is performed by the script and invoked using the
add-on menu directly inside of the Google sheet. The search criteria and
required return values are configurable inside the Google sheet as well.
This presentation will share information about how we use this tool and how
we collaborated to build and test it.

Analysis of Electronic Resources Workflows Using Focused Rapid Contextual
Design

By Jharina Pascual, Electronic Resources Acquisitions Librarian & Sarah
Wallbank, Electronic Resources Cataloging Librarian, University of
California, Irvine

Focused Rapid Contextual Design can help you conduct quick, focused
analyses of workflows and processes in technical services areas that help
improve efficiency without needing major commitments of time or resources.
At the University of California, Irvine, the Electronic Resources
Acquisitions and Cataloging Librarians used this approach to conduct a very
simple analysis of the workflows between their departments in order to
identify strengths, areas of redundancy, and possible sources of backlog¬.
Focused Rapid Contextual Design allowed for easy adaptation and adjustment
to fit our limited schedule and limited time. We chose only some of the
steps in the process and interviewed a selection of representative staff
members. We worked alone, except for enlisting the help of two colleagues
for a couple of hours to provide some outside perspective. We spread the
work over several months, squeezing it in around other commitments. The two
of us collected detailed work information through targeted staff interviews
and analyzed the resulting data with visualization techniques that included
workflow diagrams and numerous post-it notes. As a result, we gained a
clearer understanding of what was working well in the workflows between our
departments, dispelled some of our own erroneous assumptions, and had a
better idea of where to focus our attention going forward. We learned that
you don’t have to commit to a major undertaking or departmental overhaul to
improve your workflows. Focused Rapid Contextual Design provides a quick,
flexible approach that can be used for focused improvements.

Unhiding the Audiovisual Past at Columbia University Libraries

By Violeta Ilik, Head of Digital Collections & Preservation Systems,
Timothy Ryan Mendenhall, Metadata Librarian, Dina Sokolova, Digital
Preservation Librarian, Melanie Wacker, Metadata Coordinator, & Alexander
Whelan, Time-Based Media Metadata Librarian

As part of a larger hidden collections initiative, Columbia University
Libraries initiated plans in 2018 to digitize their unique audiovisual
holdings over seven years.  In order to meet an ambitious target within a
limited timeframe, staff across divisions and departments had to
collaboratively develop shared workflows and efficiencies to maximize
output while ensuring a high level of quality.  Due to the unique
challenges of working with audio and video collections, this collaborative
effort was truly unprecedented in the history of Columbia Libraries. This
project represented an excellent opportunity to test new functionalities of
our locally developed digital asset management system Hyacinth and find
robust methods to improve digital curation and preservation using tools
like Archivematica digital preservation system. The scope of the project
required that we develop efficiencies in our cataloging and metadata
enhancement workflows including task automation in OpenRefine, sync
metadata between systems including our Voyager ILS and Hyacinth, and plan
for new initiatives such as the implementation of a rights management
module and integration of crosswalks to ArchivesSpace. One additional
outcome of the project’s first year is a deeper analysis of project
statistics and workflows using project management methods to inform the
future development and planning of the project for years 2-7. This
presentation will examine the development of these shared workflows across
curatorial, preservation, metadata, and digital technology units,
challenges overcome, and lessons learned.
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