December 12, 1997

Collection Services Department
New Mexico State University Library

Strategic Goals, 1997-98

Continue to develop a cooperative, user-centered culture. To do this, the Collection Services Department will:

1. Adopt a team-based organizational structure to ensure continuous quality

· Build functional & cross-functional teams to carry out ongoing duties & special projects
· Identify teams' responsibilities and goals; assign tasks
· Designate backup coverage for important tasks and train backup staff when appropriate
· Draft position descriptions for all departmental staff
· Determine multi-source performance appraisal procedures
· Upgrade some positions to reflect new assignments
· Conduct ongoing training in effective team operations
 

2. Develop a library-wide perspective; communicate with users, respond to their needs

· Provide direct reference service and bibliographic instruction
· Participate in the development of the library's web pages to communicate with users and provide access to scholarly resources
· Investigate the department's role in notifying users when missing books are replaced
· Develop a form to be used on the web to request book purchases
· Investigate methods for the efficient revival of the "new books list"
 

Acquire Information/Knowledge Resources to Fulfill the University's Land Grant Mission.

1. Define core collections for NMSU, analyze present collection and begin to modify selection practices, investigate relationship of conspectus procedures to core collection development.

· Provide a form to be used at the reference desk to request needed books
· Investigate the use of circulation studies to determine areas of high use in the collection
· Strengthen the selector/liaison program
 - Keep liaisons updated and involved through regular e-mail communication
 - Develop an evaluation checklist for selectors
 - Establish a Council of Selectors responsible for departmental intelligence and   participation in collection development decisions
· Investigate the use of Books for College Libraries and other collection-building tools
· Carry out journal cancellation (if it is necessary) with core collection needs in mind
· Initiate small pilot projects with new serials and approval vendors to investigate their services
· Explore the capabilities of Innopac to provide data for analyzing purchases
· Help identify subject core materials bibliographies and encourage selector to use them for firm order funds
 

2. Begin to build and expand specialized collections in topical areas that build on existing strengths and support new academic initiatives.

· Work with Collection Management Advisory Committee to incorporate faculty perspectives
· Work with grants officer to identify sources of funding and develop proposals for external funding
· Work with Southwest Border Research Center to acquire unique and nontraditional materials
· Allocate funds to support university strategic planning initiatives
· Encourage stronger communication between subject specialists/selectors and academic departments
 

3. Develop policies and procedures and identify tools to streamline selection and deselection of gift and exchange materials, damaged and worn materials, replacement materials and reclassed books; begin to develop plan for weeding in cooperation with other departments.
 
· Examine existing policies and reconcile them with current situations
· Reduce the amount of materials needing selector decisions; encourage selector participation in determination of policies
· Develop consensus on criteria within policies team and department; make allowances for exceptions to policies; determine procedures for identifying unique materials in the collection
· Strengthen communication with those outside the department who process these materials
· Clear off existing decision shelves, keep materials moving through the department
· Initiate the use of request forms to retrieve materials for users that are on decision shelves
 

Continue to develop user-focused products/services/processes/systems. To do this the Collection Services Department will:

1. Integrate the processing of U.S. government documents into departmental routines

· Investigate the possibility of creating machine-readable records for all currently received documents that are not represented on Marcive tapes
· Investigate means of automating label production for documents serials
· Train members of the department to provide assistance and back-up coverage for documents-related tasks
· Include documents functions in the identification of serials team responsibilities
 

2. Select one bindery and transfer all binding to that bindery by March/April 1998.

· Determine NMSU's bindery requirements
· Analyze results of previous bindery study and carry out more studies if necessary to provide comparative data on quality, cost-effectiveness, and other criteria for selection
 

3. Incorporate mending/preservation activities into Collection Services processes.

· Become familiar with mending practices and methods during fall semester
· Take over all responsibility for mending processes during spring semester
· Provide training to appropriate staff and student assistants in mending processes
 

4. Streamline, refine, and maximize the processing of:

· firm orders

- Initiate procedures to better assure a steady submission of order requests from selectors and liaisons throughout the active-ordering portion of the fiscal year
- Train personnel to back up all functions of order processing
- Encourage and train selectors to submit orders with accurate bibliographic data
- Receive materials and process all invoices within 15 days of the invoice
- Experiment with cost-effective bibliographic verification tools such as WorldCat and vendor databases
- Expedite rush order process
- Identify more and better sources for out-of-print books
- Order out-of-print and hard-to-find books from web sites using credit cards when appropriate

· gift books
 
- Help develop core collection in conjunction with Core Collection Team
- Provide a positive atmosphere that will encourage continued donation
- Work with selectors to develop familiarity with "specialized collections" needs

· approval books
 
- Select a vendor for nursing materials
- Begin to gather preliminary data for approval vendor study
- Redesign "reasons for rejection" portion of approval form to be consistent with      vendor form
 
· donor fund purchases

- Strengthen communication about monetary gifts with administration/grants officer and the NMSU Foundation Office
- Standardize procedures for selecting, ordering, processing, and bookplating materials; and acknowledging donations in a timely fashion
- Encourage and provide selection assistance to selectors for large monetary gifts

· serials

- Train staff to independently handle problems with journals during check-in process
- Distribute the responsibility and provide backup training for claiming and invoice processing
- Train students to check in problem-free journals
- Develop a workable backup plan for journal check-in
- Transfer responsibility for annual serials review to serials group
- Develop overall understanding of serials issues among staff and student assistants

· electronic products

- Develop "check-in" procedures for full text electronic databases for quality assurance
- Work with Systems to provide timely CD-ROM updates to patrons
- Set up a procedure for acquiring needed ICPSR data sets

· binding
 
- Train staff and students to provide backup support for each other
- Change procedures to conform with bindery changes, if necessary
- Investigate reformatting/photocopying alternatives for fragile materials
 

Provide the Means and Infrastructure for the Management and Distribution of Scholarly Information. To do this, the Collection Services Department will:

1. Work with the University of New Mexico, New Mexico Tech., and the University of Texas at El Paso to expand resource-sharing
 

2. Expand access to electronic databases and full-text journals

· Work with Web committee to provide better access to electronic journals; take advantage of free online subscriptions whenever possible; begin to develop a process for evaluating electronic journals

· Continue to investigate web-based alternatives to CD-ROM databases

· Assist Electronic Resources Task Force: arrange trials, provide pricing information and passwords, host vendors, demonstrate products

· Work with Administration to acquire funding for electronic research tools
 

3. Participate in consortial buying through the New Mexico Library Alliance and NMCAL