Concurrent Sessions

Thursday, May 29

Concurrent Session 1 (10:25-11:15 AM)

Expanding Access to Archival Collections through the Online Catalog

Jennifer N. Howard, Kentucky Historical Society

In 2010, the Kentucky Historical Society Special Collections and Library combined reading rooms and reference desks, making archival and non-archival collections available to patrons through the same processes and venue. One challenge that quickly emerged was the lack of complexity within a single catalog record: while a bibliographic record may provide enough information to locate a book on a particular topic, that same record is not usually descriptive enough for a large archival collection.  Instead, archivists use other tools such as finding aids which provide a more detailed level of description for researchers. How to bridge the gap between the library catalog and these other descriptive tools? The Kentucky Historical Society has been experimenting with modifications to the cataloging process and to our online catalog itself in order to make these collections more available. The catalog now features specialized searches based on frequent patron requests and embedded links in individual catalog records which connect to digitized versions of items or additional descriptive tools such as finding aids. In addition, for some large collections, we have reused descriptive metadata from the finding aid to create local catalog records at the series or folder level, giving patrons a better idea of what is contained within a large archival collection. This presentation will highlight these increased access points, explain how we reached the decision to expand our cataloging process for archival collections, and discuss the technical changes made to our OPAC to achieve some of these features.

Working with Staff to Make Change a Positive Force — Formula for success: Revolution + Motivation = Transformation

Selina Wang, Oberlin College

Every technical services department has been faced with constant challenges.  Change is nearly constant, resulting from budget cuts, reorganization and especially from emerging technologies. The revolution in technology represents a particular challenge to staff.  Motivating people to grow their skills and adapt to new procedures and workflows can transform a good operation into a great one. The Cataloging and Metadata Services Department at Oberlin College is responsible for the entire cycle of operations from ordering materials to cataloging, performing database maintenance, maintaining authorities, processing materials and paying invoices.  Within the last three years our staff members have improved and updated their skills, adapted to significant change, and increased enjoyment of their work experience. The department has incorporated new standards into the daily routine, such as EDI, RDA and Dublin Core, as well as learning new skills to efficiently load and update records.  Traditional operations were integrated with new procedures.   The result was an effective team that has resulted in keeping all open orders current, eliminating past-due invoices, reducing cataloging backlogs to three months or less, and coming in ahead of schedule on new digital projects.  We have also managed to save operational costs to the library by minimizing outsourcing and optimizing the use of our purchased resources. The strategies and techniques that were used to facilitate this transformation will be discussed.  Several specific projects will be used as examples to illustrate the process.

The Benefits of Centralized Project Management

Matthew E. Strauss, Ohio State University

Managing a cataloging department is a complex process, and personnel often lack a sense of accomplishment because of the continuous nature of the work involved. Due to this lack, our department decided to implement a projects section, in which the separate workflows of each project would be more clearly defined. The cataloging department at The Ohio State University hired a project manager in 2013 to manage this new process in-house as well as in collaborative circumstances. This presentation will focus on the role of the newly-created project manager in designing, planning and executing the projects in order to accomplish the department’s goals. Managing the projects requires establishing timelines, assessing personnel needs and level of skill required, as well as a measurement regime. At the conclusion of the presentation I will be demonstrating a model of a successfully implemented project.

Concurrent Session 2 (11:25 AM-12:15 PM)

Meeting the Challenge in Managing Today’s Library E-resources Discovery and Access

Sherab Chen, Ohio State University Libraries

Managing and providing access to e-content or online resources can be challenging. The Cataloging Department at The Ohio State University Libraries has formed a new e-resources metadata management team to meet these challenges. The library technical services unit sets up policies and procedures for making library acquired e-resources available to users. This presentation will focus on examining these policies and procedures for their effectiveness and efficiency on discovery and access of e-resources. It will provide a usability study and make suggestions based on findings to enhance library e-resources discovery and access.

Reimagining Digital Content on Ohio Memory: Beyond Search and Retrieval

Lily Birkhimer and Phil Sager, Ohio Historical Society

Learn about how digital content on Ohio Memory is being used in non-traditional ways to increase user awareness and interaction with historical materials, and to facilitate discovery of and access to our digital assets. Highlights include our learning resources, weekly blog, outreach efforts like March Madness, and software features that encourage interaction with a wide variety of materials, including photographs, newspapers, manuscripts, government documents and more. Phil Sager, Digital Projects Developer for the Ohio Historical Society, will discuss the technical implementations that have made these features possible, while Lily Birkhimer, Assistant Curator for Digital Services at OHS, will address the outreach made possible through their development.

3 x 3 : Three approaches to describing 3-D objects

Libby Hertenstein, Nancy Down, and Liz Tousey, Bowling Green State University

BGSU is home to unusual special collections with three dimensional materials ranging from a Godzilla bank and a squirrel puppet to a Victrola record player. Given the unique cataloging needed for these materials, this panel will present three approaches to description and access of 3-D objects.   Each panelist will discuss the decision-making process and standards used to create and provide access to three collections with diverse patrons and contextual needs. In the Browne Popular Culture library 3-D objects such as action figures, Happy Meal toys, and even a Star Trek chess set,  have been stored in boxes within closed stacks giving patrons little context. To make them more visible and accessible, librarians are using finding aids and online videos, rather than traditional catalog records to attract patrons. In addition to a large collection of sound recordings, the Music Library and Sound Recordings Archives also preserve a variety of machines for recording and playback. By utilizing Omeka and the digital gallery setting, librarians promote a collection often hidden because of storage and access and can create digital exhibits which give patrons historical context. The Curriculum Resource Center houses many 3-D objects often found more commonly in a toy store than an academic library. Recently catalogers began applying special materials rules and principles commonly found in archives and special collections. This approach allows for more detailed and focused description, which can help patrons in finding the resources they need.

 Concurrent Session 3 (2:00-2:50 PM)

Streamlining Workflows: Transforming 20th Century Metadata Processes for 21st Century Access

Heather Fox, University of Louisville
Sarah Dorpinghaus, University of Kentucky
Heather Stone, Filson Historical Society

In the 21st century, archivists strive to meet user expectations that their collections be digitally accessible and often must contend with legacy metadata processes and practices in order to meet these expectations. Archivists from three Kentucky institutions will describe strategies they have implemented to streamline these processes and share helpful tools and ideas that anyone can use. Heather Stone will discuss photograph and print legacy records that were created in PastPerfect Museum Software in the decades prior to her joining the Filson Special Collections department.  She will discuss search limitations due to poor record entry, the importance of standardization (authority files), and some strategies used to clean-up data within the system. Sarah Dorpinghaus will discuss her experiences in migrating finding aids and digital objects to the revamped Kentucky Digital Library. Specifically, she will address the importance of automating workflows when possible and utilizing programmer and IT assistance to do so. Heather Fox will discuss tools she used to create a master database capturing and tracking metadata for an ongoing digitization project of a photographic collection comprised of over 500,000 images. With the assistance of the University of Louisville Systems Librarian, Fox unified points of metadata creation starting with students entering administrative metadata as they scan the images, to Fox creating descriptive metadata and then uploading images to the University of Louisville’s Digital Collections website which is powered by CONTENTdm.

Off-Road Authority Control

Chris Long, Indiana University

Projects such as the Library of Congress’ BIBFRAME initiative show that libraries are transitioning towards a linked data environment. In this Semantic Web world, everything must be disambiguated, meaning the importance of authority control’s role of pulling together and connecting persons, organizations, things, and topics will not only be retained but enhanced. Furthermore, the new cataloging guidelines encourage us to avoid creating undifferentiated authority records, the lumping together of two or more persons under the same name heading. These factors place an increased burden on catalogers to find information that uniquely identifies persons, especially birth/death dates and occupations. Fortunately, the treasure trove of data on the web means catalogers are no longer confined to searching traditional reference sources. This presentation will explore a variety of web resources that are useful in locating information to uniquely identify persons, including genealogical sources, obituaries, tombstone inscriptions, and local histories.

Lavery’s Collection Development: At the Corner of Library Wide Assessment and Value Added Services

Kate Ross and Micquel Little, St. John Fisher College

St. John Fisher College’s Lavery Library is focused on assessing value. One area being examined is the value of library collections in support of the library’s mission. In an effort to develop our collection at a user level, Lavery instituted a purchase on demand (POD) program in 2009. Increasingly, academic library POD programs are set up to automate the process based on specific criteria that will trigger a purchase, as a way to save time and streamline the process. In Lavery’s case study, Acquisitions has gone completely in the opposite direction, focusing on the service experience for our patrons instead. We build upon ways to enhance the material request transaction that align with the library’s assessment initiatives, specifically our information literacy goals. Our material request process utilizes ILLiad software to communicate between the Interlibrary Loan and Acquisitions departments. We frequently add the patron back into the conversation through the use of email for feedback on their material request. These emails may include suggestions directing the patron to resources already owned while waiting for the ILL request to be processed, emails asking for clarification, or emails directing the patron to the librarian for their major. Most recently we began to fold our already strong liaison program into the conversation. Continuing to utilize ILLiad software features enables us to ask for insight from liaison librarians, share course information input by patrons at the time of request, review trends in department or class requests, and so much more.

 Concurrent Session 4 (3:00-3:50 PM)

The Dilemma of Building Ebook Collections: Acquisition, Access, and Ambiguity

Lynda Fuller Clendenning, Indiana University

Acquisition of electronic books has become a maze and a matrix of choices. This presentation will review the various methods of ebook acquisition, including patron-driven acquisitions, publisher packages, subscription, and individual title selection. Various access issues related to linking software management, electronic resource management systems, help desk staffing, and digital rights management are all challenges an electronic resources acquisitions unit must face. Ambiguity is the state of not knowing all of the paths a library’s users take to access electronic materials as well as the multiple versions of a work that libraries present to users. Some possible solutions for resolving the dilemmas of building ebook collections are promised based on the Indiana University Bloomington Libraries experience.

(CANCELLED) Technical Services on the Move from Local to Global: A Migration to OCLC WorldShare

Damon DeBorde, Transylvania University

In spring 2013, for both pragmatic reasons and seeing intriguing opportunities, Transylvania University library made the decision to move to OCLC WorldShare Management Services. The summer 2013-to-spring 2014 migration is bringing many changes to this small, academic library. Transy’s Technical Services Librarian will concisely present the migration, current system status, and aspirations from the point of view that was key to the project from the outset: how technical services, which is in charge of the migration, is aiming to make a positive impact not only in our own workflows, but also in the work of our colleagues in public services and special collections, as well as users’ discovery of and access to library resources. The idea of seeking out how to make a positive impact with other stakeholders and in other projects is highlighted as an effective response to the challenges of a successful ILS migration. Lessons learned and ideas for the future will be touched upon in a fair look at both a technical services department considering its impact on the library and the newly-adopted library management system itself.

From Microfilm to Digital Images: The National Digital Newspaper Program

Jenni Salamon and Kevin Latta, Ohio Historical Society

Join staff of the Ohio Historical Society to learn more about the National Digital Newspaper Program (NDNP) and Ohio’s contribution to the project. Staff will provide an overview of the project as well as discuss the nuts and bolts of the training, workflow, technical specifications and metadata requirements that transform microfilmed newspaper pages into dynamic digital objects available on the Library of Congress’s Chronicling America ( and Ohio Memory (, a CONTENTdm-hosted digital library.

Concurrent Session 5 (4:10-5:00 PM)

Collaborative Troubleshooting of Electronic Resources with Public Services Staff: Two Heads Are Better Than One

Karen Reiman-Sendi and Judith Ahronheim, University of Michigan

The role of technical services staff continues to evolve, especially with regards to the complex electronic resources environment found in academic libraries. Providing support and troubleshooting for electronic resources — from journals to databases to ebooks, from off campus access to mobile devices — requires a wide variety of skills and knowledge. Collaboration between public services staff and technical services specialists can leverage the differences in staff skills, resulting in an improved experience for users. The University of Michigan Library has developed a team approach centered on computer help desk software to deliver responsive problem-solving services. This presentation will: describe our process to troubleshoot problems with users, to report issues to appropriate vendors for resolution, and to share system outages with users; identify challenges with electronic resource support; and offer rcommended troubleshooting skills for library staff.

Using CONTENTdm for Archives Administration: A Case Study

Rhonda Rinehart and Jodi Kearns, University of Akron

The staff at the Center for the History of Psychology (CHP) uses OCLC’s CONTENTdm for archives administration tasks. The CHP also uses CONTENTdm in concert with the OhioLINK Finding Aid Creation Tool and Repository and the local OPAC to reuse and link metadata between programs.  This system creates a successful workflow of creating content and making it accessible through a variety of resources, resulting in improved collection sharing and enhancing findability through redundancy. This administrative solution to content management enables CHP staff to better manage entire collections of archival materials and corresponding metadata and tasks, and to better manage ongoing projects in each collection all from one web-based portal or local Project Client software available to more than a single user simultaneously. In addition to this non-conventional way of using CONTENTdm, CHP also uses this content management system to build collections representing all of our materials, present all metadata to researchers from a single, publicly-available web interface from a variety of digital and online resources, place digital objects of any file type into the system, and support searching across collections with an advanced search engine. The use of CONTENTdm in both conventional and unorthodox ways has given CHP staff the ability to manage collections and projects from both an administrative perspective and a public access perspective. The presenters will showcase a template plan from start to finish of how other institutions using CONTENTdm or other content management systems (even Microsoft Excel or Access) can simulate CHP’s use and workflow.

Cataloging Q & A Walk-In Session

Andrea Morrison and Taemin Park, Indiana University

Bring your cataloging and RDA questions to this walk-in session with the experts!

Friday, May 30

Concurrent Session 6 (10:25-11:15 AM)

Copy-Cataloging Made (Even) Easier

Richard Wisneski, Case Western Reserve University

In light of more vendor-supplied records for much of our material, we have devised new methods for copy-cataloging that have greatly improved both accuracy and efficiency. Our backlog has disappeared, and our turn-around time between cataloging and putting material on shelves averages one day. The time we save in copy-cataloging has freed up time for us to devote to other projects in technical services. This presentation will demonstrate our new procedures. Attendees who use Innovative’s Millennium integrated library system will be particularly benefitted. We will show how Millennium’s Create Lists and Global Update features can be used to great effect in copy-cataloging. Attendees will also see how we make use of Excel spreadsheets in reviewing RDA- and AACR2-compliant records, particularly in checking for complete MARC records.

No Longer Hidden: Creating Access To Special Collections

Nancy Richey and Amanda Drost, Western Kentucky University

Traditional lending of physical items from library special collections is now more common, but the rareness and condition of these materials significantly impacts the lending decision. Many materials cannot be sent out to the user, but this does not eliminate the need to make known the extent, nature and availability of our collections. Without intellectual access to these materials, through the catalog or other tools, a user will not know that there are such resources available to support their research. This presentation will highlight the collaboration and communication of a cataloger and a special collections librarian as they worked together to develop and implement efficient ways to expedite processing, cataloging and/or digitization of special collections materials. Many materials in these collections have had minimal or no cataloging, making them essentially invisible. Numerous items that were formerly managed in a database or by a finding aid are now cataloged individually in our OPAC and contributed to OCLC WorldCat. The processes used have included: survey of unprocessed, under-processed and duplicate materials in Special Collections; prioritization of work; guidelines for “quick and clean” working procedures; and evaluating and updating workflows. By increasing the efficiency of the workflow, and trying transformative processes, we have been able to make progress on a cataloging backlog and make our unique collections discoverable.

Lightning Rounds

Keep up to date on a variety of topics with these short presentations!

Publishing Cross-Platform E-Books With Open Source Tools, Elias Tzoc and Jason Paul Michel, Miami University

Working with a faculty member, Miami University’s Center for Digital Scholarship recently created an enhanced ePUB version of a 14-chapter open access book, complete with embedded videos. This semester, three sections of an Interactive Media Studies class are creating e-books as their final project. In this Lightning Round presentation, we will talk about the e-book project as an example of collaborative work with faculty and give a short demonstration on how to create an e-book using Calibre.

Unexpected directions: Moving from Dublin Core to MARC, Natalie Bulick, Indiana State University

From digital collections to monographic cataloging, technical services librarians are called on to describe and classify more material types every day using standards such as Dublin Core and MARC. What happens when a metadata librarian in Special Collections moves to Technical Services and must relearn MARC and working with analog materials? This lightning round will discuss making this unexpected transition from Dublin Core to MARC in a field that in moving ever more digital.

Concurrent Session 7 (11:25 AM-12:15 PM)

Tech Services Outreach?

Alexander Papson, University of Notre Dame

With the opening of the Center for Digital Scholarship at the University of Notre Dame Hesburgh Library we have begun offering workshops on a wide range of technical services topics. These workshops are intended to aid in the development of the institutional repository by helping to manage digital collections, create metadata, and teach about how to make the collections discoverable and accessible. In this session you will learn about the success of the workshops, discuss other ideas for future workshops, and see how you can get your campus community interested in what you do everyday.

Dead Links? No Problem. We’re In This Together.

Kathryn Lybarger, University of Kentucky

If you have ebooks in your catalog, chances are some of them are undead; they look like live links in the OPAC, but clicking on them will reveal a nasty surprise! Visit the Z-Books web site to see the zombies we already know about, and find tools for hunting them out of your own catalog. Let us know about new ones you’ve found, and we’ll put up a Wanted poster to spread the word!

Teaching a New Dog New Tricks: Reflexivity and the Digital Repository Paradigm

James Bradley, Ball State University

Ball State University’s Digital Media Repository currently houses over 600,000 items in nearly 200 online collections.  As Head of Metadata and Digital Initiatives, I have been the chief architect of the DMR, overseeing the digitization, description, creation, and stewardship of resources in the repository since its inception in 2004.  However, it was not until I began also teaching classes at Ball State in 2008 that I paused to reconsider what the role of digital resources in the classroom should be; or, more importantly, to imagine how they might be more effective. Online repositories in academia have traditionally focused upon the delivery of resources to an end user.  While our conceptions of the end users and their needs are varied, the paradigm was always linear.  A decade on, however, we’re finding that usage of the assets in the DMR has led to them being recombined and recontextualized well beyond our original model. In this presentation I will highlight several ongoing collaborative projects that best illustrate how Ball State University Libraries is working with faculty to stretch the current paradigm of the online repository into a more reflexive or circular model.  A place not only for asset discovery and delivery, but also a tool to record the variety of ways in which they might be utilized, organized, and shared – with a residual effect of spurring (as well as documenting) new directions and creativity within the classroom.

8 thoughts on “Concurrent Sessions

  1. Pingback: Concurrent session summaries now available! |

  2. Pingback: OVGTSL Conference, May 28-30, 2014 | Kentucky Council on Archives

  3. Pingback: Ohio Museums Monthly - February » Ohio Museums Association

  4. Pingback: Good Things Come in 3 | Sarah Dorpinghaus

  5. Pingback: Ohio Museums Monthly - March » Ohio Museums Association

  6. Does the numerical order of the sessions listed here correspond to the order they will occur in the concurrent listing of the program?

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