#ucngts

POT 1 Build the system-wide infrastructure for digital collections

The Systemwide Operations Planning and Advisory Group (SOPAG) has endorsed two reports that are components of POT 1 work on developing a proposal for a systemwide infrastructure for the UC Digital Collection:

The Lightning Team 3B report evaluates the ability of four existing systemwide access systems to meet the discovery and display requirements of the UC Libraries Digital Collection: WorldCat Local, Calisphere, UCSD Digital Library Collections, and the UC Office of the President's online digital image repository. The team found that no one system meets the majority of the requirements, but that each has strengths that could be referenced in the design and development of the UC Libraries Digital Collection access interface. The team also recommends that because WorldCat Local is explicitly a discovery system and not a display system and because it is so widely used across the UC campuses, it should be used in concert with the final digital collection system. Attention should be paid to ensuring that metadata records can be efficiently ingested into WorldCat.

Lightning Team 3C scoped out the extent and feasibility of harvesting or crawling solutions for achieving the discovery and display requirements identified through the work of previous Lightning Teams. The team aimed to identify reasonable mechanisms for getting new collections included in the UC Libraries Digital Collection service’s earliest incarnation, even if that first incarnation just attended to discovery and display services. The LT3C report presents a scope of work estimate for developing an initial, basic access interface for the UC Libraries Digital Collection with a combination of harvesting, crawling, and a registry. The registry would be designed both to alert the service of new collections and provide a means for capturing collection-level metadata.

POT 1 has developed a proposed model for a systemwide digital assets management system with discovery and display capability. The proposal is being submitted to SOPAG and will be presented to the Council of University Librarians (CoUL) at the February CoUL meeting.

POT 7 Transform collection development practices

The UC Collection Development Committee (CDC) has agreed to oversee the activities of POT 7, "to identify roles and responsibilities for UC subject specialists/curators," given alignment with CDC activities. A POT 7 lightning team has been collecting information regarding duties, skills, knowledge and abilities for a UC subject specialist/curator. The task force is expected to forward its recommendations via CDC later in the spring. CDC will also review the remaining POT 7 tasks for prioritization: a) determine the need for a licensing expert pool or service; b) develop a means to assess the effectiveness of UC shared collection development policies and practices; and c) develop a proposal to assess next-generation subject specialist/curator models.

Strategic Action Projects for 2013

SOPAG is currently identifying campuses to participate in five strategic action projects:

Investigate the cost-savings of a consortial shelf-ready contract based on the RFI elements developed by POT 2.

Assess the effectiveness of system-wide implementation of the Guidelines for Efficient Archival Processing developed by POT 3 and test a cooperative strategy for eliminating archival backlogs.

Develop and assess shared cataloging arrangements to eliminate the backlog of Chinese language monographs (20,761 volumes).

Develop and assess workflows for cooperative cataloging of campus audio CD backlogs.

Test the effectiveness of extending the workflows employed by the Shared Cataloging Program at UCSD to other UC campuses for commonly licensed electronic resources: both Tier 1 or Tier 2, as well as identified Tier 3 resources.

The NGTS Management Team and the Systemwide Operations and Planning Advisory Group (SOPAG) continue to develop the slate of action projects which will begin in 2013 and build upon the work of the Power of Three groups (POTs).

POT 1 - Build the system-wide infrastructure for digital collections

Lightning Team (LT) 3B was charged with evaluating selected systemwide access systems that could potentially meet the discovery and display requirements of the UC Library Digital Collection (UCLDC), as defined by the work of POT 1 Lightning Teams 1A and 3A. To conduct its evaluation, LT3B created a heuristic that combined widely accepted web usability standards with the discovery and display requirements drafted by LT1A and LT3A. Working in small groups, the team evaluated each system against the requirements. The groups organized data into requirements categories and then analyzed the findings by a differing combination of team members. The team's overall findings were that no one system met the majority of the requirements, but that each had areas of strength that could be referenced in the design and development of the UCLDC access interface.

Lightning Team 3B has submitted a draft report of its work to POT 1, which will review and provide feedback before the end of December.

Lightning Team 3C is charged with exploring the amount of effort required to implement a crawling and/or harvesting access system that can provide a springboard for a future UC Libraries Digital Collection (UCLDC) access system.

To fulfill the charge, LT3C developed an experimental system that combines harvesting and crawling strategies to build a very basic discovery and display system. It also developed a prototype of a registry concept designed both to alert the UCLDC of new collections and to provide a mechanism for capturing collection level metadata. The experimental system was evaluated against a refined list of discovery and display requirements and assessed in terms of the relative worth of such an effort. The registry concept (supported by the previous work of POT1 LT3A) has been vetted through a survey of collection owners.

POTs 3, 4, and 5 conclude work

In September, the NGTS Management Team proposed a slate of 2012-13 projects focused on implementing, further developing, and assessing various models of UC Libraries’ shared technical services operations to the Council of University Librarians. The Council of University Librarians (CoUL) has discussed and responded to the proposal. The Management Team is currently reviewing next steps and developing details on proposed items approved by CoUL.

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

UC Libraries Next-Generation Technical Services Transitions to 2012-13

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

Six of the Power of Three groups (POTs) have been charged and actively working since August 2011. Due to the complexity of "Developing policies and practices to implement a technical infrastructure for collaborative UC digital services," POT 1 did not begin until January 2012.

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:

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).

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.

Ask CDC to prioritize the backlogs of each campus and also to provide a list of top UC-wide priorities for backlog elimination.

Ask CDC to assess and prioritize proposed Strategic Action Pilots.

Ask CoUL to review and approve pilots.

Ask CoUL to commit campus resources (expertise) and/or financial support to the pilots.

The Council of University Librarians (CoUL) received from the Systemwide Operations and Planning Advisory Group (SOPAG) a report, "Toward a Financial Model and Process in Support of UC Library Collaboration: Proposal and Planning for Implementation FY 2012-2013" in April 2012. The report is a proposal for 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 CoUL Priorities for Collective Initiatives.

Power of Three group activities are being reported as they align with the strategic goals of NGTS: 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.