Government Documents Department

GOVERNMENT DOCUMENTS DEPARTMENT

ANNUAL REPORT 2003-2004

I. ACHIEVEMENTS FOR 2003-2004

 Processed 16,016 items through the Department for receipt [7,462] into the Library's various collections [Government Documents, Periodicals, Reference, Circulating Book and Multimedia] and withdrawal [8,554] from these collections or from the depositories into these collections. [See Receipts Workload Statistics and Withdrawals Workload Statistics.]

 Posted 5,408 [3,035 fiche; 2,330 paper; 43 electronic] Federal items to the National Needs and Offers lists; of these 45 [0.8%] were taken by Newark Public Library [New Jersey's Regional Depository] and 22 [0.4%] were taken by other depositories in the United States. The Department received 28 items from lists offered by other Federal depositories. [See Federal Needs and Offers Workload Statistics.]

 Shelved a total of 3,180 items in the two depositories [326 NJ and 2,854 US]. Of these, 549 items were in-house pickup [434 US and 115 NJ]. As of February 2002, all circulation transactions are processed through the Circulation Department. [See Shelving Workload Statistics and Service Statistics.]

 Responded to 862 requests for research assistance [742 US and 120 NJ] which were received from walk-in patrons as well as by telephone calls and email, and 66 general assistance questions from walk-in patrons. These numbers represent an overall decrease of 6.5% over the prior year but, individually, there was a 14.3% decrease in US requests, a 39% increase in NJ requests, and 60% increase in general assistance. [See Service Statistics.]

 Maintained the three Microsoft Access databases, designed by the Librarian, to manage operations and services:  The Serials database, which serves as an automated serials check-in system and a collection management tool, with holdings level information and hyperlinks to websites, ended the year with 3,210 records, a 3% increase over last year. This database serves as the basis for transferring holdings information to the new Sirsi MSUnicorn Serials Workflows system and maintaining the currency of hyperlinks which have been cataloged for the OPAC.  The Pamphlets database, which will provide web access to those materials that do not merit full cataloging due to their ephemeral nature, ended the year with 2,689 records; a 7% increase over last year. This database is maintained by the Principal Library Assistant.  The Shipping List database continues to be maintained by the 50% Senior Library Assistant.  These databases are backed up daily via FTP to the Librarian’s ALPHA account.

1  Closed the Department shelf list [April 1, 2004]

 Updated Department procedures to reflect processing required by the Sirsi MSUnicorn Serials Workflows

 Forwarded URLs and PURLs for online equivalents of tangible documents to the Cataloging Department to be added to the bibliographic records to enable patrons to connect directly to the Internet version of holdings via the Online Catalog

 Completed, electronically, the Annual Update Cycle of Selections for the U.S. Federal Depository Collection [July 31, 2002]:  Verification of selections done online via Documents Data Miner hosted by Wichita State University  Selections placed via the Government Printing Office secure web.

II. TRENDS

 Government Printing Office policies continue to have a direct impact on the Department:  Profile-based Auto-Add Item Selections. This policy has augmented our profile and enabled us to receive new series as they are incorporated into the depository program, regardless of format. This has brought our selection percentile to 61.22% [4530 items of a possible 7399] which is an increase over the previous year’s 60.20% [3782 items of a possible 6282] and is the direct result of the Librarian’s having selected items based on areas expected to go digital.  Electronic Migration This policy has enabled us to handle the higher selection percentile without having an increase in the standard processing workflow of tangible documents, as evidenced by the continued significant drop in

receipts for both depository collections.

AY RECEIPTS 2004 7,462 2003 7,915 2002 8,452 2001 9,514 2000 14,935 1999 17,669

 The New Jersey Depository Program continues to follow the model set by the Federal program since it is also moving more publications to Internet-only access. This year, the New Jersey State Library began including Digital Documents, housed on dedicated archiving servers, on their shipping lists; these have been cataloged for inclusion in the OPAC.

 Patrons have found that the use of government resources has been facilitated by the Library having made them available online, not only via web pages, but also 2 through the online catalog. Tangible electronic resources [CD-ROMs and DVD- ROMs], which circulate out of the Department, further enhance the patrons ability to include multi-year runs of data into research projects quickly via spreadsheet programs. In addition, faculty listings of resources in course syllabi via WebCT and BlackBoard have enabled students to access faculty-approved online resources quickly. These three developments have aided patrons by allowing them to complete a great deal of their research more effectively online and in formats more conducive to high-caliber presentation.

III. OBJECTIVES FOR 2004-2005

 To enhance technical service operations:  Continue to transfer holdings data to Sirsi MSUnicorn Serials workflow  Continue to forward URLs and PURLs to the Cataloging Department  Establish a better method for tracking and maintaining statistics on online documents cataloged for the OPAC  Complete the Department’s online Procedures Manual

 To encourage continuing education [Support Staff]:  Continue to provide training in the procedures and protocols of the Sirsi MSUnicorn Serials workflow  Encourage attendance at library seminars including, but not limited to, the New Jersey Association of Library Assistants Annual Conference

3 IV. PERSONNEL and ACTIVITIES

PERSONNEL

Joyce L. Schaffer Librarian I/Head, Government Publications Arlene A. Amorison Senior Library Assistant [1/9/95 – 12/29/00] Arlene A. Amorison Principal Library Assistant [12/29/00 + ] Patricia Condit 50% Senior Library Assistant [1/6/97 + ]

ACTIVITIES [CLASSIFIED STAFF]

Arlene A. Amorison New Jersey Association of Library Assistants Annual Conference [June 1997 +] Global Images 2003: International Travel [March 2004] Awarded Honorable Mention Staff Development Committee [August 14, 2002+]

Staff Development President Cole’s Public Meeting [July 29, 2003] MSU Support Staff with Dr. Cole [October 15, 2003] Library Staff with Dr. Cole [October 15, 2003] Fire Marshall presentation [December 11, 2003] Internet Searches Workshop [January 9, 2004] All-Campus Support Staff Meeting w/Dr. Cole [March 18, 2004] Overview of Civil Service workshop [April 7, 2004] Annual Staff Retreat [May 20, 2004]

Patricia Condit New Jersey Association of Library Assistants Annual Conference [June 1998 +]

Staff Development Excel training [March 17, 2004] Overview of Civil Service workshop [April 7, 2004]

4 JOYCE LYNN SCHAFFER LIBRARIAN I/HEAD, GOVERNMENT DOCUMENTS, TECHNICAL SERVICES PROFESSIONAL ACTIVITIES 2002-2003

Memberships [International, National, Regional, State, Local]

Documents Association of New Jersey, Inc. Federal Documents Interest Group State Documents Interest Group

Organizations and Committees [Offices Held, Committees Chaired, Member Of]

New Jersey State Data Center Advisory Committee [1983 +] [Vice-Chair: 5/98 – 4/99] [Acting Chair: 4/99 – 3/00] [Chair: 3/00 – 3/02] [Listserv Administrator: 3/00 + ] [Secretary: 3/02 – 3/04] New Jersey State Plan for Depository Libraries Revision Committee [Appointed: February 15, 2002] ______Conferences, Seminars, Workshops, Exhibits [Attended]

Concern EAP [September 10, 2003] Library Staff with Dr. Cole [October 15, 2003] Fire Marshall presentation [December 11, 2003] Overview of Civil Service workshop [April 20, 2004] ______University Committees [University Senate, Advisory Committees, Groups]

University Senate Academic Computing Committee [9/95 – 6/03] [Chair: 5/98 – 6/01] [E-Mail Subcommittee: Spring 1998] [Secretary: 6/01 + 6/03] [Reorganization Subcommittee: 11/01 + ] Women's Studies Committee [Women’s Studies Advisory Board] [4/78 + ] [Curriculum Workshop: 5/7/02] ______Library Committees

Collection Resources Management Team [February 22, 2002 + ] Secretary [November 13, 2002 +] Personnel Advisory Committee [February 2000 – February 2002; February 2004+ ; Chair, 2004 + ] Room 203 Committee [1998 – May 2003] Sirsi Migration Team [February 3, 2003 +] ______Other

Liaison Service Chemistry and Biochemistry Department Earth and Environmental Studies Women’s Studies Advisory Board Presentation “Trend toward the digital future” [panel with N. Cooke, E. Gil, Y.Rode] NJALA Conference [Seton Hall] [J. Schaffer] [June 8, 2004] 5