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					                                                                         E
                                 The University of Edinburgh


                                     Library Committee


                                      7th October 2009


                          Agendum 9: Updates on recent activities


Brief description of the paper
This paper provides an update on recent activities within the Library.

Action requested
For information


Resource implications
Does the paper have resource implications? No


Risk Assessment
Does the paper include a risk analysis? No


Equality and Diversity
Does the paper have equality and diversity implications? No


Freedom of Information
Can this paper be included in open business? Yes


Originator of the paper

Sheila E. Cannell
Director of Library Services
Elize Rowan
Head of Acquisitions and Metadata
Richard Battersby
User Services Division
October 2009
                                                                                                     E


Edinburgh University Library Committee                                                Agendum 9

This has been a period of considerable activity for the Library, and this paper gives some updates

User Services Division
This Division has now been created, and information on the structure is http://www.ed.ac.uk/schools-
departments/information-services/about/organisation/user-services-division We expect to appoint the Director
by the end of October.

IS website
The new IS website is now available at
http://www.ed.ac.uk/schools-departments/information-services

Pandemic flu
We have been making arrangements in the case of pandemic flu. Details are available at
http://www.ed.ac.uk/schools-departments/information-services/about/policies-and-
regulations/pandemic-flu

Research Publications Service
The Research Publications Service is till on target to provide a full service from 1 Jan 2010 to support the
University of Edinburgh Open Access Publications Policy. Information is available at:
http://www.ed.ac.uk/schools-departments/information-services/services/research-support/research-publications
We are currently moving the Publications Repository from a bespoke software solution to DSpace, the same
platform as Edinburgh Research Archive.
We are also addressing the issue about copyright retention, and will shortly be issuing the template for
researchers to use to amend their publication agreement with publishers to allow them to adhere to the
University policy. This appears below at Appendix A, and comments are welcomed.

Repository Fringe
The University of Edinburgh ran a very successful event, the Repository Fringe, in late July. This brings
together, in an informal setting, many people interested in making repositories available.            See
http://www.repositoryfringe.org/

Exhibitions
Members of the Committee are invited to note that the first exhibition in the new Ground Floor Exhibition
Room, entitled “Masterpieces”, will commence on December 11 th. This exhibition will display 17 of the
most significant and iconic items from Special Collections. The newly refurbished Talbot Rice Gallery will
host two exhibitions on Darwin from October 24th to December 12th. These exhibitions are about Darwin's
time in Edinburgh.

Open Journal Project pilot
In a joint pilot project between with the School of African Studies, the Library has recently beome the service
provider for software which allows Schools to create, manage and publish Open Access journals. We are
currently gauging demand for this kind of service.
Critical African Studies can be found at http://www.criticalafricanstudies.ed.ac.uk/index.php/cas

Reclassification Project
The final report of the Reclassification Project is attached as Appendix B.

Service targets
A report on the Service Targets during 2008-2009 appears as Appendix C, followed as Appendix D by the
Service Targets which it is planned to monitor in 2009-2010.

Sheila Cannell, October 2009
                                                                                                                                 E
                                                                                                         Appendix A
                                          UNIVERSITY OF EDINBURGH
                                     AMENDMENT TO PUBLICATION AGREEMENT

The University of Edinburgh has recently adopted an Open Access Publications Policy which requires staff members to
deposit their research outputs where appropriate into the Edinburgh Research Archive 1 in order to maximise the visibility of
the University's research. More details of this policy are available online at the University of Edinburgh Information Services
website2.

1. THIS Amendment hereby modifies and supplements the attached Publication Agreement concerning the following Article:


(manuscript title)



(journal name)

2. The parties to the Publication Agreement and to this Amendment are:


(corresponding Author)

And

(the Publisher)

3. The parties agree that wherever there is any conflict between the Amendment and the Publication Agreement, the
provisions of this Amendment are paramount and the Publication Agreement shall be construed accordingly.

4. Notwithstanding any terms in the Publication Agreement to the contrary, the AUTHOR and PUBLISHER agree as follows:

            4.1. Professional Activities. The Author retains the non-exclusive right to create derivative works from the Article
            and to reproduce, to distribute, to publicly perform, and to publicly display the Article in connection with Author's
            teaching, conference presentations, lectures, other scholarly works, and professional activities.

            4.2. Author's Final Version. The Author retains the non-exclusive right to distribute copies of the Author's final
            version by means of any web server from which members of the general public can download copies without
            charge. "Author's final version" means the final version accepted for journal publication, and includes all
            modifications from the publishing peer review process.

            4.3. Acknowledgment of Prior License Grants. Where applicable, the Publisher acknowledges that the Author's
            assignment of copyright or the Author's grant of exclusive rights in the Publication Agreement is subject to the
            Author's prior grant of a non-exclusive copyright license to the Author's employing institution and/or to a funding
            entity that financially supported the research reflected in the Article as part of an agreement between Author or
            Author's employing institution and such funding entity, such as an agency of the United Kingdom government.

5. Final Agreement. For record keeping purposes, the Author requests that the Publisher sign a copy of this Addendum and
return it to the Author. However, if the Publisher publishes the Article in the journal or in any other form without signing a
copy of this Addendum, such publication manifests the Publisher's assent to the terms of this Addendum.
AUTHOR                                              PUBLISHER


(corresponding author on behalf of all authors)



Date                                                Date




1
    http://www.era.lib.ed.ac.uk
2
    http://www.lib.ed.ac.uk/about/policy/oapolicy.shtml
                                                                                                       E
                                                                           Appendix B

MAIN LIBRARY RECLASSIFICATION PROJECT – FINAL REPORT


1. Background

The Main Library General Lending Collection comprises two separate sequences of stock – the
Dewey-classified Older Lending Collection of material acquired before 1999, and the Library of
Congress sequence which contains material acquired since 1999.

The Reclassification Project sought to address academic and student concerns regarding this dual
sequencing of the General Lending Collection stock, and its aims were two-fold:

       to improve the library experience for readers by addressing the problems which they routinely
        encountered in trying to locate volumes which could potentially be dispersed across two
        separate classified shelf arrangements

       to support the Main Library Redevelopment Project by ensuring that - prior to MLRP-related
        moves of the Older Lending Collection located on Floors 3 and 4 – the Dewey-classified items
        in active circulation would be reclassified to the more legible and readily-accessible Library of
        Congress sequence

The scope of the project was refined to encompass those volumes which were in active circulation
during the academic sessions 2006/07, 2007/08 and 2008/09, with 180,000 volumes established as the
key target. In December 2005, the Dewey Older Lending Collection comprised approximately
370,000 catalogued volumes, and transfer of c.50% of the collection was anticipated by the project
end. Analysis of circulation data showed that borrowing from this older collection was primarily in the
larger collection subject areas of Literature, History and Social Sciences.

As there had been a long-held assumption that small pockets of the Older Lending Collection were not
recorded in the online catalogue, a secondary aim of the project was to identify the scale of this and to
assess the need for retrospective cataloguing of such items.

Funded as an internal project within Information Services, managed by the Acquisitions & Metadata
Services Team, and supported by the Collections Management Team, the Reclassification Project
commenced in the summer of 2006, and ended on 31 July 2009.


2. Project outcomes

Over the three year period of the project, 182,000 volumes were reclassified and transferred to the
Library of Congress sequence, thereby successfully meeting the primary aim of the project.

Whilst the transferred volumes largely comprised those items borrowed by readers from mid-2006
onwards, a few other specific categories of stock were also prioritised for reclassification. This
included several thousand previously un-catalogued holdings in History (.9); Classics Literature
(.87/.88); full holdings of works of literature by a number of heavily-borrowed authors (.8); all
monograph items within the History/ Biography Reference section (.9); and the Centre for Research
Collections reference collection.

Following the cessation of Reclassification funding on 31 July 2009, it was noted that a small number
of remaining Older Lending Collection volumes were still in active circulation. As this is a relatively
low number of volumes, these are now being routinely reclassified by the main Cataloguing Team,
ensuring that – where possible - active stock in the Older Lending Collection continues to be
transferred to the Library of Congress sequence.
                                                                                                             E

3. Residual Dewey-classified Older Lending Collection

The MLRP Move Management Study Report of 1st December 2008 recommended a longer-term aim
of rationalising the Main Library collection through a combination of on-site/off-site storage, and
disposal of material in the residual Dewey collection which is inactive/no longer relevant. The
Reclassification Project fully supported this aim by reclassifying active stock, and establishing
methods to identify residual Dewey holdings not in the online catalogue.

3.1 Extent of the Dewey residual collection

By 31July 2009, the number of catalogued volumes which remained in the Dewey Older Lending
Collection had reduced by almost 50% from 370,000 to 192,388.

The largest categories of the residual Dewey Collection comprise Literature, Social Sciences and
History/Biography. The graph at Figure 1 (see Appendix) shows the breakdown of the catalogued
residual Older Lending Collection by major subject grouping. This figure excludes Dewey-classified
specialist collections such as Serjeant, Watt, Centre for African Studies, and East Asian Studies, as
these will continue to be held as discreet collections.

It should be noted that the number of volumes in the residual collection will change over time, and this
will be influenced by the ongoing reclassification of active stock, the retro-cataloguing of volumes not
in the online catalogue, and disposals or intra-library transfers.

3.2 Un-catalogued material in the Dewey residual collection

The Reclassification Project sought to address a long-held assumption that small pockets of the pre-
1999 Older Lending Collection were not recorded in the online catalogue (although these volumes are
listed in the printed Guardbook Catalogue). It was assumed that this primarily comprised sections
which feature significant numbers of foreign language material - particularly non-Roman scripts. As
part of the Reclassification Project, a systematic shelf check was carried out within the History section,
and separate RSLP-funded project added over 3,000 of these un-catalogued History volumes to the
online catalogue during 2008/09. A subsequent partial shelf check of the extensive Literature section
(.8) has revealed over 6,000 un-catalogued items within the East Indo European range (.89).

RSLP project funding has been allocated for 2009/10 to undertake retro-cataloguing of these .89
volumes, and it is estimated that the majority of the 6,000 volumes identified to date could be
catalogued within this timescale. It is expected, however, that there will be a language-skills gap
within certain language areas (e.g. Sanskrit).

3.3 Future support for MLRP

It is recommended that systematic shelf checks continue to be undertaken to determine the full
extent of un-catalogued material in the residual Dewey-classified Older Lending Collection,

This will ensure that – as the MLRP progresses - all material which is removed from open access
shelves for relocation to internal Sheilor external stores will still be visible and accessible to readers
via the online catalogue. It should be noted that additional project funding would be required to
undertake this systematic exercise, and to complete the retrospective cataloguing of any further
volumes identified during these further checks.

Elize Rowan
Acquisitions and Metadata
23rd September 2009
                                                                                                                 E
                                                                                                      Appendix 1
Figure 1. Residual Older Lending Collection at end Jul 2009 - by main Dewey classes
                             Dewey-classified Older Lending Collection
                                 in online catalogue - July 2009


      60,000

      50,000

      40,000

      30,000

      20,000

      10,000

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Figure 2. Residual Older Lending Collection at end July 2009

                                                                                  Remaining
                                            Total no. of                             items          Remaining
                                            catalogued           % of total         which            circulated
                                             items in             residual            have          items as %
                                             residual           Dewey stock       circulated        of residual
     Dewey major class                        Dewey              in online           since         Dewey stock
                                            collection 1         catalogue         2006/07 2       in that class
     .0 General (3 rd Floor)                         1,858               1%                24                 1%
     .1 Philosophy (3rd Floor)                       8,849               5%               252                 3%
     .2 Religion (3rd Floor)                         7,877               4%               136                 2%
     .3 Social Sciences (4th Floor)                37,523               20%               395                 1%
     .4 Language (3rd Floor)                       12,224                6%               278                 2%
     .5 Sciences (4th Floor)                         8,514               4%               100                 1%
     .6 Technology (4th Floor)                       8,298               4%                94                 1%
     .7 Arts (3rd Floor)                             7,282               4%                97                 1%
     .8 Literature (3rd Floor)                     51,963               27%             1,048                 2%
     .9 History/Biography (3rd Floor)              21,180               11%               189                 1%
     F. Folio (3rd & 4th Floors)                   16,956                9%               174                 1%
     P. Pamphlet (3rd & 4th Floors)                  9,864               5%                97                 1%

                                 Total             192,388                                 2,884          1.5%

Notes:
1.
   This data focuses on the Older Lending Collection sequence which is present in the online
catalogue. It does not include the General Reference and Map Reference sequences, and other discreet
Dewey-classified collections (Serjeant, Watt, CAS and EAS). It is believed that these collections are
largely catalogued online. The figures do not include uncatalogued volumes – including the c.6,000
uncatalogued volumes recently identified within the Literature section.
2.
  Most of these volumes are in active circulation, but will be reclassified on return from loan. A
percentage could not be located, and were handled via normal missing volume processes.
                                                                                                                                                               E


Edinburgh University Library Committee                                                                                      APPENDIX C

                                             SERVICE TARGETS: REPORT ON THE 2008/2009 SESSION

This table summarises the results of the monitoring undertaken by IS staff last session. Once again it is most encouraging to note that most of the targets were
met and, for those that were not met, it was possible to identify reasons.

       Wording of targets in 2008/9                Comments
       General
1.1    The overall user satisfaction rating for    In the 2009 National Student Survey the average response rate for the question on library resources
       the Library will be at least 85% (i.e.      and services was 4.13, with the percentage of responses against the rankings of 3-5 being 91% and
       excellent/good ratings)                     against 4-5 being 84%. The LibQual+ survey will be run again in November 2009.
1.2    The Library will monitor user               Suggestions and comments received from users during the year were addressed and acted upon where
       satisfaction with accommodation and         this proved possible. During the session the Main Library 5 th and 6th floors were re-opened and later in
       environment and will report annually        the year the Ground Floor refurbishment was completed. Work continued on the design for the KB
       on improvements which have made             LLRC, although funding has not yet been secured.
1.3    The Library will provide at least one       The figure is 6.6.
       study space per 5 students
       Availability of services
2.1    70% of material will be issued by self-     The figure is 71.8% (69% in 2007/8).
       service
2.2    Access to the Catalogue will be             This target was met with the results being 99.85% during the working day and 99.96% for 24/7.
       available for 99% of the working day
       (95% for 24/7). Note: this will include
       access via COPAC (the CURL merged
       catalogue service) during periods of
       downtime
2.3    The servers which host the Catalogue,       Library Catalogue server: 99.85% (working day), 99.94% (24/7)
       Library Online and local CD-ROM             Three major pieces of planned work were carried out on the live Voyager platform in 2008/09:
       network will be available for 99% of        1) Upgrade of server operating system 2) migration of primary data storage from RAID to University
       the working day (95% for 24/7). Note:       SAN 3) Application upgrade to v7.1. Impact on users and staff was minimised by redirecting OPACs
       this does not include planned downtime      and the Voyager clients to standby hardware platforms for the majority of the downtime in each case,
                                                                                                                                                                 E


                                                 so although the actual platform availability is difficult to calculate accurately, it is a higher figure than
                                                 that shown above.
                                                 Library Online server: 100% (working day), 100% (24/7).
                                                 Local CD-ROM server: 0% (working day), 0% (24/7). The CD-ROM server application software is
                                                 no longer supported by any supplier. It was agreed not to migrate content to a replacement platform
                                                 during 2008/09 due to lack of funding. It was therefore agreed to migrate high-use titles to standalone
                                                 machines where feasible. This target will be removed from the 2009/10 list.
2.4   4 weeks’ notice will be given before       This target was achieved.
      any planned server downtime
2.5   During the working day, 95% of users       This target was met. The target was monitored over a two week period in November and February.
      will be served within 5 minutes at
      service points
2.6   All faults with photocopying machines      This target was monitored on all sites during several weeks and was met.
      will be investigated promptly by IS
      staff and those which cannot be
      resolved will be reported within 1 hour
      to the external photocopier supplier
      during the working day
2.7   93% of enquiries submitted via Ask a       This target was met. There were 2346 in-depth or reference enquiries during the session. Of these
      Librarian will be resolved in 3 working    enquiries, 97.3% were resolved in 3 working days.
      days. Note: excludes Special
      Collections’ enquiries
2.8   95% of requests for archival copying       This target was met.
      (excluding specialised book scanning)
      will be processed within 3 working
      days from receipt of payment
2.9   Inter-library loan requests submitted to   This target was met. Photocopies were supplied on average within 5 working days and loans on
      the British Library Document Supply        average within 6 working days. It should be noted that our ability to meet this target is dependent on
      Centre (BLDSC): 95% of journal             the BL and on other supplying libraries.
      articles will be supplied within 6
      working days and 95% of monographs
      will be supplied within 13 working
                                                                                                                                                              E


       days
2.10   95% of requests made through the           This target was monitored during two weeks in the session. In November 96% of requests were met
       intra-library service will be supplied     within 1-2 days. However, in June only 78% of requests were met within 1-2 days and the rest within
       within 4 working days using the most       4 days and this was due to the reduction in staffed hours at the Library Research Annex.
       appropriate method of delivery
       Availability of collections
3.1    Users should be able to find at least      No survey was run during the session. The LibQual+ survey will be run again in November 2009.
       85% of printed Library materials for
       which they are looking
3.2    95% of returned Standard and Short         In 2008/9 this target was monitored in the Main Library during one week in November and was not
       Loan material will be shelved in           met. 95% of returned items were placed in the identified re-shelving areas within the specified time,
       identified re-shelving areas (where        but only an estimated 70% actually being returned to the shelves within 3 days. There were a number
       available) within 8 hours and returned     of reasons for this: the large number of items being returned at this time; staff shortages; staff being
       to their actual places on the shelves      redeployed onto HUB shelving activities; and activities arising from the Main Library re-classification
       within 3 days thereafter                   project.

                                                  The target will be reviewed in the coming session to reflect the ongoing changes with the HUB
                                                  collection, the introduction of the two self-return book sorters and the staff resource available for re-
                                                  shelving.
3.3    95% of material available on the           This target was monitored in the Main Library and was met. The target is not monitored at Site
       shelves and requested by disabled users    Libraries because there is fetching on demand: the number of fetching requests received is low and
       will be fetched and placed on hold for     manageable within the timeframe.
       collection at service points within 5
       hours of receipt of the request during
       the working day. Note: disabled users
       are approved by the Disability Office to
       use the book fetching service
3.4    All requests for consultation of Special   96% of consultations met this target.
       Collections material kept in the Main
       Library will be produced within 1 hour
       of the appropriate collection time. Any
       problems with the production of any
                                                                                                                                                           E


      item will be notified to the user within
      2 hours of the appropriate collection
      time
3.5   95% of recommendations for orders          The target was monitored in January and in May. For urgent orders, the target was met on both
      will be processed within 25 working        occasions. For other orders the results were: 19% in January and 47% in May. The Acquisitions Team
      days of approval to order being given,     had several posts which were vacated during 2008/09, and these posts were subsequently frozen.
      and all urgent orders within 5 working     During the January monitoring period, there were 4FTE Acquisitions Assistant vacancies, which had a
      days                                       detrimental effect on service targets. One of these posts was later filled which led to a significant
                                                 improvement in recommendation processing times.

                                               It should be noted, however, that Acquisitions cannot guarantee to meet this target during the latter
                                               half of the financial year as specific School funds become fully committed and/or spent, and the
                                               placing of new orders has to be held over until the relevant College Librarian authorises reallocation of
                                               funds, or alternatively, advises that the order should be held over until the following financial year.
                                               During 2008/09, several monograph fund allocations at School level were fully committed and/or fully
                                               spent by the May monitoring period, and several non-urgent orders were held over to the new financial
                                               year.
3.6   90% of purchased monographs received This target was monitored in January and in May. The target was exceeded. During both monitoring
      will be catalogued and classified within periods, over 97% of print monographs were catalogued and classified within 20 working days. This
      30 working days, and all urgent items    target will be revised for 2009/10 with the timescale for 90% of purchased print monographs being
      within 5 working days                    reduced to 20 working days.

3.7   99% of printed journals will be            This was monitored in January and in May and the results for both were 100%.
      recorded and available within 24 hours
      of receipt during the period Monday -
      Friday
3.8   99% of exam papers submitted to the        This was not met. We made 93% of exam papers submitted available online. The remainder could not
      Library will be made available on          be delivered online for copyright reasons.
      Library Online, provided there are no
      copyright restrictions
3.9   Requests for course material for           The target was not met. Requests were acknowledged within 5 days of receipt, but the volume of
      electronic reserve will be                 work meant that work on requests was queued and worked on in order, unless we were advised to
                                                                                         E


       acknowledged and actioned within 5       reprioritise work on specific courses.
       working days of receipt by the Library


Richard Battersby
User Services Division
1st October 209
k/strategy/service targets/reports/LibComm report Oct 2009
                                                                                              E

Edinburgh University Library Committee                                       APPENDIX D

                       Library service targets for the 2009/10 session

 Monitoring will be undertaken during the session and report presented to the Committee in
 Autumn 2010. The notes in square brackets below indicate those targets which will be
 reviewed specifically during the session. Definition: the phrase "working day" means the
 period Monday - Friday, 9.00am – 5.00pm.

1.      General

1.1     The overall user satisfaction rating for the Library will be at least 85% (i.e.
        excellent/good ratings)

1.2     The Library will monitor user satisfaction with accommodation and environment, and
        will report annually on improvements which have been made

1.3     The Library will provide at least one study space per 5 students

2.      Availability of services

2.1.    75% (up from 70%) of material will be issued by self-service

2.2.    [50% of material will be returned by self-service – this is a new and very preliminary
        target which will be reviewed during the session]

2.3.    Access to the Catalogue will be available for 99% of the working day (95% for 24/7).
        Note: this will include access via COPAC (the CURL merged catalogue service)
        during periods of downtime

2.4.    The servers which host the Catalogue and Library Online will be available for 99% of
        the working day (95% for 24/7). Note: this does not include planned downtime

2.5.    4 weeks’ notice will be given before any planned server downtime

2.6.    During the working day, 95% of users will be served within 5 minutes at service
        points [There are significant changes in this area because of the re-organisation in the
        User Services Division and this target will be reviewed]

2.7.    All faults with photocopying machines will be investigated promptly by IS staff and
        those which cannot be resolved will be reported within 1 hour to the external
        photocopier supplier during the working day

2.8.    98% (up from 93%) of enquiries submitted via Ask a Librarian will be resolved in 3
        working days. Note: excludes Special Collections’ enquiries

2.9.    95% of requests for archival copying (excluding specialised book scanning) will be
        processed within 3 working days from receipt of payment

2.10.   Inter-library loan requests submitted to the British Library Document Supply Centre
        (BLDSC): 95% of journal articles will be supplied within 6 working days and 95% of
        monographs will be supplied within 13 working days
                                                                                              E

2.11.   95% of requests made through the intra-library service will be supplied within 4
        working days using the most appropriate method of delivery

3.      Availability of collections

3.1.    Users should be able to find at least 85% of printed Library materials for which they
        are looking

3.2.    95% of returned Standard and Short Loan material will be shelved in identified re-
        shelving areas (where available) within 8 hours and returned to their actual places on
        the shelves within 3 days thereafter [This area of activity is being monitored and
        changes will need to be made to the target]

3.3.    95% of material available on the shelves and requested by disabled users will be
        fetched and placed on hold for collection at service points within 5 hours of receipt of
        the request during the working day. Note: disabled users are approved by the
        Disability Office to use the book fetching service

3.4.    All requests for consultation of Special Collections material kept in the Main Library
        will be produced within 1 hour of the appropriate collection time. Any problems with
        the production of any item will be notified to the user within 2 hours of the
        appropriate collection time

3.5.    95% of recommendations for orders will be processed within 25 working days of
        approval to order being given, and all urgent orders within 5 working days

3.6.    90% of purchased print monographs received will be catalogued and classified within
        20 (down from 30) working days, and all urgent items within 5 working days

3.7.    99% of print journals will be recorded and available within 24 hours of receipt during
        the period Monday - Friday

3.8.    99% of exam papers submitted to the Library will be made available on Library
        Online, provided there are no copyright restrictions

3.9.    Requests for course material for electronic reserve will be acknowledged and actioned
        within 5 working days of receipt by the Library [This is an area of significant growth
        and the target is being reviewed]

If you have any comments to make on the service targets, please contact Richard Battersby
(Richard.Battersby@ed.ac.uk)

Richard Battersby
User Services Division
1st October 209
k/strategy/service targets/targets/targets for 2009-10

				
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