Digital Services Inventory - Smith College

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Digital Services Inventory - Smith College Powered By Docstoc
					Digital Services Inventory - Master Spreadsheet - Revised 4/7/07 Digital Services Inventory
If you update this spreadsheet, be sure to save a read-only version at P:\awebsite\staff\committees\dst\services\DigitalServicesInventory.xls
                                                                           Data Fields
                             Contact Team
                             (Betsy/Margy,
Name of Digital Service      Eric/Rebecca)     Location (link, URL or physical location)
                                               My Folder, all screens in the Five College
                                               Library catalog,
ALEPH - My Library                             http://fcaw.library.umass.edu:8991/F/.
patron services: My                            Email/save button on Results and Full View
Folder & Email/Save         Eric/Rebecca       screens after search performed.


                                               Potentially, Results screens and My
                                               Account in the Five College Library catalog,
ALEPH - My Library                             http://fcaw.library.umass.edu:8991/F/ (NOT
patron services: Alerts     Eric/Rebecca       KNOWN FOR SURE - still being developed)




ALEPH - My Library
patron services: Renew                         My Account screen in FCLC,
Items and View Fines        Eric/Rebecca       http://fcaw.library.umass.edu:8991/F/




ALEPH - My Library
patron services: Request                       For library users, results screens in FCLC
Item                     Eric/Rebecca          http://fcaw.library.umass.edu:8991/F/




Aleph OPAC New Titles
services                    Eric/Rebecca       Specific URL not available yet.

                                         neilref@email.smith.edu,
                                         neilcirc@email.smith.edu,
Ask A Librarian: Email                   hillinfo@email.smith.edu,
contacts (sciinfo,                       sciinfo@email.smith.edu,
hillinfo, westinfo,                      josinfo@email.smith.edu,
josinfo, neilcirc etc)    Betsy/Margy    westinfo@email.smith.edu
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Ask a Librarian: E-Mail
Reference Question                       http://www.smith.edu/libraries/forms/refform
Form                       Betsy/Margy   .htm


Ask a Librarian:
Research appointment                     http://www.smith.edu/libraries/forms/raform.
registration               Betsy/Margy   htm




Ask A Librarian:
Virtual/Chat Reference     Betsy/Margy   http://www.smith.edu/libraries/help/


                                         http://www.smith.edu/libraries/forms/bkorder
                                         s.htm;
Book/Media order form                    http://www.smith.edu/libraries/forms/orders.t
(for faculty)              Betsy/Margy   xt

Book/Media suggestion                    http://www.smith.edu/libraries/forms/sugges
form (for library patrons) Betsy/Margy   t.htm



CA Collections
databases (Accessions,
Audiovisuals, Artifacts)   Betsy/Margy   P:\Software



CA informational
database (Alumnae,
Faculty, Memorials)        Betsy/Margy   P:\Software



CA Reference Log           Betsy/Margy   P:\Archives\Reference Log.xls
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                                                                   Data Fields
CA/SSC/MRBR - Five
College Archives and
Manuscripts (online
finding aids database)    Betsy/Margy    http://asteria.fivecolleges.edu/index.html


Cataloging of Electronic
Resources in Five
College Library Catalog Betsy/Margy      http://fcaw.library.umass.edu:8991/F/



Database federated
search options            Betsy/Margy    individual vendors database interfaces




E-reserves                Eric/Rebecca   http://moodon.smith.edu/




E-Resource Problem                       http://www.smith.edu/libraries/forms/sclinks.
Reports                   Betsy/Margy    htm


                                         http://libproxy.smith.edu:2048;
EZProxy                   Eric/Rebecca   http://libproxy.smith.edu:2048loginurl=?



Instructional tutorials                  http://www.smith.edu/libraries/research/tutor
(Captivate)               Eric/Rebecca   ials/
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                                                                  Data Fields

Interlibrary Loan       Eric/Rebecca    http://www.smith.edu/libraries/services/ill/




                                        Hillyer 119/Image Study Room, Josten
Library Instruction                     133/Josten main listening room, Neilson
Classrooms                              Electronic Classroom Level 1 North




MetaLib/CrossSearch
(Ex Libris federated                    http://www.smith.edu/libraries/staff/fivecoll/e
search software)        Betsy/Margy     xlibris/metalib.htm



                                        P:\Software (and InMagic workstations
MRBR Photo Database     Betsy/Margy     installed on individual PCs)


Physical Service Points:
Color printing
(Hillyer/Young)          Eric/Rebecca   Hillyer Library, Young Library (1st floor)




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Physical Service Points:
Hardware/software                       Neilson, Hillyer, Josten, Young public
available at Smith                      computing areas, Neilson electronic
workstations             Eric/Rebecca   classroom, Information Commons


Physical Service Points:                Neilson Library 1st floor: Mair Room,
Information Commons      Eric/Rebecca   Reference area, Collaboration Alley




Physical Service Points:
Laptop Loan program      Eric/Rebecca   Neilson Circulation
                                        Neilson (outside admin offices), Young (1st
Physical Service Points:                floor, 2nd floor and basement), Hillyer (1st
Network port access      Eric/Rebecca   floor)

Physical Service Points:
Scanning Station
(Hillyer)                Eric/Rebecca   Hillyer 119


Physical Service Points:
Wireless card loan       Eric/Rebecca   Josten Library

Physical Service Points:
Wireless network access Eric/Rebecca    Most areas in all four libraries

                                        http://www.smith.edu/libraries/research/style
                                        manuals.htm ;
RefWorks bibliographic                  https://www.refworks.com/Refworks/login.as
management software      Eric/Rebecca   p?WNCLang=false


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                                        Administrative link:
                                        http://sfx.exlibrisgroup.com:9003/sfxadmin/s
SFX/SCLinks              Eric/Rebecca   mith



SSC Collections
database (Collections,
Accessions,                             P:\Software (and Inmagic workstations
Audiovisuals)            Betsy/Margy    installed on individual PCs)




SSC email reference                     http://www.smith.edu/libraries/libs/ssc/emailf
service                  Betsy/Margy    orm.html
                                        P:\Software (and Inmagic workstations
SSC People database      Betsy/Margy    installed on individual PCs)




SSC&CA Digital Image                    P:\Software (and workstations installed on
Database                 Betsy/Margy    individual PCs)




                                        http://www.smith.edu/libraries/forms/sugges
Suggestion Box           Betsy/Margy    tionbox.htm




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                                                                  Data Fields




Verde (Electronic                       http://fcae.library.umass.edu:18080/verde/w
Resource Management)   Betsy/Margy      eb/action/start.do (SMITH_administrator)




                                        http://www.smith.edu/libraries/forms/videob
Video Booking Form     Eric/Rebecca     ooking.htm




                                        http://www.smith.edu/libraries/forms/videore
Video Rental Form      Eric/Rebecca     ntal.htm



Website assessment and                  P:\Digital Services Team\Web Coordinating
usability testing      Betsy/Margy      Committee\Assessment\

Website: Comments to                    http://www.smith.edu/libraries/forms/libraryw
Webmaster              Eric/Rebecca     eb.htm




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Website: Content                        http://www.smith.edu/gravityswitch/sl_10_ra/
Management System       Betsy/Margy     index.php




Website: FYI            Betsy/Margy     http://www.smith.edu/libraries/fyi




West Street Storage -
faxed articles/books                    http://www.smith.edu/libraries/forms/storage
from storage            Eric/Rebecca    .htm




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taff\committees\dst\services\DigitalServicesInventory.xls                           Data Fields
                                                                                   Keywords
                                                                                   (Virtual or
                                       Description                                  Physical)          Keywords (assigned by DST)                 Primary Contact

         Allows users to select records from search results and save them
         temporarily in the current session or permanently in My Folder.
         Save/Email function allows users to save individual results to PC or                    Five College Library Catalog, My Folder,
         email them.                                                              Virtual        My E-shelf, user empowerment                 Christine Hannon



         Allows users to set up searches on topics of continuing interest,
         automatically runs them at intervals chosen by the user, sends results                  Five College Library Catalog, Alerts, SDI,
         by email or posts them to the user's My Account.                       Virtual          user empowerment                             Barbara Polowy


                                                                                                 Five College Library Catalog, My Library,
                                                                                                 My Account, renew, user empowerment,
         Allows library patrons to renew materials they have checked out from                    recall, hold, fines, money, title request,
         each of the Five Colleges, as well as view money owed, messages                         request item, messages, blocks, Five
         from the Library, blocks and Five College Delivery Requests.             Virtual        College delivery, FCD, PDQ                   Tara Zidonik



                                                                                                 Five College Library Catalog, My Library,
         Allows Smith and Five College patrons to request books and some                         My Account, PDQ, request item, Five
         other items from all Five College Libraries (not limited any longer to                  College Delivery, FCD, user
         items not available at Smith).                                           Virtual        empowerment                                  Tara Zidonik

         New Titles will be accessible from a tab on the "shrinkwrap" design of
         all pages in the OPAC. It will include 90 days (???) of new records (for
         all five colleges). The MIT version of this page will serve as model.
         The list of ADMs would be the top dropdown (per the MIT example).                       Aleph, OPAC, new books, alerts, new
         The service is expected to be launched in the spring of 2007.            Virtual        titles                                   Barbara Polowy
                                                                                                                                          neilcirc (Araksya
                                                                                                                                          McInerney), hillinfo (Lisa
                                                                                                                                          DeCarolis), sciinfo
         Email accounts linked from the SCL website that allow patrons to                                                                 (Josephine Hernandez),
         contact departments about reference, circulation or other matters. All                                                           josinfo (Janet Spongberg),
         department staff have access to these accounts through the                              Email, Groupwise Proxy, email reference, westinfo (Josephine
         Groupwise Proxy feature to ensure prompt replies to questions
            775835e6-d0cb-4b21-8050-9d59703ca676.xls                              Virtual   9    website                                  Hernandez)            7/24/2011
                                                                     Digital Services Inventory
Public form to submit reference queries plus basic library policy and    Data     Fields                                            Sika Berger for now, fall
general questions. Email output is received and addressed by Neilson                     Ask a Librarian, Need Help, reference      '06: [Reference &
Reference Desk staff; referred to other areas as appropriate. Files                      questions, general library information, e- Information Commons
stored on GroupWise (Neilref folders) and website.                    Virtual            reference, public services, form, web form Librarian]

                                                                                                                                      Sika Berger for now, fall
Form to schedule uninterrupted time with a librarian, for tailored                       RA, appointment, consultation, honors        '06: [Reference &
research assistance. Completed forms routed to                                           research, reference assistance, research     Information Commons
neilref@email.smith.edu                                                   Virtual        help, form, webform                          Librarian]


Real-time chat service used to submit reference queries plus basic                       chat, live reference, IM, Ask A Librarian,
library policy and general questions. Questions are addressed by                         Need Help, Docutek, eGain, 24/7, e-          Sika Berger, for now, fall
Neilson Reference Desk staff; referred to other areas as appropriate.                    reference, help, form, webform, reference    '06, [Reference &
Files stored on GroupWise (Neilref folders), Docutek server (CA) and                     questions, public services, QuestionPoint,   Information Commons
website.                                                              Virtual            virtual reference                            Librarian]



Web-based interface to submit book orders. Text output is posted on                                                              Rose Marie Glavickas &
                                                                                         book orders, faculty book requests, order
the website at forms/orders.txt, and sent by email to                                    forms, webform, acquisitions, technical Jean McDonald (content);
orderreq@smith.edu                                                  Virtual              services                                Betsy Barone (form)
                                                                                                                                 Mia Brazill (book
Web-based interface to submit suggestions for book purchases. Sent                       book orders, book suggestions, webform, suggestions); Betsy Barone
by email to mbrazill@email.smith.edu                               Virtual               acquisitions, technical services        (form)



Databases used to track and describe new accessions, inventory                           database; internal tools; reference;
artifacts, and audiovisual materials. Used for collection maintenance,                   collection management; Inmagic; artifact;
planning and for reference.                                            Virtual           audiovisual; accessions; archives            Nanci Young




                                                                                         database; internal tools; reference;
Useful info for reference purposes                                        Virtual        InMagic; archives                            Nanci Young


                                                                                         database; internal tools; reference; log;
Internal database used for tracking distance reference queries            Virtual        archives                                     Nanci Young
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Searchable database of over 1000 finding aids describing archives          Data  Fields
and manuscripts found at the Five Colleges. The finding aids are
encoded in XML according to the Encoded Archival Description (EAD)
standard. FAs are encoded and edited regularly by trained staff in the
5 C archives. Links provided via Collections lists on the archives' web
sites and in 5C Libraries Catalog.                                      Virtual            database; public access reference tool    Margy Jessup



Downloading of electronic catalog records to ALEPH and maintenance                         ALEPH, electronic access, cataloging,
of links for electronic access                                     Virtual                 records, OCLC Connexion                   Mimi Lempart


Method to search multiple resources simultaneously. Available with                         meta-searching, cross-searching,
EBSCO, Gale Group/Thompson, CSA, FirstSearch, Newsbank,                                    federated searching, multi-database
NCIS/Biblioline, Ovid, Proquest, Silver Platter, Wilson Web                 Virtual        searching, one search                     Pam Skinner

Uses the Moodle course management system to deliver electronic
copies of materials (e.g., scanned book chapters, journal articles,
notes, etc.) and to link to other electronic resources (e.g., e-journal
articles and other online full text, web sites, images) selected by Smith
faculty. Electronic reserve materials are linked to webpages created
with Contribute and these pages are accessed through Moodle
making them available only to students enrolled in the course, but                                                                   Tara Zidonik or Araksya
accessible both on and off campus.                                        Virtual                                                    McInerney?



Public form to submit comments and report problems with SFX or with
e-resources. Routed to Neilref, addressed by ref librarian at desk,                        e-journals, SFX, Neilref, comment form,
referred to Pam Skinner and/or Mimi Lempart for resolution of some                         problem reports, E-PIP, SCLinks, Open
problems. Files stored on GroupWise (Neilref folders).              Virtual                URL, Link resolver                        Pam Skinner


Proxy server software to allow off-campus access to Smith databases,                       off-campus access, proxy, proxy server,
electronic journals, etc.                                            Virtual               electronic resources                      Eric Loehr

                                                                                           Five College Library Catalog, tutorial,
                                                                                           Captivate, instruction, demos,
Animated tutorials which assist with the instruction of library services,                  macromedia, Captiva, Information literacy,
such as various functions of the Five College Library Catalog.              Virtual        animated                                   Rebecca Pappert
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Requesting books and other items not available in the Five CollegeDigital Services Inventory
Library System, and journal articles not available at Smith. Journals     Data Fields
available at the Five College Depository (but not at Smith) can be
requested using the following form:
http://www.fivecolleges.edu/depository/fcdeparticle.html               Virtual    ill, interlibrary loan, request, illiad            Christina Ryan

Hillyer: Multi-use room used for bibliographic instruction and other
activities (staff training, group study, overflow of users from public
computer workstations, public scanning, staff meetings). Seats 22.
Josten: Multi-use room used for bibliographic instruction and other
activities (staff training, listening, watching DVDs). Seats 12. Neilson:
Classroom for bibliographic instruction and other activities (when not
in use for classes the classroom accommodates the overflow of Smith                                                                  Hillyer: Barbara Polowy,
users from public computer workstations in the Mair Room, staff                           Bibliographic instruction, information     Josten: Marlene Wong,
meetings, staff training) . Seats 40.                                     Physical        literacy, library instruction              Neilson: Bruce Sajdak




Federated searching progrem from ExLibris, packaged with SFX for                          meta-searching, Cross Search, federated
Five College remotely hosted (ASP) access. Allows quick search                            searching, multi-database searching, one
across resources, and categorized resources.                             Virtual          search, quick search, resource discovery   Sika Berger


Database of digitized images in the MRBR used for image file                              Digital assets management, database,
management and reference. In-house only. Image files stored on                            reference, internal tools, Special
CDs.                                                                     Virtual          Collections                                Barbara Blumenthal



Color printing from public and Smith computers using Pharos,                              Printing, color printing, pharos, print    Libsys (Eric Loehr, Marlene
$0.75/page.                                                              Physical         station, pay for print                     Znoy, Molly Twarog)




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                                                                          Data Fields




PC's and software available for web browsing, email, word                               computing, word processing, internet,
processing, audio/video listening/viewing, burning CD's and DVD's,                      information commons, computers, printer,
printing. Information Commons will include additional programs.         Physical        scanner                                  Marlene Znoy


Area for Smith students, faculty & staff to gain assistance combining                   multimedia, collaborative, information    position vacant; until filled,
research and technology                                                 Physical        commons, computing, info commons          Chris Loring




9 laptop PC's which can be checked out to users; the standard loan                      laptops, wireless, network access,
period is 3 hours (1 renewal if no one is waiting)                      Physical        computer, PC                              Tara Zidonik
Ethernet ports for laptop plugin; these ports connect through
Bluesocket, which is software that requires that you start with a web                                                             Library Systems Staff (via
browser and log in using a Smith Novell username/password               Physical        Network access, internet, H: drive        libsys@email.smith.edu)


                                                                                                                                  Library Systems Staff (via
Scanner for public use. Scans print materials and 35 mm slides.         Physical        scanner, scanning, slides                 libsys@email.smith.edu)


Two wireless cards are available for Smith patrons whose laptops are                                                              Library Systems Staff (via
not wireless equipped. Loan period is "due at closing"               Physical           laptops, wireless cards, network access   libsys@email.smith.edu)


Provides network access to users whose laptop has a wireless card       Virtual         wireless, network access                  Eric Loehr

                                                                                        Bibliographic citation management,
                                                                                        citation style, bibliographic software,
Web-based software to manage, store, and generate citations and                         licensed web service, RefWorks, EndNote,
bibliographies.                                                         Virtual         style manuals                            Rebecca Pappert


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                                                                          Data Fields
                                                                                                                                  Eric Loehr for Five
                                                                                                                                  Colleges, also Mimi
                                                                                        SFX, Open url, linking, full text, link   Lempart for individual title
                                                                                        resolver, online journals, SC Links, CKB, problems and Betsy
                                                                                        Central Knowledgebase, e-journal, journal Barone for various
Open URL link resolver software and management system                   Virtual         title list, citation linker               technical aspects
"Collections db includes collection-level records including descriptive
fields that are exported to MARC records and xml encoded finding
aids. Also includes internal collection management data for
processing, preservation and description program, plus donor
restrictions, copyright info, etc. Accessions tracks and describes new
materials; Audiovisuals is for inventory of AV materials mainly for
preservation/ reformatting needs                                        Physical        database; internal tools; reference         Margy Jessup
Reference form submitted by patrons including their research query,
topic, collections of interest and contact info. There are two Web
pages with 2 separate forms: 1 for h.s. and undergrad students which
includes more guidelines and links to other sources; and another form
for graduate students, faculty, and independent researchers. When
submitted, the form is delivered to the SSC email address (ssc-
wmhist@smith.edu)                                                       Virtual         Virtual reference                           Amy Hague

Contact information for collection donors, researchers, friends, etc.   Physical        database; internal tools                    Margy Jessup




Database of images in the SSC and CA used for description,
reference services, image file management, and producing labels and                     Digital assetts management, database,
contracts for photo reproductions ordered by researchers.           Virtual             reference, Special Collections              Margy Jessup (technical)




Online form for submission of suggestions, problems, complaints, and
praise                                                               Virtual            suggestions, problems, complaints, praise Betsy Barone




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Behind the scenes staff tool (software) for E-resource management -
will become entry point for SFX and Metlib, but no public interface for                   e-resource, verde, management, sfx,
itself.                                                                   Virtual         metalib, electronic resources, order      Pam Skinner




Online form for requesting Five College videos and videos in storage,                     video, VHS, cassette, DVD, videodisc,
or for reserving Smith videos for a particular screening date         Virtual             laserdisc, film                           Jane Clayton




Online form for requesting rental of videos/films not held in the Five                    video, VHS, cassette, DVD, videodisc,
Colleges                                                                  Virtual         laserdisc, film                           Jane Clayton



Used to test revisions to the website and areas being considered for
revision.                                                                 Physical        usability, assessment, website            Betsy Barone

Form intended to report bad links or other technical problems to the                      suggestions, problems, complaints, praise,
Libraries' webmaster; sent to libraryweb@smith.edu                        Virtual         questions                                  Eric Loehr




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PHP-driven management system with web management interface and                                                                   Betsy Barone (resources)
MySQL db files for digital resources, research subjects, and FYI                      CMT, content, manager, management,         [shared with secondary
entries. Generates dynamic html pages for the Libraries' website.                     online resources, subject pages, reference contact]; Sika Berger (FYI);
Used to create and maintain subject pages, reference tools pages,                     tools, FYI, databases, resources, php,     Subject Liaisons (subject
general search category pages, and FYI pages and entries.         Virtual             MySQL, dynamic web pages                   page content)




Libraries dynamic php/MySQL website tool for news, announcements
& instructional features. Rotating text "teasers" and thumbnail
images, entered within strict parameters in content management
system, display on homepage, point to additional info in html or link                 virtual services, SCL website, public
out. Categories: Collections, Events, Exhibits, Historical Facts about                interfaces, marketing, publicity, news,
the Libraries, Other [catch-al], Preservation.                         Virtual        instruction, events, announcements         Sika Berger



Service provided via the Request Item button in the Five College
Library Catalog (books), and Storage Request form from libraries'
webpage (articles). Articles are copied (at West St. or Science                       West Street, SC Storage Art, SC Storage
Library) and sent via campus mail to patrons or delivered to library                  Josten, webform, SC Storage Science
upon request. Books are retrieved for loans. ILL requests for storage                 (West St), SC Science Storage
items are faxed to West St. and processed similarly.                  Virtual         (McConnell), request item                  Josephine Hernandez




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       Department                     Position                  Phone                     E-mail           Secondary Contacts: Libraries




Neilson                    Head of Public Services   (413) 585-2911            channon@email.smith.edu     Barbara Polowy (413) 585-2941




Hillyer Art Library        Art Librarian             (413) 585-2941            bpolowy@email.smith.edu     Chris Hannon (413) 585-2911




                                                                                                           Lisa DeCarolis, Josephine
                                                                                                           Hernandez, Janet Spongberg,
Neilson Circulation        Circulation Supervisor    (413) 585-4162            tzidonik@email.smith.edu    Chris Hannon




                                                                                                           Lisa DeCarolis, Josephine
                                                                                                           Hernandez, Janet Spongberg,
Neilson Circulation        Circulation Supervisor    (413) 585-4162            tzidonik@email.smith.edu    Chris Hannon




                                                                                                           Chris Hannon, Jim Montgomery
Hillyer Art Library        Art Librarian             (413) 585-2941            bpolowy@email.smith.edu     (cataloging functions)


neilcirc (Neilson
Circulation), hillinfo      McInerney, Circulation   McInerney, 585-4164;      amcinern@email.smith.edu;   neilcirc (Tara Zidonek), hillinfo
(Hillyer), sciinfo (Young), Manager; DeCarolis,      DeCarolis, 585-2942;      ldecarol@email.smith.edu;   (Barbara Polowy), sciinfo (?),
josinfo (Josten), westinfo Hernandez, Spongberg      Hernandez, 585-2881;      jhernand@email.smith.edu;   josinfo (all Josten staff), westinfo
(all branch libraries)      Circulation Supervisor
     775835e6-d0cb-4b21-8050-9d59703ca676.xls        Spongberg, 585-293217     jspongbeemail.smith.edu     (Janet Spongberg)            7/24/2011
                                                              Digital Services Inventory
                          [Reference & Information                    Data Fields
                          Commons Librarian] For                                                                    Bruce Sajdak, Betsy Barone,
                          now, fall '06: Docs/Ref        [(413) 585-2913] For now: (413)                            Chris Hannon, Pam Skinner,
Neilson Reference         [Digital Services] Librarian   585-2963                        sberger@email.smith.edu    Paulina Borrego
                                                                                                                    Bruce Sajdak--coordinates appts,
                          [Reference & Information                                                                  for now (Ref staff is currently
                          Commons Librarian] For                                                                    reviewing procedures), Betsy
                          now, fall '06: Docs/Ref                                                                   Barone, Chris Hannon, Pam
Neilson Reference         [Digital Services] Librarian   (413) 585-2963                 neilref@email.smith.edu     Skinner



                          [Reference & Information
                          Commons Librarian] For                                                                    Bruce Sajdak, Betsy Barone,
                          now, fall '06: Docs/Ref        [(413) 585-2913] For now: (413)                            Chris Hannon, Pam Skinner,
Neilson Reference         [Digital Services] Librarian   585-2963                        sberger@email.smith.edu    Paulina Borrego



                                                                                                                    Betsy Barone (refreshing text
                          Acquisitions Supervisor;                                      rglavick@email.smith.edu;   form), Eric Loehr, Jean
Acquisitions; Reference   Reference/Web Specialist       (413) 585-2984; (413) 585-2964 ebarone@email.smith.edu     MacDonald

                          Head of Acquisitions,                                         mbrazill@email.smith.edu;
Acquisitions; Reference   Reference/Web Specialist       (413) 585-2922; (413) 585-2964 ebarone@email.smith.edu




College Archives          College Archivist              (413) 585-2976                 nyoung@email.smith.edu      Debbie Richards




College Archives          College Archivist              (413) 585-2976                 nyoung@email.smith.edu      Debbie Richards



College Archives          College Archivist              (413) 585-2976                 nyoung@email.smith.edu      Debbie Richards
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                                                             Digital Services Inventory
                                                                     Data Fields



Sophia Smith Collection   Assistant Curator            (413) 585-2985             mjessup@email.smith.edu    Nanci Young



                          Serials/ Electronic Resources                                                      Jim Montgomery
Technical Services        Cataloger                     (413) 585-2925            mlempart@email.smith.edu   jmontgom@email.smith.edu



                          [Electronic Resources                                                              Sika Berger, Mia Brazill, Eric
Reference                 Librarian]                   (413) 585-2961             pskinner@email.smith.edu   Loehr




                                                                                                             Matthew Durand, Araksya
                                                                                                             McInerney, Patricia Nadeau,
Neilson Circulation       Circulation Manager          (413) 585-4162             tzidonik@email.smith.edu   Janet Spongberg




                          Associate Reference                                                                Betsy Barone, Mimi Lempart,
Public Services,          Librarian (Electronic                                                              Sika Berger, Mia Brazill, Eric
Reference                 Resources Librarian)         (413) 585-2961             pskinner@email.smith.edu   Loehr (SFX point person)



Library Systems           Library Systems Coordinator (413) 585-2969              eloehr@email.smith.edu     Marlene Znoy (413-585-2957)




Young Science Library     Science Reference Librarian 413-585-2885                rpappert@email.smith.edu   Barbara Polowy (413) 585-2941
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                              19                                                            7/24/2011
                                                                    Digital Services Inventory
                                                                            Data Fields
                                                                                                                    Zane Daily (413) 585-2962; Eric
                                                                                                                    Loehr; Pam Skinner; Jim
Interlibrary Loan             Interlibrary Loan Supervisor    (413) 585-2962             cryan@email.smith.edu      Montgomery




                                                                                                                    Hillyer: Lisa DeCarolis, Library
                                                                                                                    Systems
                              Head of Hillyer Art Library,                                                          Josten: Janet Spongberg, Library
Hillyer Art Library, Josten   Head of Werner Josten           Hillyer: (413) 585-2941,   bpolowy@email.smith.edu,   Systems
Performing Arts Library,      Library, Information Literacy   Josten: (413) 585-2931,    mmwong@email.smith.edu;    Neilson: Any Neilson reference
Neilson Library               Coordinator                     Neilson: (413) 585-2967    bsajdak@email.smith.edu    librarian, Library Systems




                                                                                                                    Eric Loehr, Betsy Barone,
                              Documents/Reference [digital                                                          Barbara Polowy, teaching
Neilson Reference             services] Librarian          (413) 585-2963                sberger@email.smith.edu    librarians



                                                                                                                    Karen Kukil, Associate Curator of
MRBR                          Book Arts Specialist            (413) 585-2906             bblument@email.smith.edu   Rare Books



                                                                                                                    Lisa DeCarolis, Josephine
Library Systems                                                                          libsys@email.smith.edu     Hernandez




    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      20                                                         7/24/2011
                                                            Digital Services Inventory
                                                                    Data Fields




                                                                                                            Molly Twarog, Eric Loehr
Library Systems           Library Systems Supervisor   (413) 585-2957            mznoy@email.smith.edu      (libsys@email.smith.edu)


                                                                                                            Eric Loehr, Marlene Znoy, Molly
Library Adminstration     Director of Libraries        (413) 585-2902            cloring@email.smith.edu    Twarog




                                                                                                            Library Systems
Neilson Circulation       Circulation Supervisor       (413) 585-4162            tzidonik@email.smith.edu   (libsys@email.smith.edu)

                                                                                                            Eric Loehr, Marlene Znoy, Molly
Library Systems                                                                  libsys@email.smith.edu     Twarog



Library Systems                                                                  libsys@email.smith.edu     Lisa DeCarolis



Library Systems                                                                  libsys@email.smith.edu     Marlene Wong, Janet Spongberg


Library Systems           Library Systems Coordinator (413) 585-2969             eloehr@email.smith.edu     Marlene Znoy




  Young Science Library   Science Reference Librarian (413) 585-2885             rpappert@email.smith.edu   Subject liaisons, Eric Loehr


   775835e6-d0cb-4b21-8050-9d59703ca676.xls                             21                                                             7/24/2011
                                                              Digital Services Inventory
                                                                      Data Fields
                                                                                                             Mimi Lempart
                                                                                                             mlempart@email.smith.edu,
                                                                                                             Betsy Barone
                                                                                                             ebarone@email.smith.edu, Pam
                                                                                                             Skinner
                                                                                                             pskinner@email.smith.edu & Sika
Library Systems           Library Systems Coordinator (413) 585-2969               eloehr@email.smith.edu    Berger sberger@email.smith.edu




Sophia Smith Collection   Assistant Curator              (413) 585-2985            mjessup@email.smith.edu   Burd Schlessinger




Sophia Smith Collection   Curator                        (413) 585-2977            ahague@email.smith.edu    Margy Jessup Eric Loehr

Sophia Smith Collection   Assistant Curator              (413) 585-2985            mjessup@email.smith.edu   Burd Schlessinger



                                                                                                             Susan Barker; Marlene Znoy
                                                                                                             (does most of digital image
                                                                                                             captures); Nanci Young (CA
Sophia Smith Collection   Digital Resources Archivists   (413) 585-2985            mjessup@email.smith.edu   metadata)




Reference                 Reference/ Web Specialist      (413) 585-2964            ebarone@email.smith.edu   Chris Hannon (413) 585-2911




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                               22                                                           7/24/2011
                                                        Digital Services Inventory
                                                                Data Fields




                       Associate Reference                                                                 Mia Brazill (413) 585-2922; Mimi
Reference              Librarian                   (413) 585-2961            pskinner@email.smith.edu      Lempart (413) 585-2925




                                                                             videoreq@email.smith.edu, or
Circulation            Circulation Associate       (413) 585-2914            jclayton@email.smith.edu     Circulation staff




                                                                             videoreq@email.smith.edu, or
Circulation            Circulation Associate       (413) 585-2914            jclayton@email.smith.edu     Circulation staff




Public Services        Reference/ Web Specialist   (413) 585-2964            ebarone@email.smith.edu       Web Coordinating Committee


Library Systems        Library Systems Coordinator (413) 585-2969            eloehr@email.smith.edu        Sika Berger, Betsy Barone




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                         23                                                              7/24/2011
                                                           Digital Services Inventory
                                                                   Data Fields




                                                                                                           Sika Berger
                                                                                                           sberger@email.smith.edu, Eric
Reference               Reference/ Web Specialist     (413) 585-2964            ebarone@email.smith.edu    Loehr eloehr@email.smith.edu




                                                                                                           Betsy Barone, Pam Skinner,
                        Documents/Reference                                                                Barbara Polowy, others for
                        Librarian (Digital Services                                                        content, Eric Loehr (tech
Public Services         coordinator)                  (413) 585-2963            sberger@email.smith.edu    support), SSC, CA, MRBR, FSCL




Young Science Library   Circulation Coordinator       (413) 585-2881            jhernand@email.smith.edu   Janet Spongberg, 413-585-2932




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                            24                                                         7/24/2011
                                                      Digital Services Inventory
                                                              Data Fields

                                                                     Secondary Contacts: Five
Secondary Contacts: ITS   Secondary Contacts: Other Departments             Colleges                       Problem Contact



                                                                  RIO (contact Smith's
                                                                  representative, Barbara Polowy)   Barbara Polowy




                                                                  RIO (contact Smith's
                                                                  representative, Barbara Polowy)   Barbara Polowy

                                                                  ALEPH weekend emergency
                                                                  procedures: Neilson Circ should
                                                                  contact UMass Library Systems
                                                                  Department beeper at 413-292-
                                                                  9501 (p:\systems\ALEPH
                                                                  PROBLEM PROCEDURES.doc)           Tara Zidonik

                                                                  ALEPH weekend emergency
                                                                  procedures: Neilson Circ should
                                                                  contact UMass Library Systems
                                                                  Department beeper at 413-292-
                                                                  9501 (p:\systems\ALEPH
                                                                  PROBLEM PROCEDURES.doc)           Tara Zidonik




                                                                  RIO (contact Smith's
                                                                  representative, Barbara Polowy)   Barbara Polowy
                                                                                                    Eric Loehr, System Librarian,
                                                                                                    Library Systems for problems
                                                                                                    with Groupwise and Proxy
                                                                                                    configuration, primary contacts
                                                                                                    for answering questions that
                                                                                                    come in through the email
  775835e6-d0cb-4b21-8050-9d59703ca676.xls                          25                              accounts.                         7/24/2011
                                                                      Digital Services Inventory
                          referrals to art, science & performing arts         Data Fields
                          libraries; to archives & special collections;
webmaster, email accounts circulation/reserves; interlibrary loan;                  RIO (5 college Ref ctte) for
manager                   acquisitions; systems staff                               collaborating/sharing info     Sika Berger



                              Chair of the Subcommittee on Honors and Independent
webmaster, email accounts Programs, College Hall 23, extension 4930
manager                   honors@smith.edu                                                                         Sika Berger



                          referrals to art, science & performing arts
                          libraries; to archives & special collections;
webmaster, email accounts circulation/reserves; interlibrary loan;
manager                   acquisitions; systems staff                                                              Sika Berger; Rebecca Pappert




webmaster, email accounts
manager                   n/a                                                       n/a                            Betsy Barone or Eric Loehr

webmaster, email accounts
manager                   n/a                                                       n/a                            Betsy Barone or Eric Loehr


                                                                                                                   Nanci Young (content); Margy
                                                                                                                   Jessup (technical re: InMagic),
ITS User Support,                                                                                                  Library Systems (bigger tech
occaisionally for backups     n/a                                                   n/a                            issues)


                                                                                                                   Nanci Young (content); Margy
                                                                                                                   Jessup (technical re: InMagic);
ITS User Support,                                                                                                  Library Systems (bigger tech
occaisionally for backups     n/a                                                   n/a                            issues)



n/a                           n/a                                                   n/a                            Nanci Young; Library Systems
      775835e6-d0cb-4b21-8050-9d59703ca676.xls                                        26                                                             7/24/2011
                                                 Digital Services Inventory
                                                         Data Fields


                                                                                            Kelcy Shepherd and Danielle
                                                           Kelcy Shepherd, UMASS            Kovacks, UMASS Archives

                                                                                            Mimi Lempart (content or linking
                                                           Serials Acquisitions Committee   problems); Jim Montgomery
                                                           (Mimi); Electronic Resources     (technical problems with OCLC
                                                           Committee? (Jim)                 or Aleph)




n/a                         n/a                            n/a                              Pam Skinner




                                                                                            Content: library reserves staff.
Joanne Cannon-Carlson                                                                       System: ITS.




n/a                         n/a                            SFX leads                        Neilref/ Pam Skinner



John Crowley (x4487)                                                                        Eric Loehr (413-585-2969)




Pat Billingsly (x4487)                                                                      Rebecca Pappert (x2885)
      775835e6-d0cb-4b21-8050-9d59703ca676.xls               27                                                                7/24/2011
                                                                Digital Services Inventory
                                                                        Data Fields

                                                                                                              Christina Ryan




                                                                                                              Hillyer: Lisa DeCarolis, Library
                                                                                                              Systems
                                                                                                              Josten: Marlene Wong, Library
Hillyer: Kevin Kanda, Martin                                                                                  Systems
Bimbane                                                                                                       Neilson: Bruce Sajdak, Library
Josten: Martin Bimbane                                                                                        Systems




                                                                               Five College group leader:
                                                                               Christine Turner also Linda
                                                                               Matson (UM-A), Janet Ewing,
                                                                               Brian Kysela (MH), Susan
                                                                               Edwards, Erin Loree (AC),
                               acquisitions staff (vendor contacts, changes in Michael Edwards (HC); DEDCC,
                               subscriptions)                                  RIO                            Sika Berger

                                                                                                              Margy Jessup (technical re:
                                                                                                              InMagic); Library Systems
ITS User Support,                                                                                             (bigger tech issues); Barbara
occasionally for backups       n/a                                          n/a                               Blumenthal (content)



                                                                                                              Libsys; weekend print problems
Kevin Rocha (x4487)                                                                                           x4487




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                   28                                                                 7/24/2011
                                              Digital Services Inventory
                                                      Data Fields




                                                                           libsys@email.smith.edu
                                                                           1. Student assistants 2.
                                                                           Reference Librarian(s) 3.
                                                                           Library Systems
Joanne Cannon-Carlson                                                      (libsys@email.smith.edu)



                                                                           1st level troubleshooting:
                                                                           Neilson Circulation; 2nd level
                                                                           troubleshooting:
                                                                           libsys@email.smith.edu

ITS User Support Center
(x4487)                                                                    libsys@email.smith.edu



                                                                           libsys@email.smith.edu



                                                                           libsys@email.smith.edu


Frank Roach (x4487)                                                        libsys@email.smith.edu


                                                                           Libraries: Rebecca Pappert;
Jo Cannon Carlson, Liane                                                   Technical/Instruction: Liane
Hartman (x4487)                                                            Hartman


   775835e6-d0cb-4b21-8050-9d59703ca676.xls              29                                                 7/24/2011
                                                             Digital Services Inventory
                                                                     Data Fields



                                                                                                       Technical Issues: Eric Loehr
                                                                                                       and Betsy Barone; Problem with
                                                                         Linda Matson/ Umass Amherst   electronic journal: Pam Skinner




                                                                                                       Eric Loehr/ITS

                                                                                                       Margy Jessup; Eric Loehr


                                                                                                       Margy Jessup; Susan Barker
                                                                                                       (image file management);
                                                                                                       Library Systems or ITS (server
                                                                                                       issues, or to restore backups of
                                                                                                       corrupted files)


                            Suggestions are referred to other departments
                            in the libraries as needed, and occasionally
                            another staff member may be asked to
n/a                         respond.                                      n/a                          Betsy Barone




      775835e6-d0cb-4b21-8050-9d59703ca676.xls                              30                                                            7/24/2011
                                                            Digital Services Inventory
                                                                    Data Fields
                                                                      D Bonner
                                                                      dbonner@mtholyoke.edu,
                                                                      Christine Turner
                                                                      cturner@library.umass.edu, Erin
                                                                      Loree eeloree@amherst.edu,
                                                                      Michael
n/a                         n/a                                       EdwardsmaeLO@hampshire.edu Pam Skinner




Media Services (for                                                                                  Jane Clayton; staff/patrons can
equipment rental)                                                                                    also contact the Neilson
mediasvc@email.smith.edu                                              Christine Turner               circulation desk if form is not
(413) 585-2954                                                        cturner@library.umass.edu      working properly.




Media Services (for
equipment rental)
mediasvc@email.smith.edu
(413) 585-2954                                                        Erin Loree eeloree@amherst.edu Jane Clayton



                            Digital Services Team, User Assessment    Michael
n/a                         Team                                      EdwardsmaeLO@hampshire.edu Betsy Barone

                                                                                                     Eric Loehr, Sika Berger, Betsy
                                                                                                     Barone




      775835e6-d0cb-4b21-8050-9d59703ca676.xls                          31                                                             7/24/2011
                                                            Digital Services Inventory
                                                                    Data Fields



                           Pam Skinner and Barbara Polowy are most                                 Shared: Betsy Barone
                           familiar with CMS web interface, although                               (content/interface); Sika Berger
                           others have basic training. [Outside                                    (FYI/system/management); Eric
                           programming consulting from Gravity Switch,                             Loehr (webserver; technical
webmaster; systems staff   Rob Archer]                                   n/a                       support)




webmaster (PHP,            College Relations, Poetry Center, Kahn
webserver)                 Institute, other websites for content         outside: Gravity Switch   Sika Berger




                                                                                                   Josephine Hernandez (item
                                                                                                   retrieval problems); Tara Zidonik
                                                                                                   (Request Item button); Libsys
                                                                                                   (webform)




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                32                                                          7/24/2011
                                                      Digital Services Inventory
                                                              Data Fields


  Date First Implemented             Software                         Software notes                                 Hardware


August 2006 (My Folder,
Email); Save is not yet
functioning.               Aleph, internet browser                                                       PC/Mac




Unknown                    Aleph, internet browser                                                       PC/Mac




August 2006                Aleph, internet browser                                                       PC/Mac




August 2006                Aleph, internet browser                                                       PC/Mac




Expected spring 2007       Aleph, internet browser                                                       PC/Mac




                                                     Groupwise, occaisional updates, needs to be
2004                       Groupwise Proxy
   775835e6-d0cb-4b21-8050-9d59703ca676.xls          configured for proxy settings for contact people.
                                                                      33                                 individual workstations   7/24/2011
                                                           Digital Services Inventory
                                                                   Data Fields
                           GroupWise email,
                           Dreamweaver for php form &                                                        reference desk & other office pcs,
April 2001                 html interface             shared departmental login (neilref)                    webserver, email server



                           Dreamweaver, PHP,              Links to form are included in the content          reference desk & other office pcs,
April 2002                 Groupwise, web browsers        management system.                                 webserver, email server
                                                          Neilref acquired individual instant messaging
                                                          accounts to work with Trillian (yahoo, aim, msn,
                                                          ICQ, IRC). Docutek remotely hosted subscription
                           Trillian (Oct 2006), Docutek   with individual librarian logins. (Plan to drop
                           VRLPlus (Sept 2004-Dec         Docutek and move to IM, Dec 2006). eGain grant-
                           2006), eGain (2002-Aug         funded collaborative late-night project with       reference desk & other office pcs,
April 2002                 2004)                          Wesleyan University.                               webserver



                           GroupWise email,
                           Dreamweaver for php form &                                                        acquisitions & other office pcs,
2002                       html interface                                                                    webserver, email server
                           GroupWise email,
                           Dreamweaver for php form &                                                        acquisitions & other office pcs,
2002                       html interface                                                                    webserver, email server




                                                          Occasional updates required, licensed for 5        software installed on 15-16
2003                       Inmagic                        simultaneous users.                                workstations in SSC/CA




                                                          Occasional updates required, licensed for 5        software installed on 15-16
2000                       Inmagic                        simultaneous users.                                workstations in SSC/CA



March 1998                 MS Excel                                                                          Any networked PC
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                               34                                                                      7/24/2011
                                                                  Digital Services Inventory
                                                                 The site runs Cocoon publishing software that
                                                                            Data Fields
                                                                 applies XSL stylesheets for displaying the finding
                                                                 aids as HTML in any standard web browser.
                                                                 Lucene is the site's search engine. Both Cocoon
                                                                 and Lucene are open source software projects of
9/1/2003                       Apache Cocoon; Lucene             The Apache Software Foundation.                       ?



circa 1994 (in III); 2006 in   OCLC Connexion, ALEPH             Both OCLC Connexion and ALEPH software must PC (with OCLC and Aleph clients
ALEPH                          (serials client)                  be installed on individual workstations     installed)



                               Proprietary software from                                                               Remotely access from vendor
2004?                          vendors, web browsers             Functionality and display varies by vendor            sites




                               Moodle, EZ-Proxy, Contribute,     Secure Shell is used to FTP scanned PDF and
Fall 2000                      Secure Shell                      other files to the media server                       Scanners
                               GroupWise email,
                               Dreamweaver & PHP for
                               reporting form, SFX admin &
                               knowledgebase, ILS & Verde
E-PIP proposed summer          for subscription info; ExLibris
2005; form launched            CRM system for problem            Report form does not automatically "capture" SFX
9/15/2005                      reports                           info.                                            staff pc's, web server


                                                                 Most current release is 4.0b or later; ITS is asked   runs on campus web server
2001                           EZProxy 3.0f                      to install new updates                                (websvr.smith.edu)




September 2006                 Captivate, web browser                                                                  PC/Mac
    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      35                                                                 7/24/2011
                                                            Digital Services Inventory
                                                                    Data Fields

1999                         Illiad, web browser, Aerial                                                         PC/Mac

                                                                                                                 Hillyer: Digital projector, 4 Dell pc
                                                                                                                 workstations, scanner
                                                                                                                 Josten: Digital projector, 1 pc
                                                                                                                 workstation, DVD player
                                                                                                                 (turntables, CD players, audio
                                                                                                                 cassett players)
Hillyer: Fall 2002                                                                                               Neilson: Digital projector, 20 Dell
Josten: Fall 2006                                                                                                pc workstations. one master
Neilson: 1999                                                                                                    computer, printer




                                                            http://66.77.99.12:8331/V (search interface) ;
                                                           http://66.77.99.12:8331/M (admin interface,
                                                           requires login) ; http://support.exlibrisgroup.com/
                                                           (Pivotal e-service CRM, requires login) ; METALIB-
Summer 2004 [never launched Proprietary software from      L@LISTSERV.AMHERST.EDU (Five College                Office and public PC's; system
publicly at Smith]          ExLibris; web browsers         listserv)                                           remotely accessed from ExLibris

                                                           Software lives on P: drive, accessible via multiple
                                                           workstations setup on PCs in Special Colletions
                                                           offices (licensed for 5 simultaneous users).
2003                         InMagic DBTextworks           Upgraded rarely.                                      Installed on PCs in the MRBR




Fall 2005                    Pharos                                                                              Printers, Print release workstation




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                 36                                                                         7/24/2011
                           Firefox, IE, Microsoft Office,    Digital Services Inventory
                           Pharos, Luna Insight,                     Data Fields
                           GroupWise, Quicktime,
                           Adobe Acrobat, Windows
                           Media Player, Real Player,
                           Deep Freeze, McAfee, Index
                           Kewensis, World
                           Development Indicators,                                                             various model Dell PC's, scanners
                           SciFinder Scholar, MDL                                                              (Information Commons and
                           Crossfire, Google Earth,                                                            Hillyer), printers (color and
199?                       Novell (H: drive)                                                                   black/white)

                                                                                                               various model Dell PC's and Mac
                                                                                                               computers; DVD and VHS players;
Spring 2007                ?                                                                                   scanner; color printer
                           Firefox, IE, Microsoft Office,
                           Pharos, Luna Insight,
                           GroupWise, Quicktime,
                           Adobe Acrobat, Windows
                           Media Player, Real Player,
                           Deep Freeze, McAfee, Clean
September 2005             Agent                                                                               D610 Dell laptop PC's
                                                            all network port users need to authenticate with
                                                            their Novell username/password through
2003                       Bluesocket                       Bluesocket via a web browser                       Ethernet cable; PC/Mac

                           Adobe Photoshop, Acrobat
                           Professional, Epson
January 2006               Perfection software                                                                 Epson Perfection 3490



2004                                                                                                           wireless cards; PC/Mac
                                                            all wireless users need to authenticate with their
                                                            Novell username/password through Bluesocket via
January 2003               Bluesocket                       a web browser                                      PC/Mac

                           Web browsers, Word,
                           Write'n'Cite Proxy
                           Configuration Utility, Research ITS and Libraries share support for RefWorks
May 2006                   databases                       through library website                             PC/Mac


   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                 37                                                                 7/24/2011
                                                           Digital Services Inventory
                                                                   Data Fields


                           proprietary software with web
                           admin interface from ExLibris'; Major upgrade to version 3 in summer 2005;
                           support with UNIX; website      previous Five College linking software was from      office PC's; servers are hosted at
Summer 2003                interface                       TDNet (2001-2003)                                    ExLibris




                           NoteTab Pro, Dreamweaver
                           (or other HTMLeditor); WS-
1998                       FTP                                                                                  PC, Smith Web server



                                                          Software lives on P: drive, accessible via multiple
                                                          workstations setup on PCs in Special Colletions
                                                          offices (licensed for 5 simultaneous users).          PCs; scanner; CD and DVD
                                                          Upgraded rarely. Links provided to image              burner; dedicated hard drive
                           InMagic DBTextworks;           thumbnails residing on Smith Web server. Digital      attached to Susan's PC; Smith
2004                       WSFTP                          TIF files stored on external hard drive and CDs       Web server




                           online form to Smith
Spring 2005                Groupwise email                php; html (Dreamweaver)                               office pc's, webserver




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                38                                                                        7/24/2011
                                                               Digital Services Inventory
                                                                       Data Fields



Training in Feb.'06, but not
implemented as of yet
(12/11/06)                     web interface                  Updates by ExLibris periodically (monthly)   office pc's




                               online form to Smith
Fall 2003                      Groupwise email




                               online form to Smith
Fall 2003                      Groupwise email



                               MS Word used for creation of                                                Workstations with internet access
Summer 2001                    test and feedback forms.                                                    required for testing.

                               online form to Smith
2001                           Groupwise email




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                   39                                                               7/24/2011
                                                           Digital Services Inventory
                                                                   Data Fields




                           php, MySQL, html;
                           Dreamweaver with ftp,          Currently version 10, Gravity Switch has updated
                           Photoshop to generate          versions in past. Smith may not distribute
8/1/2001                   graphical headers              software.                                          webserver, office pc's




                           php, MySQL, html:              Gravityswitch designed Content Management
                           Dreamweaver with ftp,          System; college webserver, controlled CMS login,
                           Photoshop, MS Word (drafts),   selective Dreamweaver, Photoshop & Captivate     staff pc's, college web server,
Aug.2001                   MS Excel (log)                 access                                           scanners, digital cameras




                           OPAC, Aleph client for
@2000 (when West St.       processing, website for
Storage started)           webform                                                                           PC/Mac




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                               40                                                                 7/24/2011
                                                          Digital Services Inventory
                                                                  Data Fields


   Maintenance notes (schedule, content updates, software, hardware, etc.)         Annual Budget




Part of regular Aleph updates




Part of regular Aleph updates




Part of regular Aleph updates




occasional updates to Groupwise
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                             41   n/a                   7/24/2011
                                                                  Digital Services Inventory
                                                                          Data Fields

Statistics gathered irregularly.                                                         0



Reference desk staff manage routing and filing requests, and follow up with patron.
Statistics and privacy and policy enforcement managed by Sika Berger.                    0




                                                                                        Trillian ($25/annually),
Subscription services offered premium options for storing transcripts/reply scripts and Docutek (in 2004:
statistics. Co-browsing evolved but never achieved full success.                        $3690)




orders.txt must be cleared frequently                                                    n/a


                                                                                         n/a




Occasional upgrades in software; content updated regularly whenever new material is
accessioned.                                                                        n/a




Occasional upgrades in software; content updated quarterly, sometimes more often         n/a

Separate spreadsheet/document for each year - sorted by date, includes date of
question, patron name, patron group, form of question (telephone, email, in-person),
subject, date of answer and CA staff initials.                                           n/a
    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      42                               7/24/2011
                                                                   Digital Services Inventory
                                                                           Data Fields



UMASS ITS is responsible




Content added daily (Mimi). Periodic upgrades to Connexion client (Jim)              OCLC fee




Mia is primary vendor contact, and receives notices of upgrades.




Groupwise updates (software); regular monitoring of email, and sorting into          libraries staffing + SFX
appropriate folders.                                                                 costs


ongoing database configuration updates (definition files), software updates about
once a year                                                                          paid for by ITS




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                     43                              7/24/2011
                                                                Digital Services Inventory
                                                                        Data Fields
Frequent client updates performed by Libsys (at Neilson, Hillyer and Young); server
hosted at OCLC




Windows and virus updates run automatically every night; other updates are done
several times per semester; PC's are completely re-imaged at least once every
semester




Central Knowledge Base (CKB) updates are routinely handled by ExLibris due to ASP
customer status. E-Journal updates come through SFX. Staff at Amherst College are Five College contract
most up-to-date with MetaLib, but Christine Turner coordinates for Five Colleges. bundles MetaLib as an
Upgraded to v.3.13 in August 2005. V.4 scheduled for release in April 2006/2007.  add-on to SFX.


                                                                                      None (one time
Content updated periodically by Barbara when material is digitized (about once a      purchase plus
month).                                                                               occasional upgrades)




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                    44                            7/24/2011
                                                                    Digital Services Inventory
                                                                            Data Fields




Windows and virus updates run automatically every night; other updates are done
several times per semester; PC's are completely re-imaged at least once every
semester                                                                                    approximately $60,000



Coordination between Library Systems and ETS                                                ?




Windows, virus, and other software updates are done approximately once per month;
laptops are re-imaged at least once per semester




wireless access points (transmitters) in Neilson (3), Hillyer (2), Josten (1), Young (2);
Alumnae Gym has wireless coverage from Media Services (below them)



Software remotely maintained. RefWorks quick to assist with problems
(info@refworks.com)                                                                         ITS manages


   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                         45                              7/24/2011
                                                              Digital Services Inventory
                                                                      Data Fields

Monthly knowledgebase content updates from SFX [currently not much to update
since hosted ASP]. Online support from ExLibris through CRM system requires login;
content and functionality problems are sent through the CRM (Pivotal):             Budgeted at Five College
http://support.exlibrisgroup.com/ Five College information is maintained by Sika   level together with
Berger at http://www.smith.edu/libraries/staff/fivecoll/exlibris/sfx.htm           MetaLib




Emails received by Amy Hague. Web pages and forms updated by Margy (rarely)        0




Susan Barker (data-entry and file management, daily); Amy Hague and occasionally   None (one time
other SSC staff (data-entry for SSC); Margy Jessup (database maintenance, as       purchase plus
needed); Eric Loehr (server problems and software upgrades, rarely)                occasional upgrades)




monitored 3-4 times per day, suggestions receive response in under 24 hours        0




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                   46                              7/24/2011
                                                                    Digital Services Inventory
                                                                            Data Fields



Initial data entry of licensing agreements, contact information, u/p, statistics, usage   Initial purchase price,
reports, simultaneous users, etc will be quite involved and time consuming. After         plus annual maintenance
that, routine updating of information as needed (regularly).                              fees.




Form: edited by Betsy Barone. Content of form: edited by Chris Hannon, Tara
Zidonik and Jane Clayton.




Form: edited by Betsy Barone. Content of form: edited by Chris Hannon, Tara
Zidonik and Jane Clayton.



Usability testing should be done when revisions to the website are made, or areas are
being considered for revision.                                                        n/a

Messages automatically forwarded to Eric Loehr's personal email account. No one
else has proxy access to this account.




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                         47                              7/24/2011
                                                                  Digital Services Inventory
                                                                          Data Fields
Website ouput is updated almost daily to publish/unpublish class guides, online
resources, and FYI entries. Subject entries are revised mainly before and after
summer session. Maintenance of software is required when substantial changes are       Variable. Programming
planned, with assistance from Gravity Switch for programming to date. Minor editing    updates are negotiated
of php files is shared by libraries' web and systems staff. Content is provided by     with CBL as needed
relevant sections in Libraries; subject resources content updates from librarian       (project-based or hourly
liaisons. Sophia Smith Collection's website dynamic content is separately              rate for Gravity Switch
maintained. College-level php version updates are handled by ITS.                      work)




Content updated 1 - 7 or more times / week; php upgrades infrequently on college
schedule for webserver; infrequent editing of php & Dreamweaver templates as
needed with SCL website updates; continuously updated with focus on weekly
rotation of eye-catching images on homepage                                            libraries staffing




Paging slips are run daily. ILL slips are received daily. - excluding weekends.




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                       48                              7/24/2011
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                                                                           Data Fields

                                                        Statistics (link to P:
              Audience / Stakeholders                          drive?)                                       General notes




all Five College Library Catalog users




all patrons with a valid library card (My Account is
associated with library barcode.)




all libraries' users


                                                                                  If patron has trouble requesting an item through the OPAC, circulation
                                                       Tara Zidonik keeps         staff can request/recall/hold Smith items through the GUI. If patron
                                                       statistics. They are not   needs to request an item from one of the other Five Colleges (but
Smith faculty, staff and students. Five College        available on the p:        cannot through the OPAC), circulation staff will generally call the
patrons.                                               drive.                     school directly.



All Five College Library Catalog users. Particular
interest expected from Smith librarians and faculty
involved in collection development.                                               RIO and Five College cataloging committees will set up.




                                                                                  These email accounts are listed on the Libraries' Services page under
All libraries' users
     775835e6-d0cb-4b21-8050-9d59703ca676.xls          none kept                  Contact Information.
                                                                                    49                                                                  7/24/2011
                                                               Digital Services Inventory
                                                                       Data Fields
                                                                            Beginning in 2002 entry has been through a combined format "Need
primarily Smith students, faculty & staff         file:///P:/referenc/E_Ref Help? Ask a Librarian!" page.



                                                                     Successful service, few problems. Privacy compliance underway.
primarily Smith students, faculty & staff         P://REFERENC/E_Ref Service has never been evaluated, nor student feedback gathered.


                                                                            Additional files in P:\WORKGRP\Reference Services Working Group
                                                                            (RSWG); In Dec 2006, moving from subscription to Docutek to instant
                                                                            messaging service using Trillian at which point the "co-browse"
                                                                            feature will be lost (but was not used much anyway). Service has not
primarily Smith students, faculty & staff         file:///P:/referenc/E_Ref been systematically evaluated.




                                                  Groupwise for
Primarily Smith faculty, acquisitions staff       orderreq?                Designed as a stop-gap measure for online ordering.

                                                                           Requests are reviewed by Head of Acquisitions for possible
Library users other than faculty book purchases                            acquisition to the libraries' collection.




CA Staff, public interface for AV and artifacts
databases                                         none




CA Reference Staff                                none
                                                  No separate statics,
                                                  but entries in log are
                                                  numbered for easy        Useful for CA staff to track reference queries, no current plans to
CA Staff                                          tabulation.              upgrade to database format.
    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                 50                                                                    7/24/2011
                                                                    Digital Services Inventory
                                                                            Data Fields


Five College Archives and Special Collections
researchers and reference staff                        ?
                                                       Acquisitions statistics
                                                       kept on paper,
                                                       compiled by Lucinda,
                                                       then given to Jim
all libraries' users                                   (saved on P:?)


                                                                                 MetaLib group considered creating grouped searching of EBSCO
Students, staff, faculty- primarily Smith, reference                             databases. FirstSearch federated searching not implemented due to
and teaching staff.                                                              unpredictable per-search costs.




Smith students, faculty, SCL circulation/reserves                                compiled by each library, reported to Chris Hannon, but published
staff                                                                            where?



                                                                                   New and helpful service for tracking problems. Neilson Reference
                                                       http://www.smith.edu/li Desk staff can often answer user questions. See Neilref folders for
                                                       braries/staff/fivecoll/exli procedures. SFX page includes links to SFX admin and ExLibris
Students, staff, faculty- primarily Smith.             bris/sfx.htm                CRM.

Smith students, faculty, staff, 5 College users
taking Smith classes (anyone with a Novell
account)


                                                       Possibly through Web
all users of the libraries' website, with a focus on   Trends (contact Eric      Website needs more straightforward access to tutorials, with a focus
Smith students, faculty and staff                      Loehr)                    on increasing visibility and easy identification through proper labeling.
    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                        51                                                                       7/24/2011
                                                                    Digital Services Inventory
                                                                            Data Fields
                                                                                Five College Library Catalog not searchable within Illiad. ILL staff
Smith faculty, students, and staff and other College Reports run by Jim         must search FCLC and journal locator to determine the availability of
affiliates                                           Montgomery in Illiad.      items. Zane Daily maintains ILL services in branch libraries.




Smith faculty who want to incorporate some form of
library instruction into courses; Smith students who
participate in library instruction or use workstations
to complete assignments, SCL staff who provide
library instruction and/or train student workers;
Information literacy team



                                                                                Deep linking was promised by ExLibris but did not function before
                                                                                v.3.13. Few MetaLib customers use ASP hosting; Five Colleges hope
                                                                                to move to local hosting. SFX/MetaLib 3-year contract was renewed
                                                                                (for one year?) in spring 2005. MetaLib X-Server and related library
                                                                                user adaptations may improve the product. Open Source work on
                                                                                improved user interface through Moodle or library website could be
[if launched publicly: students, staff, faculty-                                explored in future. MetaLib is required for libraries using the new
primarily Smith, reference and teaching staff]                                  ExLibris interface solution, PRIMO.

                                                         Keeps track of total
                                                         items digitized for      Image files are stored on CDs, printed copy kept as well.
                                                         researchers each year; Occasionally records are shared with Imaging Center for upload to
Reference staff; researchers                             kept in Excel on P drive LUNA Insight (not exported, entered sep. in SnapDragon)




art and science library users




    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                       52                                                                   7/24/2011
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                                                                           Data Fields




Smith students, faculty, staff, 5 College users, the                          Information Commons computers will indluce additional softward
general public                                                                programs.


Smith students, faculty and staff; Five College
students, faculty and staff




Smith students (Faculty and staff are discouraged
from using laptops)                                                           ITS has additional laptops for staff and faculty use.


Smith students, staff, faculty with laptops


Smith students, Five College students, non-Smith                              Workstation prints to Pharos, very successful workaround for a color
library users                                                                 copier.

                                                                              Use has diminished as wireless cards are now standard on most
                                                                              laptops. Additionally, wireless signal is very poor in Josten Library,
Smith students, staff, faculty with laptops                                   which may influence use.

Smith faculty, staff and students who have laptops
with wireless cards


                                                       Jo Cannon Carlson
                                                       manages                Technical help: http://www.smith.edu/its/tara/software/refworks.html;
Smith students, staff, faculty                         administrative role.   Library help:http://www.smith.edu/libraries/research/refworks.htm


   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      53                                                                    7/24/2011
                                                                    Digital Services Inventory
                                                                            Data Fields

                                                                                 Loosely organized group of SCL users post-implementation. E-
                                                                                 Journal list is problematic; citation linker (Find Journals) is preferred at
                                                        Available online but not Smith. Public links from homepage and online catalog + db's
content: all libraries' users; admin: serials, public   yet pursued at Smith     activated as "sources". Login required for Pivotal CRM - cannot view
service and systems staff                               (Sept. '06)              others' reports.




SSC researchers; reference staff                                                    in SSC annual reports




                                                        ssc/ca photo orders         Used in-house only, not available on Web, but is on libraries server
SSC and CA Reference staff; researchers                 tracked in sep db and       (P:) so accessible to any PC with workstation installed. and data can
requesting images; Susan Barker-to fill photo           compiled in Annual          be/has been exported to other systems (e.g. Luna Insight). Thumbnail
orders                                                  Reports                     images are stored on Smith Web server and linked to from db.
                                                        no statistics kept, but
                                                        all suggestions are
                                                        filed, and statistics may
                                                        be obtained by looking
                                                        through the email           The original idea came out of LSC, and was then referred to UAT.
all libraries' users                                    folders.                    Chris H. is copied in on all communication from the suggestion box.




    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                          54                                                                        7/24/2011
                                                            Digital Services Inventory
                                                                      The service
                                                                    Data Fields has been purchased but not yet implemented due to
                                                                       ALEPH taking precedence. Some staff (Pam, Mia, Mimi) received
                                                                       training in Feb.'06. Plan is to enter information manually from order
                                                                       records in III and printed copies of licensing agreements with vendors.
                                                                       Possibly student workers will be able to assist in data entry once
                                                                       routines have been developed. Will include info including: vendor
                                                                       contact info, usage reports, # of simultaneous users, licensing
libraries' staff                               n/a                     restrictions, usernames & passwords, etc.




                                               Statistics available
                                               directly from Jane
Smith faculty, students, and staff             Clayton.




Smith faculty, students, and staff
                                               P:\Digital Services
                                               Team\Web
                                               Coordinating
                                               Committee\Assessmen Requires at least 2 staff members, one to conduct the test, and the
all libraries' users                           t                   other to take notes.


everyone who uses the Libraries' web site




    775835e6-d0cb-4b21-8050-9d59703ca676.xls                             55                                                                      7/24/2011
                                                                   Digital Services Inventory
                                                                           Data Fields
                                                       [no systematic review
                                                       of CMS usage or db
                                                       volume; reflected in     Updates to dynamic page formats (as published through the CMS) are
                                                       website statistics and   coordinated with general website Dreamweaver template updates.
                                                       FYI log; generated       Three password levels of access are available. Content entry format,
                                                       page count roughly       usage instructions, basic style guidelines from CMS launch are
all libraries' users for output; libraries staff for   gauged at site update    maintained at P:\Digital Services Team\Web Coordinating
updating content                                       intervals]               Committee\Maintenance\




                                                       Usage statistics are     File directory: /smith/home/l/library/fyi/ accessed via
                                                       problematic because      http://www.smith.edu/stats/ + Log: P:\Digital Services Team\Web
                                                       the pages are            Coordinating Committee\web assistant\FYI_log.xls (used to search for
                                                       dynamically generated    older FYI entries). A student worker is currently updating the FYI log
Students, staff, faculty- primarily Smith; website     and seldom linked to     once a week. The FYI service will be reviewed for Chris Loring during
visitors, alumnae                                      from other pages.        the Spring semester of 2007.

                                                       Statistics are kept
                                                       manually at West St.
                                                       Number of ILL
                                                       requests, as well as
                                                       number of requests
                                                       from each library's
                                                       storage (Hillyer, Josten, Due to new 'title request' system, West St. received fewer requests
all Five College patrons                               Neilson, Science)         than in the past. West. St. is last in the queue for title requests.




    775835e6-d0cb-4b21-8050-9d59703ca676.xls                                       56                                                                    7/24/2011
                                                                Digital Services Inventory
                                                                        Data Fields
                                                                                                               Relevance to       Training required for
                                                                                        DST Priority (High,   DST (scale: 1-5,     staff to use and/or
                 Problems/comments from dig. service contacts                             Medium, Low)         1 high, 5 low)      maintain? (yes/no)




Save' function problematic.                                                                     M                    3           no




                                                                                                M                    3           no




                                                                                               XL                    5           no




                                                                                                                                 yes (for requesting
                                                                                                M                    5           through GUI)




                                                                                                                                 Cataloging staff need
                                                                                                M                    3           to follow protocols.


Some are checked several times per day (neilcirc), others once a day(josinfo &
hillinfo), and some not regularly (sciinfo), not sure about westinfo. Each department
needs to set up a procedure for monitoring. In compliance with the Libraries' Privacy
Policy, emails should be deleted as soon as the problem is resolved. Email accounts
      proxied, but not all staff have logins.
are 775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      57           XL                    4           no                       7/24/2011
                                                                   Digital Services Inventory
                                                                             Data and
Privacy policy compliance not yet complete. Creation of reference question FAQ Fields
knowledgebase with natural language query is underway. Forms can generate spam
email for Neilref. Wesleyan U-provided php for statistical tracking of live ref clicks has
not been updated nor output analyzed.                                                        XL   3   yes


No systematic coordination between Neilson and other service points (i.e. no direct
forwarding to branch libraries when appropriate). Statistics not regularly kept. Would
be nice if we could somehow capture data from the forms.                                     XL   5   yes




Privacy policy compliance not yet complete. Statistics irregularly gathered. Wesleyan
U-provided php for statistical tracking of live ref clicks has not been updated nor output
analyzed. Popup blockers are a problem.                                                      H    3   yes




No connection between orders.txt and the acquisitions system of the ILS or YBP
electronic ordering. Future promotion of GOBI features may improve service.                  XL   5   yes


                                                                                             XL   5   yes
                                                                                                      yes - various levels
                                                                                                      for data entry (CA
                                                                                                      Staff), database
                                                                                                      maintenance, and
                                                                                                      searching (public
none                                                                                         M    4   interface)
                                                                                                      yes - various levels
                                                                                                      for data entry (CA
                                                                                                      Staff), database
                                                                                                      maintenance, and
                                                                                                      searching (public
none                                                                                         XL   4   interface)


                                                                                                      no (some knowledge
none                                                                                         XL   4   of Excel required)
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                        58                                        7/24/2011
                                                                  Digital Services Inventory
                                                                          Data Fields



                                                                                           XL   3   yes
Currently having multiple display problems for serials in ALEPH: Union view for all
formate appear in one record, confusing; sometimes says "Click here to connect to
Amherst"; etc. 5College Cataloging Ctte is working on it but not highest priority. Also
general curve problems such as not knowing at which level to enter urls (bib or
holdings record), for now just editing/adding links in SFX.                                H    3   yes

Loosely coordinated effort to investigate and promote services. Relates to MetaLib.
No structure is in place to pool teaching and reference librarian preferences for search
options. Works okay with keyword or author searching, but not very well with subject
based searches (different subject descriptors used in different databases).                M    3   yes




                                                                                           XL   4   yes

Not all library staff and patrons are using the problem report form, and some are
sending emails or contacting Pam by phone with problems. So, not all problems are
being recorded in one place for purposes of statistics, analysis, or knowledge base
creation. There is some confusion over responsibility for admin. + need to monitor
updates, ties in with coordination of SFX in general. No SFX statistics are regularly
generated at SCL.                                                                          M    3   yes

There are occasionally problems with off-campus users gaining access (study abroad
and SSW). This is due to users' firewall blocking ports in some cases. There is a
move to change to proxy by domain rather than ports to reduce access issues.               XL   3   yes




                                                                                           H    3   yes
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                       59                      7/24/2011
                                                                   Digital Services Inventory
                                                                           Data Fields

                                                                                             XL   5   yes



Hillyer: The digital projector in the Hillyer space is unreliable and has required several
visits from ITS over the past four months; connections for the network are awkwardly
placed on the east wall so a huge cable runs across the middle of the room; seating is
uncomfortable; many classes are too big for the room
Josten: Limited seating restricts class size
Neilson: Some scheduling conflicts arise at the peak instruction times
Young: There is no suitable library instruction teaching space available at Young.           H    5
At Smith a group of trained staff began implementation for "pilot"subjects,
Government, Philosphy, and Education, with hopes of using deep-linking from subject
pages and class guides. Interested teaching librarians gathered to evaluate and
decided in 2004, re-confirmed decision in 2005, not to continue implementation. The
system didn't offer enough improvement over our dynamic subject pages to warrant
staff time. The user interface is confusing, and remote hosting, results display,
"basket"and my space, DB vendor rights, and login are all problematic. UM-Amherst
tested with two courses and dropped wider implementation. AC is most active in
implementation in order to improve web access to resources by subject. The Five
Colleges will review Metalib in the spring of 2007 when the contract comes up for
renewal.                                                                                     XL   5   yes


No secure backup for image files. MRBR does not have thumbnail images linked to
the db, although they will be looking into doing that. Need additional training on
software, not used often enough to become comfortable.                                       M    2   yes




                                                                                             XL   5   yes




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                        60                       7/24/2011
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                                                                          Data Fields




                                                                                          M    2   yes



                                                                                          H    1   yes




                                                                                          XL   5   yes


                                                                                          M    2   no



                                                                                          XL   5   yes



                                                                                          XL   5   yes


                                                                                          M    2   no



Liaisons need periodic training. ITS provides group instruction but no individual
assistance.                                                                               XL   4   yes


   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                         61                   7/24/2011
Public & Staff Problem/Comment report form:                      Digital Services Inventory
http://www.smith.edu/libraries/forms/sclinks.htm applies to SFX and other e-journal
                                                                           Data Fields
issues. No regular process for review and evaluation of the system is in place; work to
fine-tune and improve menu logic and presentation is performed ad hoc - at first by
members of WCC, but currently not well-coordinated. The SFX knowledgebase
supplies data for MetaLib. Connections are made from Aleph also. Verde integration
to come? Sources are activated through SFX and contact with db vendors. Five
Colleges may move to local hosting to improve functionality of MetaLib as well. No
statistics are being kept.                                                                H    3   yes




                                                                                          XL   4




                                                                                                   yes (knowledge of
                                                                                          XL   4   html forms)

                                                                                          XL   4




 Need more secure system for storing larger image files. Hard drive and CD backups
not ideal for longterm preservation of digital assets. Needs better quality control and
standardization for metadata.                                                             M    2   yes



Original plan for group management of suggestions has migrated to one individual.
Suggestions are referred for follow-up as needed. Useful sourse of information for
website improvement.                                                                      XL   3   yes




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      62                                    7/24/2011
                                                                Digital Services Inventory
                                                                        Data Fields
Much of the information that will go into Verde has been stored in the order records in
III, which will become unavailable in March. It is unknown how much of that
information has transferred over to ALEPH, but Pam is investigating. She is orking with
Jim about running lists (to place into
spreadsheets) so that we can preserve the e-resource details in order records. They
are testing some sample titles, and the running of the lists
appears not to be quite as bad as thought. (12/13/06)                                     H    4   yes




                                                                                          XL   5   yes




                                                                                          XL   5   yes



Preparing the forms for testing, and compiling the results, can be labor intensive.
Testing should be done more regularly.                                                    H    1   yes
All sorts of questions are sent via this form; more and more offensive SPAM is being
sent here. Messages sent here should be regularly checked (along with the quarantine
area), by more than one person.                                                           XL   3   no




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                     63                       7/24/2011
                                                                   Digital Services Inventory
Limited staff skills with php/MySQL. Complex file structures pose challenges for Fields
                                                                               Data
updating the CMS. Dynamic subject and category page structure has limitations, little
flexibility; benefits for automatic updating of digital db resources are considerable. High
& Low priorities not being used consistently across subjects. Subject pages not
consistent in length or scope. No data linkage with Aleph, Verde, or other systems.
Maintenance and management moved from the Web Redesign Team to Web
Coordinating Committee in 2002. New 2006 structure + connections with DST have
yet to be decided (as of Oct. 2006). Current system does not have a tool for class
guides, but would require pipeline from ALEPH for print sources. May consider move
to open source CMT system, if all data can be migrated.                                       M   1   yes

Original plan for coordinated management failed. Betsy Barone now handles many
entries. SCL contributors need frequent reminders to supply info, wording, images in
advance. Random display is compromised with publication of multiple entries per
category. Staff would like automatic archiving or complete listing of all current events
and exhibitions. Static Events, Exhibitions & News page addresses some need but it's
labor intensive, and is updated manually as needed (approx. once a month). The
CMT is not searchable, except using "Edit>Find on page" which only brings keywords
found in FYI titles, not the full text of the entry. A review of the service and report to
Chris Loring is planned for 2007.                                                             M   3   yes




Service conducted by Science Library Students and Staff (shelving, retrieving
requests, processing requests). Each Library (Hillyer, Josten, Science) is responsible
for stacks maintenance.                                                                       M   5   yes




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                        64                       7/24/2011
                                              Digital Services Inventory
                                                      Data Fields


Training contact




Lisa DeCarolis,
Tara Zidonik,
Josephine
Hernandez, Janet
Spongberg, Chris
Hannon




Jim Montgomery




   775835e6-d0cb-4b21-8050-9d59703ca676.xls              65                7/24/2011
                                              Digital Services Inventory
                                                      Data Fields

Sika Berger




Sika Berger

Rebecca Pappert
(for now-will
probably be Info
Commons
Librarian
eventually)

form: Betsy
Barone;
processing: Rose
Marie Glavikas;
ftp: Betsy Barone

form: Betsy
Barone;



Nanci (content);
Margy Jessup
(technical)



Nanci (content);
Margy Jessup
(technical)



Nanci Young
   775835e6-d0cb-4b21-8050-9d59703ca676.xls              66                7/24/2011
                                              Digital Services Inventory
                                                      Data Fields




Mimi Lempart or
Jim Montgomery




Pam Skinner




Eric Loehr / Pam
Skinner ?



Eric Loehr

Liane Hartman: to
obtain password
to Element K
tutorials.
   775835e6-d0cb-4b21-8050-9d59703ca676.xls              67                7/24/2011
                                              Digital Services Inventory
                                                      Data Fields
Chris Ryan, Zane
Daily




Sika Berger


Margy Jessup and
Barbara
Blumenthal
Libsys for basic
operations; all
maintenance
performed by
Libsys




   775835e6-d0cb-4b21-8050-9d59703ca676.xls              68                7/24/2011
                                              Digital Services Inventory
                                                      Data Fields




Libsys




Neilson circuation;
Library Systems:
Eric Loehr,
Marlene Znoy,
Molly Twarog



Library Systems:
Eric Loehr,
Marlene Znoy,
Molly Twarog
Library Systems:
Eric Loehr,
Marlene Znoy,
Molly Twarog




Library staff:
Rebecca Pappert;
all others: Liane
Hartman


   775835e6-d0cb-4b21-8050-9d59703ca676.xls              69                7/24/2011
                                              Digital Services Inventory
                                                      Data Fields



Eric Loehr, Betsy
Barone, Mimi
Lempart




Margy Jessup or
Susan Barker




Betsy Barone




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                                              Digital Services Inventory
                                                      Data Fields



Pam Skinner,
Mimi Lempart,
Mia Brazill

Procedures
related to video
services: Tara
Zidonik. Setting
up proxy access
to webform email:
Eric Loehr.

Procedures
related to video
services: Tara
Zidonik. Setting
up proxy access
to webform email:
Eric Loehr.




Betsy Barone




   775835e6-d0cb-4b21-8050-9d59703ca676.xls              71                7/24/2011
                                               Digital Services Inventory
                                                       Data Fields

Betsy Barone for
resource content
& web interface;
Eric Loehr & Sika
Berger for php
files, Sika for FYI
and management




Sika Berger




Josephine
Hernandez, Janet
Spongberg




    775835e6-d0cb-4b21-8050-9d59703ca676.xls              72                7/24/2011
Digital Services Inventory - sorted by Relevance,
then Priority (color coded by Relevance)
If you update this spreadsheet, be sure to save a read-only version at P:\awebsite\staff\committees\dst\services\DigitalServicesInve
                                                         Relevance to DST (scale: 1-   DST Priority (High,
Name of Digital Service                                       5, 1 high, 5 low)          Medium, Low)


Physical Service Points: Information Commons                         1                         H

Website assessment and usability testing                             1                         H

Website: Content Management System                                   1                         M

MRBR Photo Database                                                  2                         M
Physical Service Points: Hardware/software
available at Smith workstations                                      2                         M

Physical Service Points: Network port access                         2                         M

Physical Service Points: Wireless network access                     2                         M

SSC&CA Digital Image Database                                        2                         M

Ask A Librarian: Virtual/Chat Reference                              3                         H
Cataloging of Electronic Resources in Five College
Library Catalog                                                      3                         H

Instructional tutorials (Captivate)                                  3                         H

SFX/SCLinks                                                          3                         H
ALEPH - My Library patron services: My Folder &
Email/Save                                                           3                         M

ALEPH - My Library patron services: Alerts                           3                         M

Aleph OPAC New Titles services                                       3                         M

Database federated search options                                    3                         M

E-Resource Problem Reports                                           3                         M

Website: FYI                                                         3                         M

Ask a Librarian: E-Mail Reference Question Form                      3                        XL
CA/SSC/MRBR - Five College Archives and
Manuscripts (online finding aids database)                           3                        XL

EZProxy                                                              3                        XL

Suggestion Box                                                       3                        XL

Website: Comments to Webmaster                                       3                        XL

Verde (Electronic Resource Management)                               4                         H
CA Collections databases (Accessions,
Audiovisuals, Artifacts)                                             4                         M
Ask A Librarian: Email contacts (sciinfo, hillinfo,
westinfo, josinfo, neilcirc etc)                                     4                        XL
CA informational database (Alumnae, Faculty,
Memorials)                                                           4                        XL
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                73                                                7/24/2011
CA Reference Log                                           4   XL

E-reserves                                                 4   XL

RefWorks bibliographic management software                 4   XL
SSC Collections database (Collections, Accessions,
Audiovisuals)                                              4   XL

SSC email reference service                                4   XL

SSC People database                                        4   XL

Library Instruction Classrooms                             5   H

ALEPH - My Library patron services: Request Item           5   M
West Street Storage - faxed articles/books from
storage                                                    5   M
ALEPH - My Library patron services: Renew Items
and View Fines                                             5   XL

Ask a Librarian: Research appointment registration         5   XL

Book/Media order form (for faculty)                        5   XL

Book/Media suggestion form (for library patrons)           5   XL

Interlibrary Loan                                          5   XL
MetaLib/CrossSearch (Ex Libris federated search
software)                                                  5   XL
Physical Service Points: Color printing
(Hillyer/Young)                                            5   XL

Physical Service Points: Laptop Loan program               5   XL

Physical Service Points: Scanning Station (Hillyer)        5   XL

Physical Service Points: Wireless card loan                5   XL

Video Booking Form                                         5   XL

Video Rental Form                                          5   XL




   775835e6-d0cb-4b21-8050-9d59703ca676.xls           74            7/24/2011
Digital Services Inventory - sorted by Priority,
then Relevance (color coded by Priority)
If you update this spreadsheet, be sure to save a read-only version at P:\awebsite\staff\committees\dst\services\DigitalServicesInve
                                                          DST Priority (High, Medium,   Relevance to DST (scale: 1-
Name of Digital Service                                              Low)                    5, 1 high, 5 low)


Physical Service Points: Information Commons                          H                             1

Website assessment and usability testing                              H                             1

Ask A Librarian: Virtual/Chat Reference                               H                             3
Cataloging of Electronic Resources in Five College
Library Catalog                                                       H                             3

Instructional tutorials (Captivate)                                   H                             3

SFX/SCLinks                                                           H                             3

Verde (Electronic Resource Management)                                H                             4

Library Instruction Classrooms                                        H                             5

Website: Content Management System                                    M                             1

MRBR Photo Database                                                   M                             2
Physical Service Points: Hardware/software
available at Smith workstations                                       M                             2

Physical Service Points: Network port access                          M                             2

Physical Service Points: Wireless network access                      M                             2

SSC&CA Digital Image Database                                         M                             2
ALEPH - My Library patron services: My Folder &
Email/Save                                                            M                             3

ALEPH - My Library patron services: Alerts                            M                             3

Aleph OPAC New Titles services                                        M                             3

Database federated search options                                     M                             3

E-Resource Problem Reports                                            M                             3

Website: FYI                                                          M                             3
CA Collections databases (Accessions,
Audiovisuals, Artifacts)                                              M                             4

ALEPH - My Library patron services: Request Item                      M                             5
West Street Storage - faxed articles/books from
storage                                                               M                             5

Ask a Librarian: E-Mail Reference Question Form                      XL                             3
CA/SSC/MRBR - Five College Archives and
Manuscripts (online finding aids database)                           XL                             3

EZProxy                                                              XL                             3

Suggestion Box                                                       XL                             3
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                75                                                    7/24/2011
Website: Comments to Webmaster                             XL   3
Ask A Librarian: Email contacts (sciinfo, hillinfo,
westinfo, josinfo, neilcirc etc)                           XL   4
CA informational database (Alumnae, Faculty,
Memorials)                                                 XL   4

CA Reference Log                                           XL   4

E-reserves                                                 XL   4

RefWorks bibliographic management software                 XL   4
SSC Collections database (Collections, Accessions,
Audiovisuals)                                              XL   4

SSC email reference service                                XL   4

SSC People database                                        XL   4
ALEPH - My Library patron services: Renew Items
and View Fines                                             XL   5

Ask a Librarian: Research appointment registration         XL   5

Book/Media order form (for faculty)                        XL   5

Book/Media suggestion form (for library patrons)           XL   5

Interlibrary Loan                                          XL   5
MetaLib/CrossSearch (Ex Libris federated search
software)                                                  XL   5
Physical Service Points: Color printing
(Hillyer/Young)                                            XL   5

Physical Service Points: Laptop Loan program               XL   5

Physical Service Points: Scanning Station (Hillyer)        XL   5

Physical Service Points: Wireless card loan                XL   5

Video Booking Form                                         XL   5

Video Rental Form                                          XL   5




   775835e6-d0cb-4b21-8050-9d59703ca676.xls           76            7/24/2011
t\services\DigitalServicesInventory.xls




             775835e6-d0cb-4b21-8050-9d59703ca676.xls   77   7/24/2011
775835e6-d0cb-4b21-8050-9d59703ca676.xls   78   7/24/2011
Digital Services Inventory - With Problems, Priority, and Relevance Services Inventory
                                                             Digital
                                                                       P:\awebsite\staff\committees\dst\services\DigitalServicesInventory.xls
If you update this spreadsheet, be sure to save a read-only version atData Fields
                                                                                                                                             Relevance to DST
                                                                                                                      DST Priority (High,   (scale: 1-5, 1 high, 5
Name of Digital Service                       Problems/comments from dig. service contacts                              Medium, Low)                 low)
ALEPH - My Library
patron services: My
Folder & Email/Save         Save' function problematic.                                                                       M                       3
ALEPH - My Library
patron services: Alerts     0                                                                                                 M                       3

ALEPH - My Library
patron services: Renew
Items and View Fines     0                                                                                                   XL                       5
ALEPH - My Library
patron services: Request
Item                     0                                                                                                    M                       5
Aleph OPAC New Titles
services                 0                                                                                                    M                       3
                         Some are checked several times per day (neilcirc), others once a day(josinfo &
Ask A Librarian: Email   hillinfo), and some not regularly (sciinfo), not sure about westinfo. Each department
contacts (sciinfo,       needs to set up a procedure for monitoring. In compliance with the Libraries' Privacy
hillinfo, westinfo,      Policy, emails should be deleted as soon as the problem is resolved. Email accounts
josinfo, neilcirc etc)   are proxied, but not all staff have logins.                                                         XL                       4
                         Privacy policy compliance not yet complete. Creation of reference question FAQ and
Ask a Librarian: E-Mail  knowledgebase with natural language query is underway. Forms can generate spam
Reference Question       email for Neilref. Wesleyan U-provided php for statistical tracking of live ref clicks has
Form                     not been updated nor output analyzed.                                                               XL                       3
Ask a Librarian:         No systematic coordination between Neilson and other service points (i.e. no direct
Research appointment     forwarding to branch libraries when appropriate). Statistics not regularly kept. Would
registration             be nice if we could somehow capture data from the forms.                                            XL                       5
                         Privacy policy compliance not yet complete. Statistics irregularly gathered. Wesleyan
Ask A Librarian:         U-provided php for statistical tracking of live ref clicks has not been updated nor output
Virtual/Chat Reference   analyzed. Popup blockers are a problem.                                                              H                       3
Book/Media order form No connection between orders.txt and the acquisitions system of the ILS or YBP
(for faculty)            electronic ordering. Future promotion of GOBI features may improve service.                         XL                       5

Book/Media suggestion
form (for library patrons) 0                                                                                                 XL                       5
CA Collections
databases (Accessions,
Audiovisuals, Artifacts) none                                                                                                 M                       4

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CA informational                                                 Digital Services Inventory
database (Alumnae,                                                       Data Fields
Faculty, Memorials)        none                                                                                         XL   4
CA Reference Log           none                                                                                         XL   4
CA/SSC/MRBR - Five
College Archives and
Manuscripts (online
finding aids database)   0                                                                                              XL   3
                         Currently having multiple display problems for serials in ALEPH: Union view for all
                         formate appear in one record, confusing; sometimes says "Click here to connect to
Cataloging of Electronic Amherst"; etc. 5College Cataloging Ctte is working on it but not highest priority. Also
Resources in Five        general curve problems such as not knowing at which level to enter urls (bib or
College Library Catalog holdings record), for now just editing/adding links in SFX.                                     H    3

                           Loosely coordinated effort to investigate and promote services. Relates to MetaLib.
                           No structure is in place to pool teaching and reference librarian preferences for search
Database federated         options. Works okay with keyword or author searching, but not very well with subject
search options             based searches (different subject descriptors used in different databases).                  M    3
E-reserves                 0                                                                                            XL   4
                           Not all library staff and patrons are using the problem report form, and some are
                           sending emails or contacting Pam by phone with problems. So, not all problems are
                           being recorded in one place for purposes of statistics, analysis, or knowledge base
                           creation. There is some confusion over responsibility for admin. + need to monitor
E-Resource Problem         updates, ties in with coordination of SFX in general. No SFX statistics are regularly
Reports                    generated at SCL.                                                                            M    3

                           There are occasionally problems with off-campus users gaining access (study abroad
                           and SSW). This is due to users' firewall blocking ports in some cases. There is a
EZProxy                    move to change to proxy by domain rather than ports to reduce access issues.                 XL   3
Instructional tutorials
(Captivate)                0                                                                                            H    3
Interlibrary Loan          0                                                                                            XL   5
                           Hillyer: The digital projector in the Hillyer space is unreliable and has required several
                           visits from ITS over the past four months; connections for the network are awkwardly
                           placed on the east wall so a huge cable runs across the middle of the room; seating is
                           uncomfortable; many classes are too big for the room
                           Josten: Limited seating restricts class size
Library Instruction        Neilson: Some scheduling conflicts arise at the peak instruction times
Classrooms                 Young: There is no suitable library instruction teaching space available at Young.           H    5




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                      80                                              7/24/2011
                                                                  Digital Services "pilot"subjects,
                           At Smith a group of trained staff began implementation forInventory
                           Government, Philosphy, and Education, with hopes of using deep-linking from subject
                                                                           Data Fields
                           pages and class guides. Interested teaching librarians gathered to evaluate and
                           decided in 2004, re-confirmed decision in 2005, not to continue implementation. The
                           system didn't offer enough improvement over our dynamic subject pages to warrant
                           staff time. The user interface is confusing, and remote hosting, results display,
                           "basket"and my space, DB vendor rights, and login are all problematic. UM-Amherst
                           tested with two courses and dropped wider implementation. AC is most active in
MetaLib/CrossSearch        implementation in order to improve web access to resources by subject. The Five
(Ex Libris federated       Colleges will review Metalib in the spring of 2007 when the contract comes up for
search software)           renewal.                                                                              XL   5
                           No secure backup for image files. MRBR does not have thumbnail images linked to
                           the db, although they will be looking into doing that. Need additional training on
MRBR Photo Database        software, not used often enough to become comfortable.                                M    2
Physical Service Points:
Color printing
(Hillyer/Young)          0                                                                                       XL   5

Physical Service Points:
Hardware/software
available at Smith
workstations             0                                                                                       M    2

Physical Service Points:
Information Commons      0                                                                                       H    1

Physical Service Points:
Laptop Loan program      0                                                                                       XL   5

Physical Service Points:
Network port access      0                                                                                       M    2
Physical Service Points:
Scanning Station
(Hillyer)                0                                                                                       XL   5

Physical Service Points:
Wireless card loan       0                                                                                       XL   5

Physical Service Points:
Wireless network access 0                                                                                        M    2

RefWorks bibliographic Liaisons need periodic training. ITS provides group instruction but no individual
management software     assistance.                                                                              XL   4
   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                81                                             7/24/2011
                          Public & Staff Problem/Comment report form: Services Inventory
                                                               Digital
                          http://www.smith.edu/libraries/forms/sclinks.htm applies to SFX and other e-journal
                                                                         Data Fields
                          issues. No regular process for review and evaluation of the system is in place; work to
                          fine-tune and improve menu logic and presentation is performed ad hoc - at first by
                          members of WCC, but currently not well-coordinated. The SFX knowledgebase
                          supplies data for MetaLib. Connections are made from Aleph also. Verde integration
                          to come? Sources are activated through SFX and contact with db vendors. Five
                          Colleges may move to local hosting to improve functionality of MetaLib as well. No
SFX/SCLinks               statistics are being kept.                                                                H    3
SSC Collections
database (Collections,
Accessions,
Audiovisuals)             0                                                                                         XL   4
SSC email reference
service                0                                                                                            XL   4
SSC People database    0                                                                                            XL   4
                        Need more secure system for storing larger image files. Hard drive and CD backups
SSC&CA Digital Image   not ideal for longterm preservation of digital assets. Needs better quality control and
Database               standardization for metadata.                                                                M    2
                       Original plan for group management of suggestions has migrated to one individual.
                       Suggestions are referred for follow-up as needed. Useful sourse of information for
Suggestion Box         website improvement.                                                                         XL   3
                       Much of the information that will go into Verde has been stored in the order records in
                       III, which will become unavailable in March. It is unknown how much of that
                       information has transferred over to ALEPH, but Pam is investigating. She is orking with
                       Jim about running lists (to place into
                       spreadsheets) so that we can preserve the e-resource details in order records. They
Verde (Electronic      are testing some sample titles, and the running of the lists
Resource Management) appears not to be quite as bad as thought. (12/13/06)                                          H    4
Video Booking Form     0                                                                                            XL   5
Video Rental Form      0                                                                                            XL   5
Website assessment and Preparing the forms for testing, and compiling the results, can be labor intensive.
usability testing      Testing should be done more regularly.                                                       H    1
                       All sorts of questions are sent via this form; more and more offensive SPAM is being
Website: Comments to sent here. Messages sent here should be regularly checked (along with the quarantine
Webmaster              area), by more than one person.                                                              XL   3




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                   82                                             7/24/2011
                                                              Digital Services Inventory
                                                                           file structures
                        Limited staff skills with php/MySQL. Complex Data Fieldspose challenges for
                        updating the CMS. Dynamic subject and category page structure has limitations, little
                        flexibility; benefits for automatic updating of digital db resources are considerable. High
                        & Low priorities not being used consistently across subjects. Subject pages not
                        consistent in length or scope. No data linkage with Aleph, Verde, or other systems.
                        Maintenance and management moved from the Web Redesign Team to Web
                        Coordinating Committee in 2002. New 2006 structure + connections with DST have
                        yet to be decided (as of Oct. 2006). Current system does not have a tool for class
Website: Content        guides, but would require pipeline from ALEPH for print sources. May consider move
Management System       to open source CMT system, if all data can be migrated.                                       M   1

                        Original plan for coordinated management failed. Betsy Barone now handles many
                        entries. SCL contributors need frequent reminders to supply info, wording, images in
                        advance. Random display is compromised with publication of multiple entries per
                        category. Staff would like automatic archiving or complete listing of all current events
                        and exhibitions. Static Events, Exhibitions & News page addresses some need but it's
                        labor intensive, and is updated manually as needed (approx. once a month). The
                        CMT is not searchable, except using "Edit>Find on page" which only brings keywords
                        found in FYI titles, not the full text of the entry. A review of the service and report to
Website: FYI            Chris Loring is planned for 2007.                                                             M   3
West Street Storage -   Service conducted by Science Library Students and Staff (shelving, retrieving
faxed articles/books    requests, processing requests). Each Library (Hillyer, Josten, Science) is responsible
from storage            for stacks maintenance.                                                                       M   5




   775835e6-d0cb-4b21-8050-9d59703ca676.xls                                   83                                              7/24/2011

				
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