3 Technical Services
In February the previously separated Caulfield and Clayton Technical Services
Departments moved together into the Information Services Building (ISB). One
main advantage gained has been the re-equipping of most staff with individual PC
workstations to University DITS (Desktop Information Technology Strategy)
standards. In the previous accommodation it was necessary for some staff to
share PCs. This provision has allowed a number of improvements to workflow,
including direct online input of cataloguing data to ABN (Australian
Bibliographic Network) by cataloguers who previously produced handwritten data
input sheets. The information technology upgrade has also facilitated networking
to the individual workstation of essential tools such as LCSH (Library of
Congress Subject Headings)and GBIP (Global Books In Print). The provision of
Netscape for browsing the Internet has also allowed Technical Services to take
advantage of Internet resources in an easy manner. Although the move to the new
premises resulted in a 31% reduction in productivity for January/February 1995
in comparison with 1994, the tremendous efforts of all staff assisted by the new
equipment and new workflows had reduced the disparity to only 9% by November 31.
3.1 Staffing
The temporary loss of productivity as a result of the move to new accommodation
was compounded by the contribution from Technical Services of $50,000 to the
Library's 1995 salary savings target. A number of vacancies were temporarily
frozen with some penalty to services to the branch libraries. Significant
attention has been given to gathering data on the unit cost of Technical
Services processes and some structural change to the Technical Services staffing
profile has reduced ongoing costs.
3.2 Library Databases
Work has been carried forward on retrospective conversion of those Library
catalogue records which do not meet even minimum cataloguing standards. Research
libraries which do not face this need are rare. At Monash priority is being
given to those serial records which were originally loaded to PALS from the then
only available minimal inventory records carrying abbreviated titles and lacking
essential access points. Despite the staffing pressures on the Division outlined
above sufficient resources have been redirected to achieve retrospective
conversion of approximately another 1150 titles. Continuation of the project was
ensured in the latter part of the year by the allocation of $40,000 from the
Library's share of University Quality Funds and matching grants from the Branch
Libraries. Attention has also been given to selective retrospective upgrading of
substandard monograph records brought to the attention of Technical Services by
Circulation and Reserve. An in house project has upgraded 2000 records and
provided useful cost data for future planning. The fact that pre 1981 materials
have either no record or a sub standard record in the catalogue remains a
disadvantage to Monash Library users.
At present the Library catalogue is updated by monthly tapes of catalogue
records from ABN. Progress has been made with down loading catalogue records at
the order stage which means that an indexed catalogue record is available when
the ordered books arrive, and the catalogue broadened to include on order
materials. Although progress has been made, the PALS procedures for the import
of data are not state of the art.
3.3 Cataloguing of Virtual Resources
Attention has been concentrated on the role of Technical Services in delivering
virtual library resources to users wherever the are. Procedures have been
developed not only for acquiring electronic journals, but also for 'bookmarking'
Internet resources in the Library catalogue. The Library Home Page can thus
function as a virtual shelf for those resources most appropriate to Monash
users. Attaching the World Wide Web front end to the online catalogue allows
hotlinking from the catalogue record to the electronic resource. This is very
efficient for the user and hugely extends the role of the catalogue in accessing
material.
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