Updated PACE Document

 

PACE Initiatives

Executive Summary

Academic Administration and Support

 

Updated 2-22-2010

 

In follow-up to the recommendations of the PACE Committee, the university librarians (ULAC) have taken steps on each of the recommendations. A summary of those steps and any potential savings are noted below for each recommendation.

Idea

1 Rapid Delivery of Library Materials among UNC Campuses (Courier Service)

In order to avoid expending funds that highly duplicates collections, UNC campuses

utilize an interlibrary loan system, processing approximately 50,000 items annually. The

current interlibrary loan system is slower than it could be. The system libraries would

contract with a courier service to improve delivery times from the current level of 7-14

days to 2 days or less.

Recommendation: Go

 

UPDATE: 9/22/08 ULAC has contracted with UPS to serve all the campuses in a single system-wide contract. The service should be available in one-two weeks. UPS Ground is guaranteeing two day delivery to all UNC campuses.  Estimated cost savings is determined in combination with Recommendation #2.

 

UPDATE: 2/17/09 Courier service is now available and being utilized and refined. This service is growing in use.

 

Update 2/22/10: The grant support for the UPS delivery service ended October 30, 2009. From that point forward, each institution became responsible for its own mailing expenditures. However, the special pricing UPS offered initially remains in effect.  Any institution that continues to use UPS will enjoy this discounted rate - roughly $5 per package.

 

 

2 One Library Catalog System

Within UNC system libraries, there are three different library catalog systems and there is

currently no mechanism to easily search across all library catalogs by users. The system

libraries would implement a virtual union catalog that supports searching and requesting

across all UNC libraries by a user at any library in the system.

Recommendation: Go

 

The virtual union catalog has been acquired with the help of a one-time allocation by General Administration with year-end funds and a federal Library and Services Technology grant. Estimated cost savings for recommendations #1 and #2 has been calculated in two ways.

If cost savings/avoidance is based on increased usage, the savings is $484,633 per year. If estimate is based on ALL transactions (current usage plus increased usage), the cost savings is $3,558,675 per year.

 

A decision was made at the 3-20-2008 ULAC meeting to go with the OCLC Group Cat and VDX product. A Steering Committee is being appointed to work with Terry Brandsma (UNCG) and James Harper (NCSU).

 

 UPDATE: 9/22/08 WorldCat Navigator (one system virtual catalog) is scheduled to be delivered in March 2009. VDX, now called NRE (Navigator Request Engine) will be integrated into the Navigator product and will allow for unmediated interlibrary loan.

 

UPDATE: 2/17/09 Much work and progress has been made. Product is now scheduled to be delivered in June 2009.

Update 2/22/10: UNC Library Express was launched January1, 2010. For decades the research and academic libraries across the University of North Carolina system have leveraged their collections and those of other research libraries in the region to reduce costs and make the greatest range of materials available to faculty and students. Now, with one easy system on the Web, patrons can search the library catalogs of all seventeen schools in the UNC system and have materials they need delivered in a matter of days.

“ UNC Library Express” improves the discoverability of library materials available across the state, creating a virtual library throughout the UNC system and making better use of our universities’ resources by making them easy to find and to obtain.

Students, faculty, and staff at UNC institutions can link to UNC Library Express through their online catalog and choose from resources available across the UNC system. See (http://www.lib.ncsu.edu/catalog) as an example. Books and other items are then delivered by UPS Ground service, usually within two days of the request. The end result: UNC Library Express increases the amount and variety of books and other resources available to all members of the UNC community, whether they are engaged in teaching and learning on campus or through distance education.

UNC Library Express supports the ongoing University of North Carolina Tomorrow initiative, which calls for addressing constituents’ needs from a system perspective, maximizing resources and efficiency, and avoiding unnecessary duplication. The wealth of information that can be tapped from the seventeen libraries’ combined collections will facilitate achievements in all of the targeted areas of that initiative, including improvement of public education, economic transformation, health, environment, and outreach and engagement. By increasing statewide access to critical educational and research materials, UNC Library Express also meets several of the key goals laid out in the 2006 President’s Advisory Committee on Efficiency and Effectiveness (PACE) report.

3 Centralized Approval Contract for UNC Libraries

Libraries within the UNC system individually profile books for approval plans through

several different vendors. In this individual library approach, larger libraries have better

buying power than smaller ones due to their purchase volume. The UNC libraries would

first study and, if advantageous, implement a contract with one established vendor to

leverage buying power while allowing individual libraries to structure their profile to

meet local campus needs. The arrangement will allow all libraries to leverage their

buying power as the larger libraries.

 

Recommendation: Further Study

 

An implementation team is working with David Goldsmith as Chair to obtain a consortia discount plan with YPB.  This will be opt-in and not mandatory. 

 

UPDATE: 9/22/08 Negotiations are still taking place with YPB and issues are expected to be resolved shortly.

 

UPDATE: 2/17/09 Issues concerning rates of discount and shipping are still being negotiated. The larger issues of how this new plan can be most advantageous in terms of coordinated collection development need to be discussed in a larger group. A separate meeting/summit to discuss this was suggested.

 

Update 2/22/10: Not discussed.

 

4 UNC Libraries Coordinated Purchasing of Electronic Resources

For over 15 years UNC libraries have been licensing use of electronic resources. Most

libraries are members of multiple consortia with some being centrally funded such as NC

LIVE and others funded by the respective member libraries in the consortia. UNC

libraries in the system should continue to coordinate their purchases of electronic titles to

negotiate additional savings that can be identified. UNC libraries are encouraged to seek

ways to expand NC LIVE to grow its collective electronic resource base beyond its

current levels, particularly in system-wide high priority areas.

Recommendation: Go

 

The new NC LIVE director has been very responsive to the needs of ULAC and will continue to pursue additional purchases for the consortium. In addition, a matching grant ($100,000) from the federal government was received to increase purchases for the NC LIVE consortium.

 

UPDATE: 9/22/08 No new update was necessary. Things are progressing well.

 

UPDATE: 2/17/09 No new information was presented.

 

2/22/10: Not discussed.

 

 

5 Remote Storage Facility for Library Materials

Although electronic resources are increasing, the volume of print materials that need to

be stored is significant and UNC libraries are rapidly running out of space to store

acquisitions. A secure, climate controlled central storage facility that can house 8 million

volumes would be constructed to house lesser used books and journals. The centrally

stored material would be accessible to users across the system via delivery to a requesting

library.

Recommendation: Go

 

Funding is in the revised March 2008 Six-Year Appropriated Capital Improvements Priorities 2007-2013 Worksheet. Seed funding in 2009-10, and full funding in 2010-2011. 

 

UPDATE: 9-22-08 Each UNC library will determine their needs for a storage facility. A speaker on remote storage sites will be invited to the next meeting of ULAC.

 

UPDATE: 2/27/09 A survey has been distributed and results will be tabulated. A group, led by Larry Boyer (ECU) is being put together and will discuss off-site storage further at our next meeting.

 

Update 2/22/2010: ULAC Chair, Larry Boyer, and UNC-Librarian, Sarah Michalak met with Alan Mabe at GA to discuss ULAC’s ongoing need for Offsite Storage facility. ULAC will need funding for planning to proceed. Alan Mabe suggested drafting a letter to President Bowles emphasizing that need.

 

6 Central Electronic Records Management (Archiving)

UNC institutions are in varying stages as to their ability to archive electronic records

according to various regulatory requirements. If approached separately, each institution

will face the issue of major investment to manage these records appropriately. The

system would implement a centralized approach to store and manage electronic records.

In addition, the system should further study the practicality of including all records

management, including paper records, in this effort.

Recommendation: Further Study

 

2/22/10—Not discussed.