Metadata and Digital Library Services

Access to Collections

Final report of the Access to Collections Initiative (2000-2002)

While the initiative group has completed its work, the effort of improving access to the Libraries' collections continues. New projects and strategies involving all departments are developed, collection rankings are revised, new collections are tracked, and more collections are made available to the Libraries' users. Progress on collections can be tracked by checking the completed list of ranked collections here. This spreadsheet is revised twice a year to reflect work completed and new collections added.

In addition, uncataloged collections are also being tracked in the Libraries' catalog (in the technical mode so that records are suppressed from public display.) A search in the technical mode of the catalog under the title "uncataloged collections" will reveal all of the collections that are being tracked in this way.

Bibliographic Access Initiatives

Aggregator Databases
Bibliographic Access Options : An Overview
Uncataloged Collections Survey

Subgroups

Collection Priorities Subgroup
Core Data Elements Subgroup
Physical Access and Retrieval Subgroup

Meeting Minutes

Committee Members:

Carol Hixson, Metadata and Digital Library Services, Facilitator
Carol Lenocker, Metadata and Digital Library Services
Lara Nesselroad, Science Library
Lori Robare, Metadata and Digital Library Services
Lonni Sexton, Metadata and Digital Library Services
Shelia Stigall, Knight Access Services
Susan Storch, University Archives (served 10/00-6/01)

Background

Providing physical and bibliographic access to all library collections is an essential part of the total process of organizing and presenting information. Ensuring physical access means that stacks, whether open or closed, are maintained in good order so that library users or staff can find materials where they are supposed to be when they are supposed to be there, as well as making sure that the materials are in a condition that they can be used. Physical access also means that special equipment that may be needed to make use of some materials is available and in good working order, including network and other connections for the growing array of digital resources. Ensuring bibliographic access means that the contents and carriers of the materials we acquire (physically or virtually) are analyzed and described in a consistent way so as to enable people to locate relevant information and choose between a variety of similar materials without necessarily needing to examine every resource personally. Timeliness and comprehensive coverage are essential components of quality bibliographic access.

Charge

The University of Oregon Library Administration charges the Task Group on Access to Collections to develop appropriate subgroups and work closely with the responsible units and departments of the Library System to:

Review the condition of the open and closed stacks in the different libraries to determine the effectiveness of retrieval, the physical condition of materials, and turnaround times for shelving; work with the responsible units or departments to set guidelines or standards for all of the above
Inventory collections that are not yet under bibliographic control; set priorities for the order in which they should be processed and develop a master plan for completion
Review the remaining collections needing retrospective conversion; set priorities for the order in which they should be converted and develop a master plan for completion

Timeframe

Interim reports from the various subgroups due in six months from the date of the charge.

Evaluation

Work will be ongoing. Success of the efforts will be determined by meeting the timelines, by reducing or eliminating backlogs of work, and by conducting periodic user surveys to gauge satisfaction and modifying services in response.

Drafted by Carol Hixson, rev. 000908

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Last Modified: 05/11/2012