VANDERBILT UNIVERSITY

Library Technical Services

November 18, 2002

To: Pete Wilson

Monica Sanchez

Becky Atack

Alice Cunningham

Bryan Kurowski

From: Roberta Winjum, Coordinator of Technical Services

The Technical Services Workflow Task Force (TechForce) would like to ask each of you to serve on a Cataloging Workflow Task Force, to recommend changes that will improve the flow of all cataloging through Vanderbilt University Technical Services teams. We feel that cataloging is one of the most complex and important areas of processing where workflow improvements can have a tremendous impact on productivity.

Your charge is to thoroughly review existing cataloging processing and workflow, identify any areas where the procedures are inefficient, confusing, or outdated, and make recommendations for how the workflow and procedures could be improved. The goal is to maintain an acceptable quality of cataloging while shortening the processing time and ensuring that appropriate staff are doing the work. You should consider every component of the current cataloging workflow, including speed, copy, original, and INVD cataloging, as well as ongoing cataloging projects. We would also like you to investigate the feasibility of a “fast track” for cataloging faculty requested items.

You may consult with other staff as needed to meet your charge. Your recommendations may propose changes in the organization or responsibilities of Technical Services staff and you may address other issues as they relate to cataloging workflow, such as materials receiving, routing, or marking, staff training, or other areas that you identify.

Because you are looking at cataloging workflow in its various iterations, we want you to have plenty of time to study the existing workflow, brainstorm, conduct workflow tests and analyze samples, as you deem necessary. Although we may be able to implement some changes as your work progresses, our target date for your written report is July 1, 2003. It should be submitted to members of the TechForce (Zora Breeding, Sue Davis, Mary Ellen Wilson, and Roberta Winjum). Based upon your recommendations, the TechForce will decide which changes to implement, disseminate the information, plan, and make the changes, although most of you will probably be involved in implementation. As the TechForce receives staff feedback, we will take responsibility for the changes, so that you can make recommendations that might be controversial and know that you have our support.

The TechForce identified the five of you as involved and experienced Technical Services members who can think creatively to solve problems. We hope you will see this as an opportunity to exercise your problem solving skills, and we look forward to your recommendations. Pete Wilson has agreed to serve as chair of the task force.

If you do not wish to serve on the task force please let me know. Otherwise, Pete should be in touch with you about scheduling your first meeting. The TechForce would also like to invite you to attend our next meeting, at 9:30 AM on December 4, 2002 in Baker Conference Room. We will clarify any questions you might have at that time.

Thank-you very much.