BEST COMMITTEE/GROUP COLLABORATION:

Group collaboration, whether occurring as part of the Libraries' formal committee structure, a formally organized work group or team, or an informal group, is a vital part of the participative decision-making process in the Libraries. The group or committee's work may result in a recommendation or a final product such as a new policy, guideline, workflow, webpage or statistical analysis

Criteria used to evaluate the Best Committee/Group collaboration include:

NOMINEES:

Cataloging Department Section Heads

The Cataloging Department's Section Heads are the group that makes the Department's accomplishments possible. Over the past several years, I have seen them grow into a group that is truly collaborative, resolving problems together and sharing workloads created by the numerous special projects requested of the Department.

This past year has been especially busy as Cataloging has committed itself to helping, in very way possible, facilitate the move of the Libraries' special collections areas into their new building. By providing adequate representation of their materials in GIL and OCLC, better access to the collections is assured and patrons will realize the wide variety and depth of material available for their use.

While this kind of collaboration is expected, this past year has been truly impressive to watch. Each Section Head has had the opportunity to work with other departments in the planning and execution of a special project. In addition, the Section Heads had to plan workflows among themselves because some of the material involved in a project often fell into the specialty area of another section.

Working with the diverse areas of the Hargrett Library, the Georgia Room, the DLG, the Russell Library, and the Media Archives has been interesting and challenging not only for Section Heads but for all the staff in Cataloging. Not normally material the department catalogs (with the exception of the Georgia Room material), learning new formats, writing procedures, and planning with the various areas was a task in itself. However, they never once said it's too much, we can't do it. Instead they put their heads together, adjusted priorities, and planned workflows.

I consider their accomplishments very impressive and worthy of this asset award, especially if one considers that the special collections material is being processed in addition to the cataloging of new acquisitions and dealing with the everyday challenges of providing access and maintenance for all of the Libraries' material.

ETD migration to MySQL Group

To address continuing problems with the current Electronic Theses & Dissertations database, Systems (with input from Cataloging) begin working on the development of a new MySQL database to replace the existing database. Not only did all of the approximately 6000 theses & dissertations need to be migrated, but the uncataloged titles needed to be cataloged in GIL and added to OCLC by the Cataloging staff.

Much effort and many hours were put into building the new database, testing the new database, ensuring the MARC conversion script (crosswalk) to GIL worked correctly, migrating existing metadata, identifying and resolving problems such as PDF issues, finding missing ETDs which had not been given to the Libraries yet, and finally, cataloging the approximately 1700 ETDs which had not been previously cataloged. As of this time, all ETDs from the backlog have been cataloged. This new database will also become the heart of a new public search interface for the theses & dissertations in the near future.

Media Archives Department

The Walter J. Brown Media Archives is truly the Little Department That Could. From hosting Ambassador Andrew Young to serving as archival ambassadors by presenting "Home Movie Day" events across the state, the 4 full-time and 1 part-time staff of Media Archives are constantly on the go.

The Peabody Awards Collection alone is enough to keep that many people permanently busy. About 1,000 entries are received annually. This adds up to about 2,000 titles and 7,000 media items plus paper files to process and catalog annually. Mary Miller oversees student workers in this work, and older titles are receiving fuller cataloging and being digitized even as new entries are received. And that's just one collection!

In addition to digitizing the 2,000 hours of local television from the Peabody Collection (funded by a SAMMA grant), James Benyshek is also digitizing the WSB Newsfilm, enabling Laura Shedenhelm to amplify her already impressive cataloging work on that database. There are 500 clips of former Mayor Ivan Allen alone.

Meanwhile, Margie Compton is busy processing, describing, and finding grants to help preserve many newly donated home movie collections. Ruta Abolins meets with donors, answers reference questions, mentors folks throughout the library and beyond, and uses her big-picture perspective to keep everyone moving forward.

Media Archives works together impressively as a team. Even though each person's day-do-day work is specialized to an extent that may make it seem separate and fragmented, everyone tries to keep in mind the needs and priorities of the whole department and to support one another- even when they may not understand the technical particularities of each other's jobs!

Monographs Original Catalogers

In September 2008 the Monographs Original Cataloging Section began a collaborative effort with the Hargrett Library to catalog Hargrett's manuscript collections in preparation for the move to the Special Collections Library. Some of the larger collections (about 800-900) had already been cataloged during the GAMMA project in the early 1990s. However, there were approximately 2600-2700 collections that still needed cataloging. Monographs Original Cataloging was asked to assist in providing access to these items.

Not having the background in local history that an archivist might, many of the collections and their subjects had to be researched just to figure out who they were, why they were relevant, and how they should be described. Julie, Esther and Susan have all become adept at using the resources available to piece together some sort of background for each collection. Unfortunately, that means knowing way more about the Cobb Family than they would ever want to know. It also means learning a little more about the history of Athens, the University, and the state of Georgia.

Collection level cataloging wasn't something that was part of the normal workflow for this section; however Julie, Esther and Susan took on the task and quickly grasped what needed to be done. They managed to take on the extra work while balancing their regular duties, professional commitments, and sanity. And this was all during their first year of working here! Working closely with Chuck Barber in Hargrett, they soon made significant progress in cataloging the remaining collections. At the time of this nomination the Monographs Original Cataloging Section has completed 1171 collection level manuscript records. That comes out to approximately 130 records a month in addition to the regular workload. This is an amazing task when you factor in workflow, vacations, meetings, committee work, and all the other activities that these three women participate in.

I cannot stress enough the incredible work ethic of these three women. I am continually impressed by what they can accomplish and how they juggle so many responsibilities. This project could not have progressed as far as it has without their efforts. They have gone beyond anyone's expectations to assist in making the coming move to the Special Collections Building a little easier for the Hargrett Library.

New Reference Models in the MLC Group

This past semester these three conducted a number of experiments regarding alternative means of serving patrons. Our patrons are no longer just coming to the library for help. With decreasing in person questions, these ladies explored new ways of extending research assistance to our patrons.

They researched, implemented, and gathered data about these initiatives. Sandra Riggs went to dorms on UGA's campus to ascertain the need for library help on site. Phoebe Acheson tested roving in the MLC. Emily Luken scheduled "Librarian LIVE" times at Jittery Joe's during the weeks before finals. They gathered precise data about the efficacy of new models, and gave us new insight into the research habits of our patrons.Their dedication to research and innovation should be commended.

Their dedication to exploring new ways of helping our patrons should be commended.

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