Collections Division

Annual Report July 2014-June 2015

Introduction

The mission of the Collections Division of the MSU Libraries is to support research and teaching needs of the university community by selecting and maintaining a collection of information resources in diverse formats. Library staff in the division pursue this goal through collection development, liaison with faculty, interaction with library users, and a variety of tasks in support of this work.

For divisional annual Goals & Objectives for 2014-15 see http://staff.lib.msu.edu/sowards/colldev/Gs&Os/Gs&Os15.htm.

This is a summary. More details are available in fund accounting reports and coordinator meeting minutes.

Staff

Many library staff had selection and/or liaison roles during all or part of 2014-15. Those with primary reporting in the division included Mary Black Junttonen, Sheila Bryant, Hui Hua Chua, Anita Ezzo, Julia Frankosky, Jon Harrison, Susan Kendall, Andrea Kepsel, Sharon Ladenson, Joe Lauer, Peter Limb, Deborah Margolis, Judy Matthews, Jill Morningstar, Shawn Nicholson, Thomas Padilla, Tina Qin, Michael Rodriguez, Michelle Sancho, Heidi Schroeder, Bobby Smiley, Steven Sowards, Eric Tans, Suzi Teghtmeyer, Mike Unsworth, Tom Volkening, Diane Warner, Kathleen Weessies, Abraham Wheeler, Agnes Widder, Terrie Wilson, Xian Wu and Mary Jo Zeter.

Other library staff with liaison or selection roles in collection development had primary reporting in other divisions: Peter Berg, Pete Cookingham, Ranti Junus, Laura Leavitt, Ebony Magnus, Terri Miller, Hailey Mooney, Terrence O'Neill, Diana Rivera, Randy Scott, John Shaw, Breezy Silver, Cindy Stone and Christine Tobias.

There were several personnel changes during the year. After Yolanda Rosales retired in May 2014, oversight of Bib Support functions moved to Technical Services for 2014-15. John Coffey retired. Mari Monosoff-Richards (who will direct the MED fund) and Iris Kovar-Gough (who will provide liaison to CHM) joined the Health Sciences Group. Emily Treptow left MSU for another position.

Reporting, fund and liaison assignments

Materials funds and associated liaison duties were managed by the following staff during all or part of the academic year. Shown here are first, the unit organization for individuals with primary reports in the division; and second, a list of all subject selectors with their funds (by code).

Primary reports within the division:

Area Studies/International Studies (Mary Jo Zeter, coordinator):

Health Sciences (Susan Kendall, coordinator):

Humanities (Michael Rodriguez, coordinator):

Sciences (Anita Ezzo, coordinator July-Nov., then Heidi Schroeder):

Social Sciences (Jon Harrison, coordinator):

Others reporting in the division:

List of bibliographers and liaisons by fund codes:

Materials Budget

The materials budget allocation for 2014-15 (FY15)was increased 5% over the previous year FY14. Because of caps on annual journal price increases in some of our major deals with publishers, 5% remained generally sufficient to handle increases in costs for current journals, but adding new resources requires attention to discounts.
Appropriation/allocation
2012-13
2013-14
2014-15
Serials renewal (SR)
$10,730,982
$11,032,479
$11,625,641
Monographs (MO)
2,306,127
2,374,273
2,557,646
Approval plan (BL)
473,900
479,100
497,900
Special Reserves, Binding, ILL
325,500
281,500
210,000
Coordinator and AD reserves
810,834
1,212,358
1,257,509
Total
$14,647,343
$15,379,710
$16,148,696

The large figure for reserves includes available "one-time" money, funds intended to pay the annual cost of the new discovery tool, and reserve funds managed by the coordinators and the AD. Endowment-based spending is not shown here.

In September 2014, we received word that the Swets company, one of our major agents for journal subscriptions, had gone into bankruptcy. Funds in excess of one million dollars were frozen by legal action, and unavailable to us. Acquisitions directed many journal subscriptions to the publishers, and after an RFP, selected Harrassowitz as a new agent. Alternative funds for subscriptions had to be secured: this was done by tapping contingency reserves and redirecting 40% of the MO dollars. During the year, we received substantial funds from the library director's reserves, and a major publisher honored our prepayment to Swets. As a result, our effective loss was much smaller than feared. Normal purchases took place, although the delay in ordering during part of the winter meant that fewer monographs were selected. There was a noticeable reduction in funds available for spring end-of-year one-time buying. The base line budget was not affected.

Major purchases and new resources

One-time purchasing was reduced during the year, but quite a bit of selection had already taken place in the Fall. Because of favorable discounts, including those involving the CIC, we were still able to add quite a few resources. CIC joint purchases or discount opportunities are marked with an asterisk.

Digitized newspapers, journals and periodicals, including backfiles (many of which will allow us to remove print runs to relieve stack crowding):

Digitized archival materials, databases and government documents:

Streaming video collections:

Major projects or topics of action and/or discussion during the year 2014/15:

Collection management: weeding, transfer and remote storage

The collection is on the verge of major physical shifts, due in part to the need to ingest the Engineering Branch collection, but also to longstanding shortages of stack space and the wish to move Special Collections out of the basement (due to the Red Cedar River flood plain). We are removing print journal backfiles that have been replaced by digital versions with licensed perpetual access. MSU Surplus handles sale of withdrawn materials. A new and larger Remote Storage facility is proposed. We are using SCS Greenglass software to analyze the collection in terms of age, levels of circulation, and overlap with other libraries.

During 2014-15, we withdrew 34,952 volumes (23,530 monographs and 11,422 serial volumes). This compares to 11,814 removed during 2013-14 (5,067 monographs, 6,747 serials). These figures come from the annual report to the auditor, prepared by Acquisitions.

Student Labor
Appropriation
2012-13
2013-14
2014-15
Budgeted
Spent
Budgeted
Spent
Budgeted
Spent
Africana/Area Studies
$11,000.00
$12,907.22
$12,105.00
$11,727.94
$12,108.00
$13,509.01
Gov Doc Shelving
0
0
0
0
10,011.88
6,760.96
Fine Arts
29,000.00
28,968.28
30,504.00
30,100.01
30,878.06
31,305.02
Map Library
26,000.00
28,375.16
29,051.00
32,027.01
31,081.60
31,137.85
Total for Collections units
$66,000.00
$70,250.66
$71,660.00
$73,854.96
$84,079.54
$82,712.84

Note that this table includes the new Government Document Shelving unit, and has been reworked for past years to remove the figures for Bib Support. Tasks formerly assigned to Bib Support are now managed by Tech Services.

Respectfully submitted,
Steven Sowards
Associate Director for Collections
10 July 2015


URL=http://staff.lib.msu.edu/sowards/colldev/reports/AnnRep15.htm
Page editor: Steven Sowards
Last modified: 27 July 2015

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