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G2S Project Code: 2014-MT-72372
State: Montana
Fiscal Year: 2014

Grantee
Montana State Library

Project Director
Director Name: Sarah McHugh
Director Phone: 406-444-9816
Director Email: samchugh@mt.gov

General Information
Title: Information Access
State Project Code:
Start Date: 07/01/2014
End Date: 09/30/2015
Abstract: The purpose of the activities listed in this project is to fulfill the goal of the State Library to provide libraries, agencies, and partners and patrons with convenient, high quality, and cost-effective access to quality information. In doing so, the State Library supports a more informed citizenry, and facilitates resource sharing among libraries, which reduces costs to their local communities.

The statewide Montana Shared Catalog (MSC) consortium exists to encourage the sharing of resources, knowledge and expertise among its multi-type library members. Libraries that are part of the consortium during this reporting period participate in its shared SirsiDynix Integrated Library System (ILS) to offer their patrons access to the collections of 177 Montana libraries of all types. Users can explore enriched content, including downloadable audio and e-book collections and statewide database subscriptions, within a single search. Most significantly, because of their use of standard data and software protocols, MSC is the statewide platform for developing, implementing and launching new library development services across Montana. Some of these ventures include the expansion of the Montana Courier Alliance and a more centralized, cost efficient approach to technical services.

272 libraries across Montana relied on the State’s OCLC Group Services contract to provide library staff with discounted access to unlimited interlibrary loan and cataloging tools. These tools allow libraries to efficiently create accurate, descriptive item records so that Montana residents can easily discover and request these items through their local libraries.

The Montana State Library provided a diverse suite of 24 EBSCO statewide research databases for all Montana citizens. This suite was made possible through an allocation from the Montana Legislature, and through support from the Governor's budget office and the efforts of the State Librarian, the State Library Commission, and the Montana Library Association.

Any Montana library that was listed in the Montana Library Directory had access to these online resources. Additionally, all libraries in Montana had access to customizable EBSCO Discovery Service profiles. EBSCO Discovery Service (known as "Discover It!" in Montana) is an integrated search tool designed to perform a comprehensive search of multiple online resources, from catalogs to databases to digital collections, to which libraries subscribe. This tool saves the user's time by eliminating the need to replicate a search in multiple search interfaces.

State Goal: Access to Quality Content

Budget Information

LSTA

MATCH-State

MATCH-Other

Total

$282,168.79

$260,360.50

$623,346.00

$1,165,875.29

Intent(s)
Improve users’ ability to discover information resources.
Library Infrastructure & Capacity

Activities
Activity Details
Title: OCLC Group Services Interlibrary Loan
Narrative:

Interlibrary loan services (ILL) allow libraries to share collections with one another, which saves money by reducing redundant purchasing of commonly requested materials. Montana libraries that subscribe to OCLC Group Services have access to an online application called WorldShare Interlibrary Loan, which makes the process of borrowing or lending an item faster and more efficient, resulting in timely delivery of requested items to library patrons.

Using WorldShare ILL, library staff can set policies to automatically search for requested items from the closest lending libraries that meet their criteria. This reduces the level of repetitive work involved in processing a large number of requests, freeing up staff time to attend to other needs.

Intent: Improve users’ ability to discover information resources.

Activity: Content
Mode: Lending
Format: Physical

Quantity
Total number of items circulated: 0
Average number of items circulated / month: 0
Total number of ILL transactions: 97,060
Average number of ILL transactions / month: 8,088

Partner Information

Organization Type of Partner Organization(s):
Libraries: Yes
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No

Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No

Beneficiaries
Is the activity directed at the library workforce: Yes
For a targeted group or for the general population: General

Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types

Public Libraries: 82
Academic Libraries: 23
SLAA: 0
Consortia: 0
Special Libraries: 19
School Libraries: 113
Other: 0

Activity Details
Title: OCLC Group Services Cataloging
Narrative:

Librarians use OCLC cataloging tools to catalog their libraries' items so that patrons can search and find what they need in the local library catalog or online at Worldcat.org, a catalog of items from libraries around the world.

OCLC cataloging tools help librarians create original item records, or add their local holdings (local copies of an item) to existing records, that are of consistent quality and adhere to rigorous cataloging standards. These standards help keep the WorldCat database of over two billion catalog records organized so that library patrons can easily find whatever subjects or particular items they are looking for.

WorldCat can be configured to work in tandem with OCLC interlibrary loan tools, providing a seamless online experience for library patrons to discover and request an item from their local libraries.

Intent: Improve users’ ability to discover information resources.

Activity: Content
Mode: Description
Format: Digital

Quantity
Number of items made discoverable to the public: 92,056
Number of collections made discoverable to the public: 0
Number of metadata plans/frameworks produced/updated: 0

Partner Information

Public Libraries: 82
Academic Libraries: 23
SLAA: 0
Consortia: 0
Special Libraries: 19
School Libraries: 113
Other: 0

Activity Details
Title: Statewide Discovery System
Narrative: EBSCO Discovery Service has records indexed for thousands of resources. Montana's EBSCO databases, the Montana Memory Project, the Montana Shared Catalog, the Montana Geographic Information System (GIS) Data List, WorldCat.org, MontanaLibrary2Go, HeritageQuest, and other public library catalogs (Butte-Silver Bow Public Library and Lewis and Clark Library) were all available as resources for library patrons to search in Discover It. Additionally, libraries could use records already in EBSCO's index to link to their own individual subscriptions to online resources available locally.

Montana library staff had the option to customize this all-in-one search for their libraries in order to narrow the scope of the search to yield results that would be more relevant to the needs and comprehension levels of their user groups.
Intent: Improve users’ ability to discover information resources.

Activity: Content
Mode: Other
Format: Digital
Other: Discover It! is Montana’s statewide integrated search tool designed to perform a comprehensive search of all of the library’s resources, from catalogs to databases to digital collections. Discover It! links directly to all the information found in 31 dif

Quantity

Partner Information

Public Libraries: 82
Academic Libraries: 28
SLAA: 1
Consortia: 0
Special Libraries: 60
School Libraries: 562
Other: 0

Activity Details
Title: Training for Montana Library Staff
Narrative: OCLC training activities during this reporting period focused on the Group Services libraries' transition from the WorldCat Resource Sharing interface to the new WorldShare Interlibrary Loan interface and from the FirstSearch interface to the WorldCat Discovery Service interface.

MSC training activities during this reporting period focused on use of the library catalog software and on copy cataloging.

EBSCO training activities during this reporting period focused on customization options for EBSCO Discovery Service such as limiting the search to specific databases; running statistical reports; transitioning from an old to a new database interface for student researchers; and providing in-depth orientation sessions for numerous subject-specific databases freely available to all Montanans through the EBSCO database contract. Audiences for the EBSCO sessions ranged from public and school library staff and educators to state agency librarians who serve state employees.
Intent: Improve users’ ability to discover information resources.

Activity: Instruction
Mode: Presentation/performance
Format: Combined in-person & virtual

Quantity
Presentation/performance length (minutes): 60
Number of presentations/performances administered: 41
Average number in attendance per session: 12

Partner Information

Public Libraries: 82
Academic Libraries: 28
SLAA: 0
Consortia: 0
Special Libraries: 60
School Libraries: 562
Other: 0

Activity Details
Title: Technical Support for Library Staff
Narrative: The Statewide Projects Librarian served as the contract and training coordinator for OCLC Group Services libraries and assisted with basic technical support questions. The Statewide Projects Librarian also provided support in customizing EBSCO database interfaces and EBSCO Discovery Service search options.

During the reporting period there were five full-time staff members to support the MSC: 2.34 paid with LSTA funds and 2.66 paid from MSC membership fees. MSC staff was responsible for web development, installing and maintaining hardware and software, providing administrative and technical support, providing orientation training for new libraries, and providing ongoing training for the consortium.

Intent: Improve users’ ability to discover information resources.

Activity: Instruction
Mode: Consultation/drop-in/referral
Format: Combined in-person & virtual

Quantity
Total number of consultation/reference transactions: 1,890
Average number of consultation/reference transactions per month: 135

Partner Information

Public Libraries: 82
Academic Libraries: 28
SLAA: 0
Consortia: 0
Special Libraries: 60
School Libraries: 562
Other: 0

Project Outcomes
Project Outcomes
List any important findings or outcomes from your project:
LSTA contributions from the State Library helped maintain reasonable costs to libraries for the OCLC Group Services. Access to OCLC Montana Group Services enabled enrolled libraries to catalog items and make their library collections discoverable online via the WorldCat.org web portal and database, discover items in other library collections worldwide, and make or fulfill lending requests through the WorldShare Interlibrary Loan. All members of the MSC are required to enroll in OCLC Group Services. These services help fulfill the MSC member libraries’ mission "to improve their own and other member libraries’ ability to deliver quality materials and services to their patrons." Additionally, libraries outside of the MSC enrolling in Group Services benefit from the cost savings for these services and share resources with MSC, other non-MSC, and out-of-state libraries. Montana libraries' OCLC cataloging activity increased by 12% during this reporting period, from 82,120 in the FY13 reporting period to 92,056 in the FY14 reporting period. Interlibrary loan transactions through OCLC decreased by 3% during this reporting period. However, ILL requests made by patrons in MSC libraries that share user privileges continued to increase because of the simpler and more efficient "place hold" capability within the Shared Catalog. The Montana Shared Catalog consortium’s extensive work to streamline and simplify its configuration and circulation policies during this reporting period has resulted in the MSC staff being able to work more efficiently to meet the needs of MSC member libraries; has improved resource sharing opportunities; and has better situated the consortium to adapt to new technologies. This reorganization effort concludes in 2016. Montana patrons initiated 1,183,753 EBSCO database sessions during the reporting period, and retrieved 909,826 full text articles. Although the number of sessions as increased since the last reporting period, this represents a 5% decrease in full text retrievals. Montana patrons initiated 76,508 sessions in EBSCO Discovery Service and retrieved 63,491 full text articles during the reporting period.This represents a 67% increase in full text retrievals over the previous reporting period.
Please briefly describe importance of findings:
Decreased interlibrary loan activity may have been influenced by a couple of factors: one being a slight increase in lending and borrowing activity among Montana Shared Catalog sharing group libraries (where a hold can be placed directly for an item at another library through the library catalog, rather than a formal interlibrary loan request being placed through OCLC), and another being the increased use of electronic resources such as e-books.
What methods did you use to determine your findings? Check all that apply:
Review of Administrative Data
Based on outputs, outcomes and/or other results, explain any significant lessons learned from these findings for either the SLAA or others in the LIS field:

Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort:
Yes: During this reporting period, a Library Development Study Task Force was appointed by the State Librarian consisting of librarians from all types of libraries. A primary purpose of this study was to inform the State Library on how LSTA, as well as state Coal Severance Tax monies, are spent, beginning with the federal fiscal year 2016 LSTA award. The Task Force recommended that the State Library increase or at least maintain support for resource sharing programs such as OCLC and the Montana Shared Catalog, while periodical databases and the discovery service were perceived as less critical to helping public libraries in Montana meet their communities' primary needs. Given these recommendations, the State Library would anticipate further instruction from the State Library Commission that will likely change the level of funding and staff support for some or all of these activities in the next reporting period.
Do you anticipate any change in the project's scope:
Yes: Please see above.
Do you anticipate any other changes in the project:
No

Exemplary: No
Exemplary Narrative

Project Tags: