Harvard Library Transition James K M Cheng Librarian

Harvard Library Transition James K. M. Cheng Librarian Harvard-Yenching Library Harvard University

Harvard Library Held-in-Common Functions Provost (Chair of Library Board) Sr. Associate Provost Harvard Library Executive Director Affinity Group 1 Head Affinity Group 2 Head Affinity Group 3 Head Affinity Group 4 Head Affinity Group 5 Head of Information & Technical Services Head of Preservation & Digital Imaging Services Head of Access Services Chief Financial Officer * Several functions remain to be designed in the new organization, e. g. , Office for Scholarly Communication, Library Lab, Library IT, Development Harvard Library Transition Program Sept 2011

Harvard Library Held-in-Common Functions Executive Director 5 Affinity Group Heads University Archives Access Services Technical Services Preservation, Conservation & Digital Imaging IT Finance Shared Services Projects & Programs Support Functions Communications Human Resources Managing Director Library IT Harvard Central Administrative Services February 2012

Proposed Allocation of Libraries to Affinity Groups Group 1 Group 2 Group 3 Members concerned with application of theory in practice ; place similar levels of emphasis on pedagogy to serve the needs of faculty & students at their professional schools Members focus on physical and life sciences and, because they often share research priorities, will benefit from collaboration Members focus on similar content areas (i. e. , humanities, social sciences) and will benefit from collaboration on collection development and potential management groups Harvard Law School Library HBS Knowledge and Library Services Gutman Education HKS Library and Knowledge Services Medical School Library Henry Coe Meadow Library Cabot Science Library Birkhoff Mathematical Chemistry Physics Tozzer (TBD) Wolbach Astrophysics Library Mc. Kay Engineering & Blue Hill Observatory Harvard Forest Library Oakes Ames Botany Farlow Botany Oakes Ames Orchid Ernst Mayer / MCZ Arboretum Library Gray Herbarium Libraries not included: House libraries (13) Development Office Career Reference Library Property Information Library Nieman Foundation Library Widener Lamont Celtic Dept. Library Smyth Classics Child English Library Linguistics Dept. Library Medieval Studies Library Sanskrit Dept. Library NELC Assyriology NELC Judaica Gibb Islamic Library History of Science History Dept. Library Ukranian Research Robbins Philosophy Harvard-Yenching Andover Harvard Theo. Hellenic Studies (DC) Dumbarton Oaks (DC) (TBD) Fung AAAS Raines Grossman Library Harvard Library Transition Program Group 4 Creation of a group focused on arts and culture ensures these libraries have a voice. Materials and patron needs make libraries unique, highlyoriented to pedagogy & access Loeb Design Library Fine Arts Library Loeb Music Library Maps Collection Milman Parry Oral Lit. (TBD) Theatre Collection Film Archive Group 5 Members face challenges specific to special collections; opportunity to streamline user experience and making materials accessible University Archive Houghton Library Schlesinger Library History of Medicine (TBD) Berenson Library (Italy) (TBD) HBS Special Collections / Archive HLS Special Collections / Archive Other Special Collection Units in libraries Sept 2011

Harvard Library Shared Services: Access Services Functional Overview Head of Access Services Matthew Sheehy Circulation Main public service point where material is checked-out and returned Resource Sharing Collection Management / Library Logistics Access Services Support Responsible for borrowing and lending material between Harvard libraries and others Responsible for preparing material for transfer, and major library moves projects Responsible for managing privileges for non-Harvard scholars, fines, and student hiring and training Includes Inter-Library loan, Borrow Direct, and Scan and Deliver Logistics HD Operations Responsible for the accession, retrieving, and refiling materials at HD Responsible for the movement of material between the libraries, including HD February 2012

Harvard Library Shared Services: Technical Services Functional Overview Head of Technical Services Scott Wicks Batch Processing & Metadata Management Original Cataloging Receiving & Copy/Deferred Cataloging Works with large groups of records to add to or update the library catalogue; and organize knowledge in new forms e. g. Linked data Creates original records that allow Harvard library users to find publications or objects within the collection Brings new titles into the collection and updates records to help users find them; including acquisitions E-Resources Lead the negotiation, purchase, usage rights, and records for digital titles added to the collection; incl. acquisitions Serials & Government Docs Manages subscriptions and the acquisition of state and Federal government publications Shelf-Preparation Marks new volumes with shelf locations February 2012

Harvard Library Shared Services: Preservation, Conservation & Digital Imaging (PDI) - Functional Overview Malloy-Rabinowitz Preservation Librarian Franziska Frey Research Admin/ Admin Services Responsible for management of research and sponsored programs Digital Imaging Responsible for a range of collections reformatting services Collections Care Responsible for collections care program for circulating collections Weissman Preservation/ Conservation Responsible for high quality preservation and conservation services Multi Media Digital Preservation Responsible for preservation of multi media materials Responsible for strategic guidance and strategic relationship building in digital preservation Preservation Review Responsible for collection assessments, training, and outreach February 2012

Proposed Harvard Library IT Organization Structure Harvard Library HUIT Executive Director UCIO Library CTO • Plan and execute Library IT strategy • Triages IT projects • Understands Library enterprise architecture Managing Director Library IT • Provides input into project prioritization • Collaborates with HL to define IT solutions to user needs Library User Needs Analysts Harvard Library IT • Assesses and provides expertise on Library user needs • Develops functional and business requirements • Liaises between users and HUIT • Develops & maintains Library software and systems, data warehouse, web tools & platforms • Provides help desk support for Library systems • Provides IT Training for Library software February 2012

Harvard Library Support Functions Office of the Executive Director Helen Shenton Communications - Plan, develop and deliver internal and external communication - Serve as liaison to central Harvard Communications Human Resources Finance - Deliver HR programs and services -Serve as liaison to central Harvard HR - Responsible for organizational performance management - Conduct financial analysis - Benchmarking - Operations including SLAs and Budget Information Technology - Responsible for IT function & enabling strategic direction for Harvard Library - Includes user needs analyst - Serve as liaison to Harvard IT Projects & Programs - Work with HL Leadership and Shared Services Leads to manage projects as investment/innovation opportunities - Work with other functions to coordinate PMO approach February 2012