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
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
Group 4
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
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
Harvard Law School Library
HBS Knowledge and Library
Services
Gutman Education
HKS Library and Knowledge
Services
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Medical School Library
Henry Coe Meadow Library
Cabot Science Library
Birkhoff Mathematical
Chemistry
Physics
Tozzer (TBD)
Wolbach Astrophysics Library
McKay Engineering & Blue
Hill Observatory
Harvard Forest Library
Oakes Ames Botany
Farlow Botany
Oakes Ames Orchid
Ernst Mayer / MCZ
Arboretum Library
Gray Herbarium
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Libraries not included:
House libraries (13)
 Development Office
Career Reference Library
 Property Information Library
Nieman Foundation Library
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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
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Loeb Design Library
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Fine Arts Library
Loeb Music Library
Maps Collection
Milman Parry Oral Lit. (TBD)
Theatre Collection
Film Archive
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Group 5
Members face challenges
specific to special collections;
opportunity to streamline user
experience and making
materials accessible
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University Archive
Houghton Library
Schlesinger Library
History of Medicine (TBD)
Berenson Library (Italy) (TBD)
HBS Special Collections / Archives
HLS Special Collections / Archives
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