Preparation:
Here, most preparation steps can be accomplished by appropriately trained, lower level paraprofessional staff. For physical book material, preparation steps
typically include having the institution name stamped on the title page and one book edge, one barcode placed on the front cover, a spine label affixed, a security device
applied, and a call number penciled in on the title page (Spidal, 2011). Preparatory work may also require electronically adding the material to the library’s circulation
by updating the library’s holding catalog, requiring involvement of the library’s catalogers.
For audio/visual material such as DVDs and audiobooks, appropriate containers for display and storage are also needed, a label for the media itself, (such as
a label for CDs or DVDs) along with any associated security devices.
Space must be reserved on a local server if information is to be stored in-house. Disk space must be allocated, and if necessary, the files may need to be
formatted to be compatible with library or end-user hardware or software. However, if information is to be stored at the central library and accessed by proxy from the
local library, corresponding links and access to that information must be made explicit before it can be utilized by users.
Storage:
Staff
Proper staffing is critical in a smaller library, not just because each person’s role plays a more significant part, but also because payroll can account for 6080% of the entire library’s budget (Licm8, 193, weingand, 165). In this case, organizing departments by process, rather than function, seems most efficient and
customer oriented (LICM8, 145, 148). Creating seemingly common-sense departmental divisions -by adult, youth, and children’s services for example- seems
redundant and impractical in this instance given Alma’s small size and limited staff. A library like Alma’s organized by function may also create a more competitive
and less cooperative environment between departments, especially with a limited budget (LICM8, p144). Though the library designates physical sections of the library
as children’s, young adult, and adult, they are maintained by the same staff internally. As a result, organizing departments by processes may be of more utility for the
Alma Library and community. In this way, the nine functions of information transfer can occur at Alma more efficiently because “no single department owns the entire
process” from input to output (LICM8, 148).
Departmental divisions then, will mirror as much as possible the nine functions of information transfer while staying relevant to the department’s assigned
role. Here, staffing is emphasized in technical services because of the practical demands of the “behind the scenes” processes of material organization, preparation and
storage. Organizational cataloging functions by library personnel takes a significant amount of time, and as a result, commands a larger payroll. However, staff
dedicated to these activities can be re-appointed to other areas or eliminated if this job is outsourced.
The reference department also has more staff because of their visibility and tasking with community relations. The reference department interacts directly
with the community, organizes programs, meetings, and assists with the everyday needs of visitors. As a result, they are suited to ensure the outputs of the library are
relevant to users, distributed to them, and ultimately accessed. Supervising assistants can be further specialized regarding the services the library offers. Information
Systems specialties are relevant for computer and internet services, and children’s programs can be more significant with an assistant librarian familiar with children’s
education.
The circulation department employs a librarian to coordinate library inputs from jobbers and makes acquisition decisions based on public requests and
circulation trends. More routine procedures, such as fulfilling inter-library loan requests, can be completed by the assistant on duty.
Staffing figure: Librarian and Librarian assistant staffing designations (LICM8, 203-204)