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TEXAS STATEWIDE RESOURCE SHARING
STRATEGIC PLANNING SESSION
20-21 January 2004
Summary Report
By Ann Joslin
April 2004
TABLE OF CONTENTS
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EXECUTIVE SUMMARY
In January 2004, the Texas State Library and Archives Commission
(TSLAC) convened a Statewide Resource Sharing Strategic Planning
Session. The purpose of the planning session was to bring
representatives of all stakeholder groups together to discuss
future programming that would ensure the continuity and growth
of TexShare and its services. Recent and significant cuts
in funding for statewide resource sharing programs contributed
to the need to reassess current programs and to identify priorities
for TexShare. Recommendations developed at the meeting were
to be forwarded to the TexShare Advisory Board.
DESIRED OUTCOMES
The Statewide Resource Sharing Strategic Planning Session
convened on January 20 and 21, 2004. The desired outcomes
for the session were:
- Affirmation of the TexShare principles
- Recommendations on the structure of the statewide database
services and partnerships
- Recommendations on changes in TexShare programs,
- Recommendations on potential new TexShare programs,
- Recommendations on TexShare priorities through 2008, and
- Recommendations on next steps in legislation and communication
RESULTS
Small groups met in two sessions to develop recommendations
on statewide database services, changes in TexShare programs,
and potential new TexShare programs. Of the 28 recommendations
identified as highest priorities within the groups, four clearly
rose to the top among all participants:
Database program: More flexibility in funding and administration
options, participation (including K-12, with more money)
and targeted databases.
Education: Outreach to all libraries:
- Establish partnerships that consist of academic, public,
school libraries,
- Mentor those in geographical area (between libraries),
- Cooperative hosting between academic, public and school
libraries,
- Develop presentations/toolkits that include cost benefits
for the various TexShare programs that are web accessible
and assist librarians in educating their communities,
their leaders, their patrons about the services and benefits
of TexShare programs.
Database program: Bring K-12 into TexShare (Gives K-12
access to all TexShare programs, requires change in legislation,
requires funding, until legislation and funding are accomplished,
hold current members harmless and work to offer databases
to K-12 in other ways).
Communication and marketing: Create a Communications/Marketing
formal working group. The group could focus on the different
audiences we want to communicate to – legislature,
libraries, patrons.
There was not a clear recommendation for implementing new
programs. Digitization and virtual reference emerged with
about the same level of support as a recommendation that resources
should be focused on improving existing programs rather than
starting any new ones.
After identifying a sense of priorities, the group was asked
to consider implementation steps dealing with legislative
action and communication of the meeting outcomes. Participants
generally agreed that others, such as TSLAC staff and the
Texas Library Association, are better qualified to identify
any legislative action needed to achieve the priorities. Likewise,
they felt that the Communications/Marketing Working Group
(a priority recommendation) should be created as soon as possible
and be responsible for coordinating all TexShare communications
including the meeting outcomes.
During the course of the meeting, the participants clarified
and reaffirmed the TexShare principles derived from the 2000
TexShare vision, and confirmed that their priority recommendations
to the TexShare Advisory Board supported those principles.
The full summary report includes a more detailed description
of the 2-day meeting and strategic planning elements compiled
from the meeting recommendations.
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MEETING
REPORT
BACKGROUND
In January 2004, the Texas State Library and Archives Commission
(TSLAC) convened a statewide resource sharing strategic planning
session. The purpose of the planning session was to bring
representatives of all stakeholder groups together to discuss
future programming that would ensure the continuity and growth
of TexShare and its services. Recommendations developed at
the meeting were to be forwarded to the TexShare Advisory
Board.
TexShare is a legislatively mandated program that serves
various types of libraries across the state and is designed
to improve library services to Texans. A strategic planning
conference for resource sharing held in 2000 to explore the
future of TexShare resulted in action plans to expand resource
sharing among Texas libraries. Recent and significant cuts
in funding for statewide resource sharing programs contributed
to the need to reassess current programs and to identify priorities
for continuity and growth of TexShare.
TSLAC contracted with Ann Joslin to facilitate the 2-day
strategic planning session and write a summary report for
the TexShare Advisory Board. The facilitator met with TSLAC
staff for a half-day planning session in December. A tentative
agenda and background materials describing current TexShare
programs and other resource sharing activities were distributed
to invitees early in January.
TSLAC staff identified a list of critical questions that
formed the framework for the meeting content. Those questions
were:
- Can we affirm the TexShare principles?
- How should we structure statewide database services and
partnerships to best meet needs?
- How should TexShare programs move forward?
- What are the priorities for statewide resource sharing
and TexShare over the next 5 years? Where should we put
our resources?
- Do the priorities support the TexShare principles?
- What legislative action is needed to achieve these priorities?
- How can this information best be communicated? How will
I help communicate this information?
The meeting process was designed to gather input from the
participants through small group work and to get a sense of
agreement, priorities, and concerns through discussion in
the full group. The full group met in an auditorium equipped
with a technology podium and large screen for displaying small
group reports and key points of discussions. TSLAC staff members
were assigned to facilitate the small group discussions and
record recommendations; each recorder had a laptop and template
that enabled the small group reports to be displayed easily
and quickly for the full group.
DESIRED OUTCOMES AND INTRODUCTIONS
The Statewide Resource Sharing Strategic Planning Session
convened on January 20 and 21, 2004. (See Appendix A for the
agenda, and Appendix B for the list of participants.) The
desired outcomes for the session were:
- Affirmation of the TexShare principles
- Recommendations on the structure of the statewide database
services and partnerships
- Recommendations on changes in TexShare programs
- Recommendations on potential new TexShare programs
- Recommendations on TexShare priorities through 2008, and
- Recommendations on next steps in legislation and communication
After a welcome from Sandra J. Pickett, Chair of the Texas
State Library and Archives Commission, and Peggy D. Rudd,
State Librarian, and a review of the 2-day agenda, participants
were asked to introduce themselves and briefly describe one
thing they’d like to see from the planning session.
Responses ranged from visionary, new ways of thinking to practical,
doable ideas that provide clear direction. (See Appendix C
for the list of responses.)
To provide an overview and opportunity for questions about
the printed background materials, TexShare Coordinator Ann
Mason presented a summary of TexShare programs. She briefly
described the purpose, progress, and issues for:
- Statewide databases
- TExpress (courier service)
- TexTreasures (Texas Collections grant program)
- TexShare Card
- Education
- Interlibrary loan
- Communications and marketing
The TexShare summary was followed by a status report on the
Texas Library Association Resource Sharing Task Force from
Rhoda Goldberg. The Task Force charge is to evaluate the advantages
and disadvantages of resource sharing, with particular emphasis
in group purchase and training with online databases for all
types of libraries.
TEXSHARE PRINCIPLES AND VISION
The first critical question addressed by the participants
was: Can we affirm the TexShare principles?
TSLAC staff had identified four core principles in the vision
statement developed in the 2000 strategic planning session:
- Serve all Texans, regardless of geographical location,
age, education, or financial status
- A partnership of libraries to offer a seamless continuum
of service
- Empower Texans to access and use information to achieve
educational, economic, and personal goals
- Efficiently and cost effectively deliver information;
cost management
Participants were asked if they had additions to or concerns
about these core principles. A wide-ranging discussion followed
that included editing, observations, and questions. (See Appendix
D for the list of comments.) The group agreed to review the
full vision statement to better understand the context of
the principles.
TexShare Vision Statement, 2000
All Texans will be served by a partnership of libraries
that empowers them to access and use information confidently
and effectively. This partnership will:
- Offer a continuum of library and information services
to persons regardless of geographical location, age, education,
or financial status;
- Realize the benefits of cost management and efficiency,
even as services are expanded;
- Provide seamless access to the state, national and worldwide
resources.
This library partnership will enable Texans to realize their
economic, educational, and personal goals.
After reviewing the full vision statement, the participants
affirmed the TexShare principles. There was general agreement
on the following wording if there is a need to use the core
principles of TexShare rather than the full vision statement:
- Serve all Texans, regardless of geographical location,
age, education, or financial status,
- Offer a seamless continuum of service through a partnership
of libraries,
- Empower Texans to access and use information to achieve
educational, economic, and personal goals,
- Deliver information efficiently and cost effectively.
STATEWIDE DATABASES
The second critical question addressed by the participants
was: How should we structure statewide database services and
partnerships to best meet needs?
Syma Zerkow summarized current issues and concerns with the
database program. Kevin Marsh gave a demonstration of the
newly available Library of Texas (LoT) and explained its relationship
to the statewide database program.
Participants broke into their assigned small groups with
instructions to:
- Identify needs that are being met by the current statewide
database program
- Identify needs that are not being met,
- Develop recommendations for changes, additions, expansion,
etc. to the database program to better meet needs.
They were to record those recommendations that had substantial
agreement among group members and identify the group’s
top two recommendations. Some groups recorded all of the recommendations
made by group members rather than only those that had substantial
agreement; all groups identified their top recommendations.
After working for 90 minutes, each small group reported identified
needs and recommendations to the full group. (See Appendix
E for small group reports.) The full group adjourned for the
day, and the facilitator and TSLAC staff met to review the
top recommendations for the statewide database program. Staff
identified duplication and overlap among the 11 recommendations
and proposed that the participants be asked to clarify the
distinctions or combine the similar concepts.
The second day began with a recap of the first day’s
progress and a review of the database recommendations. The
participants agreed to consolidate the 11 recommendations
into six (see Appendix G).
OTHER TEXSHARE PROGRAMS
The next critical question for the group was: How should
TexShare programs move forward? TSLAC wanted input on five
other TexShare programs and activities:
- TExpress (courier service)
- TexTreasures (Texas Collections grant program)
- TexShare Card
- Education
- Communications and Marketing
Each small group was assigned one of the above programs or
activities and was asked to select a second; they were to
develop recommendations for changes, additions, expansions,
etc. and identify their top two priorities for each program.
They were also asked to identify a new TexShare program and
develop a purpose statement and basic description for it.
The small groups worked for 90 minutes and again each reported
to the full group noting its top two priorities for each program.
There were 22 recommendations addressing the five current
and potential new programs (see Appendix G).
SENSE OF PRIORITIES
The next critical question was: What are the priorities for
statewide resource sharing and TexShare over the next five
years? Where should we put our resources?
A total of 28 recommendations from both small group sessions
(see Appendix G) were placed on flip charts at the back of
the auditorium. Using the N/3 method of identifying a sense
of priorities, each participant was given 9 colored dots (28/3
= 9.3) and asked to place one on each of his/her highest priorities.
Those recommendations with the highest number of dots reflected
the sense of priorities for the group. At least 32 participants
placed dots; apparently some didn’t use all 9, and some
may have placed multiple dots on the same recommendation.
Four recommendations clearly rose to the top. (See Appendix
H for the list of 28 recommendations in N/3 order and Appendix
I for the list arranged in N/3 order within TexShare program.)
36 Database program: More flexibility
in funding and administration options, participation (including
K-12, with more money) and targeted databases.
26 Education: Outreach to all libraries:
- Establish partnerships that consist of academic, public,
school libraries,
- Mentor those in geographical area (between libraries),
- Cooperative hosting between academic, public and school
libraries,
- Develop presentations/toolkits that include cost benefits
for the various TexShare programs that are web accessible
and assist librarians in educating their communities, their
leaders, their patrons about the services and benefits of
TexShare programs.
24 Database program: Bring K-12 into
TexShare (Gives K-12 access to all TexShare programs,
requires change in legislation, requires funding, until
legislation and funding are accomplished, hold current
members harmless and work to offer databases to K-12 in
other ways).
23 Communication and marketing: Create
a Communications/Marketing formal working group. The group
could focus on the different audiences we want to communicate
to – legislature, libraries, patrons.
Participants were divided in their preferences for implementing
new TexShare programs. Two recommendations for expanding existing
activities into statewide programs were balanced with a recommendation
that no new programs be initiated at this time.
16 Texas Digitization Program to allow
for regional digitization labs and a plan for long-term
preservation of digital files.
12 No new programs, improve existing ones.
11 Ask Texas / TEXANswers, a statewide
collaborative virtual public service element to build on
the Library of Texas / Virtual Reference Service.
IMPLEMENTATION STEPS
After identifying a sense of priorities, the group was asked
to consider implementation steps by responding to two more
critical questions.
Natasha Rosofsky, Legislative budget analyst, reviewed the
legislative process to help participants answer: What legislative
action is needed to achieve these priorities? Several participants
questioned if it was necessary for this group to identify
legislative actions. Whether or not a specific recommendation
needs legislative action may depend on how it is implemented.
Others, such as TSLAC staff and the Texas Library Association,
are in a better position to identify any legislative action
that is needed. There was agreement that the group not address
this question.
The other critical question was: How can this information
best be communicated? How will I help communicate this information?
Participants questioned the need for this group to plan communication
of the meeting outcomes. Other than affirmation of the TexShare
principles, the outcomes are recommendations, a combination
of global and very specific statements, to the TexShare Advisory
Board (TSAB). The small group discussions had identified the
need to “simplify and unify” the TexShare message.
Having members of this group communicate to the library community
in the absence of TSAB decisions could further confuse the
message.
One of the priority recommendations of this group was to
create a Communications/ Marketing Working Group. There was
agreement that the new Working Group should be responsible
for coordinating all TexShare communication, including the
outcomes of this meeting. However there was concern about
the timeline for implementing this recommendation; the feeling
was that it needed to be done now.
TSLAC staff clarified that TSAB would receive the list of
recommendations at its January 22 meeting. Several TSAB members
participated in this strategic planning session and may speak
to the discussions. The final strategic planning report is
due in April but TSAB may choose to act on some recommendations
prior to that time. It is also possible that existing TexShare
working groups may begin considering recommendations from
this meeting that are in their purview.
At the conclusion of the discussion, several participants
volunteered that they plan to report on this strategic planning
session to their administrators and to act as “missionaries
for TexShare” and its principles.
PRIORITIES AND PRINCIPLES
The last critical question addressed was: Do these priority
recommendations support the TexShare principles that the group
reaffirmed? After reviewing the recommendations in N/3 order
again, the participants agreed that the priorities did in
fact support the principles.
MEETING WRAP-UP
The bin, a list of related topics identified during the full
group discussions, was reviewed by the group. The two items
not addressed during the course of the meeting were referred
to the TSLAC staff:
- Take a census of all resource sharing programs, branding,
task forces, etc.
- Issue of digital archiving was not addressed in any of
the recommendations; this is an education issue.
Several next steps were identified as follow-up to the meeting:
- The recommendations in N/3 order, the notes of the introductions
of the participants (“One thing I’d like to
see from this meeting”), and the notes of the discussion
on the TexShare principles will be distributed to the strategic
planning session participants by TSLAC staff.
- TSAB decisions regarding these recommendations will be
distributed to the participants.
- The draft strategic planning report, due by February 23,
will be distributed to the participants; comments are due
back to the facilitator by March 12. The draft report may
be used as approved by TSLAC.
- The final strategic planning report is due by April 23.
The facilitator reviewed the desired outcome for the meeting.
The group achieved five of the six desired outcomes, and agreed
that the sixth, next steps in legislation and communication,
was better addressed by others.
Participants were asked to spend a few minutes describing
in writing what worked well about the meeting and what they
would change to make the meeting better. Volunteers were then
asked to share some of their thoughts.
- On the “plus” side, participants mentioned
the small group work, having the agenda and background materials
prior to the meeting, and the use of technology.
- On the “change” side, participants cited the
need for clearer instructions for the N/3 exercise, more
time to clarify and synthesize the recommendations and discuss
their implementation, and earlier understanding of how the
recommendations would be presented to TSAB.
- Observations that appeared under both “plus”
and “change” included stakeholder representation
(good cross section; important ones were missing), program
structure (good, flexible, well organized; not well thought
out, didn’t flow logically), the full group discussions
(worked well, stayed on track; a few people dominated, not
always on topic), and level of discussion (good discussions;
should have been at strategic directions level; not enough
detail on funding and implementation).
The following strategic planning elements are derived from
the recommendations and discussions of the 2-day strategic
planning session.
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STRATEGIC
PLANNING ELEMENTS
STRATEGIC VISION
This vision statement was developed in 2000, and it was reaffirmed
by the participants in the 2004 Strategic Planning Session.
All Texans will be served by a partnership of libraries
that empowers them to access and use information confidently
and effectively. This partnership will:
- Offer a continuum of library and information services
to persons regardless of geographical location, age, education,
or financial status;
- Realize the benefits of cost management and efficiency,
even as services are expanded;
- Provide seamless access to the state, national, and worldwide
resources.
This library partnership will enable Texans to realize their
economic, educational, and personal goals.
MISSION
A mission describes the business the organization is in,
or who is served, what services are provided, and why the
services are provided. The TexShare mission was not addressed
in the 2004 Strategic Planning Session. If the objective to
bring K-12 (and other types of libraries) into TexShare is
realized, the mission statement will need to be revised. The
mission as it currently appears on the TexShare website is:
TexShare, a statewide consortium of academic libraries,
public libraries, and libraries of clinical medicine administered
by the Texas State Library and Archives Commission, employs
traditional and innovative strategies to resource sharing.
TexShare is founded on the belief of Texas State officials
and librarians that citizen health and well being is furthered
by efficient information exchange in all communities and
institutions where quality teaching, research excellence,
and lifelong learning are valued. TexShare maximizes the
effectiveness of library expenditures by enabling libraries
to:
STRATEGIES AND TACTICS
Italics indicate recommendations that were in the top
group of the N/3 order.
TEXSHARE STRATEGIES AND TACTICS
1. Bring all types of libraries into TexShare. [Supported
by TexShare Vision]
a. Amend the TexShare statute to open membership to all
types of libraries.
b. Modify the TexShare mission statement.
c. Secure funding needed for participation by all types
of libraries.
2. Determine if resources exist to develop new programs,
or if resources are best used to strengthen existing programs.
If new programs are developed:
a. Establish a digitization program as a TexShare
project.
1. Develop a state plan for libraries, museums, and
other entities.
2. Develop standards for digitization projects to ensure
quality and allow cross-searching.
3. Develop regional digitization labs.
4. Plan for long-term preservation of digital files.
b. Establish a collaborative statewide virtual reference
service under TexShare.
1. Evaluate existing virtual reference programs.
2. Develop a pilot project and/or create a network of
existing programs to provide statewide coverage.
3. Design as a public service element to build on the
Library of Texas.
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DATABASE PROGRAM STRATEGIES AND TACTICS
1. Develop more flexibility in funding, administration,
and participation options for the database program.
2. Bring K-12 into TexShare.
a. Until legislation and funding are in place, identify
other ways to offer database access to K-12.
b. Amend the TexShare statute.
c. Secure funding needed for K-12 participation.
d. Give K-12 access to databases [and all other TexShare
programs].
3. Increase the flexibility in choice of databases.
a. Reassess core databases.
b. Broaden the core as much as possible.
c. Offer a broader choice of non-core databases.
4. Improve gathering and use of database statistics
statewide.
5. Capture other partners’ funding, such as K-12,
hospitals, and health care providers, to bring their libraries
into the program.
6. Identify the best modes of database training for library
staff and patrons: in person, online/virtual tutorials,
train the trainer, etc.
EDUCATION STRATEGIES AND TACTICS
1. Provide education outreach to all libraries to enable
staff to better use TexShare services and better serve their
patrons.
a. Establish partnerships that consist of academic, public,
and school libraries.
b. Mentor those in geographical area (between libraries).
c. Offer cooperative hosting among academic, public, and
school libraries.
d. Develop training centrally that is customized by type
of library, need, and/or audience.
e. Investigate a variety of training modes (online, in
person, etc) to increase knowledge about and participation
in TexShare programs.
f. Partner with other CE providers (regional library systems,
ESCs, etc) to develop and schedule one-on-one training
based on need.
g. Expand training to include information on collecting
and using statistics of all TexShare programs.
2. Provide education outreach to all libraries to enable
staff to educate their communities, their leaders, their
patrons about the services and benefits of TexShare programs.
(also under Communications/Marketing)
a. Develop presentations and/or toolkits that:
1. Are web accessible and can be used as a link from
a library’s webpage.
2. Include cost benefits for the various TexShare programs.
3. Showcase information and PR materials.
3. Conduct needs assessment and evaluation to monitor relevance
and effectiveness of training.
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COMMUNICATIONS/MARKETING STRATEGIES AND TACTICS
1. Create a Communications/Marketing Working Group to:
a. Implement the communications and marketing recommendations
from the 2004 Strategic Planning Session.
b. Develop a multi-media approach to marketing TexShare
programs.
c. Target specific audiences, including the Legislature,
libraries, and patrons.
d. Refine the brief message that identifies TexShare and
its importance.
2. Identify an umbrella term that simplifies and unifies
all the resource sharing names and programs.
a. Build on existing TexShare name recognition.
3. Provide education outreach to all libraries to enable
staff to educate their communities, their leaders, their
patrons about the services and benefits of TexShare programs.
(also under Education)
a. Develop presentations and/or toolkits that:
1. Are web accessible and can be used as a link from
a library’s webpage.
2. Include cost benefits for the various TexShare programs.
3. Showcase information and PR materials.
4. Provide and encourage use of a uniform web page template
or logo to identify services provided by TexShare to member
libraries.
TEXSHARE CARD PROGRAM STRATEGIES AND TACTICS
1. Promote broader participation in the TexShare Card Program.
a. Convene a focus group of non-participating libraries
to identify barriers to participation.
b. Aggressively market the card program to the public
and to non-participating libraries.
c. Bring K-12 into the card program [as statute allows].
d. Develop marketing packages for those libraries who
don’t participate.
e. Identify statistics on benefits, loss, etc.
2. Increase the visibility of each TexShare Card participant’s
lending and borrowing policies.
TEXPRESS COURIER STRATEGIES AND TACTICS
1. Restore and increase TexShare’s subsidy for TExpress
participants.
a. Create a more flexible subsidy scale.
2. Promote broader participation in TExpress.
a. Publicize and promote the shared use of stop locations.
b. Aggressively market the courier service to non-participating
libraries.
TEXTREASURES STRATEGIES AND TACTICS
1. Restore and increase funding to make it proportional
to the number of libraries in TexShare.
2. Publicize the outcomes of the TexTreasures grant awards.
3. Develop training on how to implement a TexTreasures
project successfully.
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