The position of systems librarian can vary considerably across different libraries, and is in some cases being supplanted by positions with titles like "electronic resources librarian".
My Library Director recently asked me to list out the duties I perform as a Systems Librarian, given that we actually have a consortial group (MOBIUS/MCO, of which we belong to the "Bridges" cluster) managing our Integrated Library System "box" itself off-campus; the traditional main task of a systems librarian was to manage the ILS system itself, which I no longer do in the sense of having change the backup tapes, etc.
I thought it might be interesting for other librarians/library science students interested in the job to see this list to get a sense of what might come up. We're a relatively small library, so this list is no doubt quite different from what you might be asked to do in a large university setting. And of course it is specific to our localized needs, which is itself very much a hallmark of the job - to be flexible to engage in whatever projects are appropriate for your library at the time.
Systems Librarian Responsibilities as of Fall 2007 – Melissa Belvadi
1. Manage the Library Catalog system, including:
a) Collaborate with Bridges partners and MOBIUS (MCO) staff to implement new features or respond to problems caused by upgrades
b) Support staff use of Millennium – training, assist with projects, manage staff login accounts
c) Troubleshoot local problems (“site coordinator” role, liaison to MOBIUS technical support) relating to circulation, e-reserves, serials, cataloging, acquisitions, opac
d) Monitor and update system table data specific to Maryville, such as circulation loan rules
e) Work with Bridges and MCO to implement new settings as needed by us (e.g. new location codes for new collections) or other Bridges partners (e.g. new item type codes)
f) Monitor data integrity and resolving issues with staff data input procedures that cause faulty end-of-year reports
g) Coordinate with MCO staff batch loads of MARC records, including developing load profile specifications and doing post-load quality checks (e.g. new NetLibrary collections)
h) Coordinate with MCO staff update loads of the patron name/address circulation database at least three times per semester
i) Manage Maryville’s participation in the Innovative product’s annual enhancement request process, surveying staff for needs, entering them into the request system, compiling request process votes, etc.
2. Manage all of the electronic research database subscription accounts (e.g. EBSCOHost), including:
a) Customizations allowed by vendors
b) Implementation of new optional features
c) Integration into other services and web pages (e.g. periodical search, subject guides, web site)
d) Train library staff about the changes
e) Report and troubleshoot problems with vendors’ tech support departments
f) Work with critical vendors to test major new upgrade pre-releases (“beta” tests)
g) Work with acquisitions to process renewals
3. Manage the library’s web site, including
a) Update basic information -- hours, staff, database lists, etc., New Titles Lists
b) Change information in “How Do I…” section in response to changes in library services or products (e.g. when NetLibrary changing the entire process of how to check out an e-book, when we changed our indexing of popular videos)
c) Post special announcements, such as holiday hours, database free trials, new databases, etc.
d) Maintain links to Internet Resources
4. Develop online services customized specifically for the Maryville University Library. Some examples:
a) Periodicals Search – simplified “one-stop” access for patrons to the entire periodicals holdings across all possible formats (writing this software instead of purchasing a commercial package saves the Library several thousand dollars each year)
b) Find Some Articles – simplified access for patrons to search multiple research databases at once
c) Subject Guide online platform – allows Reference Librarian to develop quality subject research guides arranged according to curriculum and easy access by patrons. Support the Reference Librarians in use of the Subject Guide collaborative development system
d) Online tutorial system – easy way for students to learn basic library skills in an interactive self-paced environment, with learning assessment
5. Support library staff computing needs, such as
a) Maintain printers
b) Solve problems with Windows computers’ basic desktop operations (e.g. fix when they lock up)
c) Help with files that are missing or corrupted
d) Design new software templates (e.g. printing labels) and fix those that don’t work
e) Train/support staff in Word, Excel, etc. (general-purpose programs)
f) Train/support staff in library-specific or other specialty desktop programs (e.g. Millennium, ILLiad, Ariel, Camtasia Studio)
g) Train/support staff in the use of shared computing resources to facilitate intra-library communication and workflow (e.g. shared Outlook calendars and folders, shared file drives like G and W folders)
h) Install and configure new/upgraded staff hardware (computers, monitors, printers, etc.) and software, including Windows, Office, Millennium and OCLC
6. Manage interlibrary loan service technology, including:
a) Troubleshoot problems with the interlibrary loan main system (ILLIAD) software, install updates as needed
b) Troubleshoot problems with the interlibrary loan electronic delivery system (Ariel) hardware and software, install updates as needed
7. Manage public computer workstations - install, maintain, upgrade, fix: computer hardware, printers, software configuration, security software
8. Help patrons with non-research technical questions – e.g. how to print PowerPoint from the Desire2Learn campus course management system, how to use features of Excel or Word, solve problems relating to other Maryville online services like the AccessMU online registration system and campus email, help use various non-research-related web sites as requested
9. Update the Periodicals Search system in response to database changes in periodical coverage, changes to physical periodical holdings, and structural changes to databases –takes up to 3 hours monthly for basic coverage/holdings updates and can take many additional hours if there are major changes to the actual database interfaces/structure, (such as happened with Lexis/Nexis in the summer of 2007, which required about 15 hours of additional programming)
10. Update the Find Some Articles software whenever the Library changes databases (such as the change from ProQuest Nursing to CINAHL Plus Full-Text)
11. Update the Subject Guide system several times a year and run backups regularly
12. Update the online tutorial structure and content as needed when any of the covered products are themselves updated (e.g. the catalog, EBSCOHost, ILLiad) or we buy new databases
13. Maintain remote access server (allows patrons to use research databases off-campus), including:
a) Solve server-side problems
b) Manage the log files
c) Assist individual patrons who have problems using it
d) Update the remote access server each time we purchase new databases, change database vendors, when a serials publisher adds full-text access on its own website, or for free trials.
14. Coordinate electronic research database collection development
a) Monitor the industry for announcements of new relevant products
b) Analyze new products for possible purchase (including producing title overlap comparisons)
c) Communicate with vendor regarding pricing quotes, coverage, features
d) Arrange free trials
e) Communicate with other librarians about options and trials
f) Communicate with other university faculty when appropriate; in the past this has included formal presentations to faculty groups regarding major purchase decisions (e.g. Business Source Premier, ARTStor)
15. Manage individual electronic serials subscriptions and per-title packages
a) Monitor announcements from vendors that e-serials are available
b) Determine necessary procedures to activate access and doing it (this can take multiple hours per title)
c) Update Periodicals Search to include new titles
d) Repeat steps a-c each time a publisher changes its access terms or methods (which happens often)
16. Collect and analyze usage statistics and related data from the Library Catalog and MOBIUS
17. Collect and analyze usage statistics and related data from the Periodicals Search/OpenURL system. This includes providing extensive analysis reports for Serials Committee meetings.
18. Collect and analyze usage statistics and related data from the electronic database vendors. This information is primarily used by the Serials Committee.
19. Run year-end statistics on collections and holdings (takes at least half a day)
20. Run specialized reports as requested by the Library Director and others to assist in various decision-making projects, accreditation reports, etc.
21. Train library staff on new technologies that are expected to impact library services (e.g. flash drives, RSS feeds, instant messaging)
22. Assist staff projects where technology can facilitate the project. Some examples include:
a) special barcode-readable shelf lists for shelf reading project
b) online calendar system for reference desk schedule coordination
c) custom program scripts for requestor title reports
d) reference librarian use of screen capture software for various special library instruction projects
23. Protect patron data privacy – including:
a) Remove unnecessary past patron title-specific checkout data from the catalog
b) Strip identifying information from remote access server logs
c) Strip identifying information from interlibrary loan server logs per patron preferences
24. Develop and implement Catalog e-resource content enhancement projects, such as
a) Found Wright American Fiction records and brought them into Library catalog
b) Found National Academy Press books online and brought them into the catalog (ongoing project)
c) Found U California Press records and brought them into the Library catalog
d) Found ERIC-available online books and brought them into the catalog (ongoing project)
e) Found Annenberg Media records and will be bringing them into catalog (recently started project)
f) Established “free Internet” resources search in keyword index
g) Created Peer-reviewed Journals Search in keyword index
h) Coordinate all such projects with other Bridges site staff, as needed
25. Monitor library technology trends – keep the rest of the library informed about major library technology-related innovations and trends in services and products that could enhance our own patron services
a) Attend library technology-related conferences
b) Read/download program materials from important conferences not otherwise attended, when available
c) Read library technology-related periodicals, listservs, etc.
d) Communicate with systems librarians peers locally and nationally