&EPA
United States
Environmental Protection
Agency
June 2011
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Table of Contents
MESSAGE FROM THE CIO 1
1. INTRODUCTION 2
1.1 Overview 2
Guiding Principles 3
Network Priorities 3
1.2 Background 4
The Library Network Structure 4
Drivers for Change 6
2. TARGET STATE 10
2.1 Library Network Governance 10
Goal 1: Establish Formal Mechanisms for Management and Stakeholder Input 11
Goal 2: Formalize and Stabilize Library Resource Allocation 12
Goal 3: Increase Library Network Participation and Coordination 13
2.2 Library Services 14
Goal 1: Increase Service Coordination 14
Goal 2: Enable User Access with Tools and Resources 16
Goal 3: Ensure Quality and Timeliness of Services Across All Libraries 18
2.3 Library Network Electronic and Physical Collections 18
Goal 1: Complete Inventory and Cataloging of Collections 19
Goal 2: Increase Electronic Access through Digitization 20
Goal 3: Coordinate Library Network Collection Management 21
2.4 Communications, Outreach and Training 22
Goal 1: Expand Awareness of Network Libraries 23
Goal 2: Expand Training Opportunities 24
3. IMPLEMENTATION PLAN 26
APPENDIX A: GLOSSARY A-l
APPENDIX B: ACRONYMS.. ..B-l
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Figures and Tables
List of Tables
Figure 1-1: National Library Network Model 5
Figure 1-2: The Library Network SWOT Analysis 9
List of Tables
Table 1-0: Actions for Gathering Input and Expertise 12
Table 2-0: Resource Allocation Actions 12
Table 3-0: Library Network Coordination Actions 13
Table 4-0: Service Coordination Actions 16
Table 5-0: Tools and Resources Actions 17
Table 6-0: Service Quality and Timeliness Actions 18
Table 7-0: Collection Inventory and Cataloging Actions 20
Table 8-0: Digitization and Electronic Access Actions 21
Table 9-0: Collection Management Actions 22
Table 10-0: Communications and Outreach Actions 24
Table 11-0: Training Actions 25
Table 12-0: Library Network Strategic Plan Implementation Timeframe 27
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MESSAGE FROM THE CIO
As the U.S. Environmental Protection Agency's (EPA) Chief Information Officer, I am committed to making
sure we provide access to quality environmental information. One of the Agency's most important and
valuable information resources is our National Library Network (Library Network). The Network provides library
services to both EPA employees and the public to ensure they can access information they need to make
informed environmental decisions. Advances in technology have provided boundless opportunities to access
information sources more readily through electronic means. The Library Network has embraced this trend
by digitizing EPA publications in the library collections, providing access to materials online, and answering
questions through the "Ask a Librarian" chat reference service.
EPA will continue to build on the Library Network's successes to ensure that EPA employees and the public
receive exemplary library services. To guide the Network toward its future vision, the Agency developed the
EPA National Library Network Strategic Plan FY2012-2014. This Plan sets the foundation for the Network's future
and provides library customers with a picture of where the Network is going and how the Agency plans to get
there.
The Strategic Plan lays out goals in four key areas—Library Network governance; services; electronic and
physical collections; and communications, outreach and training. The core of the Library Network is its
collaboration; and through this coordination, the Network will work to achieve the goals laid out in the Plan.
The Network libraries cross geographical and programmatic boundaries and serve a myriad of customers, and
they will continue to use collaboration and the leveraging of individual expertise to provide EPA staff and the
public with the information services they need to conduct their work.
I am confident that through the implementation of the Library Network Strategic Plan, the Agency will improve
our library services, continue to grow our electronic and physical library collections, ensure ongoing and
consistent funding for the Agency's libraries, and make certain EPA employees are knowledgeable about the
services available to them and how to access them. I am committed to service quality; and I know, through the
implementation of this Plan, the Agency will enable customers who rely on the Library Network to continue to
obtain the resources they need to protect human health and the environment.
Sincerely,
Malcolm D. Jackson
Assistant Administrator for Environmental Information
and Chief Information Officer
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1. INTRODUCTION
Library Network Vision:
The EPA National Library Network is an essential
information partner with EPA staff and the public to
support decision making, environmental awareness, and
protection of human health and the environment.
For the U.S. Environmental Protection Agency's (EPA) libraries, it is the best of times; information technologies
make possible wondrous advances in service delivery. For EPA libraries, it is also the worst of times; resources are
shrinking at a time when demand is increasing. To navigate these challenging times, the EPA National Library
Network needs a strategic plan.
1.1 Overview
The EPA National Library Network (Library Network) provides Agency staff and the public with access to
accurate, objective and timely environmental information to facilitate decision-making. The Library Network is
composed of libraries and document repositories located in EPA's Headquarters, Regions, field offices, research
centers, and specialized laboratories. In addition to professional library staff and physical (paper) collections,
the Library Network supports and makes available virtual library resources that provide Agency staff and the
public with access to EPA information and library services. The public can search for information in the Online
Library System (OLS), the Library Network's online catalog, and can access full-text, digital EPA publications
via the National Service Center for Environmental Publications (NSCEP) database. In addition, EPA staff have
access to electronic journals and other premium resources for research through the Desktop Library, as well as
services such as Ask a Librarian online chat reference service and desktop training opportunities.
To function effectively in today's environment of greater user expectations for faster electronic delivery of
services, ever-increasing digital resources and rapidly-changing technology, the Library Network will continue
to evolve to become a more fully-distributed and coordinated community. A more distributed Network will
enable EPA to leverage the expertise and resources of the geographically diverse libraries to improve access
to collections and ensure that core information services of reference/research, interlibrary loan (ILL)/document
delivery, and access to electronic library services are available at all local Network libraries. At the same time,
a collaborative Library Network enables individual libraries to streamline operations and reduce redundancies.
Through coordination across the Library Network, each library can function as both a convenient, local facility
meeting the needs of local customers, as well as a Network node providing integrated, Network-wide access to
its collections, and knowledgeable reference and research services to EPA and public customers. This concept
of EPA Library Network also exemplifies the principles of the One EPA Initiative which seeks to incorporate
increased cooperation and collaboration into the Agency's operational culture.
In Fiscal Year (FY) 2011, EPA formed a cross-Agency workgroup to develop a strategic plan that provides a
roadmap for building a robust network of libraries serving the information needs of EPA staff and the general
public. This document, EPA National Library Network Strategic Plan (Plan), outlines a three-year strategy (FY
2012-2014) for building on the Library Network's past successes and recent accomplishments to provide
employees and the public with convenient and timely access to environmental information. The Plan supports
the realization of the Library Network's vision and mission.
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Library Network Mission:
The EPA National Library Network supports
EPA staff and the public by providing timely
and accurate information in appropriate
formats at the point of need.
:•. : •
Guiding Principles
The Plan is built upon the following guiding principles. The Library Network will:
• Strive to provide all EPA staff with access to services and collections regardless of where they are
located.
• Provide the public with information services and access to Agency information.
• Respond to all library requests in a timely manner and in the most appropriate format.
• Provide library services in alignment with Agency and local missions and priorities.
• Maximize the use of resources and technologies.
Network Priorities
The guiding principles drive all the work that the Library Network does on a day-to-day basis. Based on the
guiding principles and the future direction of the Library Network, EPA developed the following priorities for FY
2012-2014:
• Educate stakeholders on the value and the day-to-day activities of the Library Network.
• Utilize a responsive and collaborative organizational structure to provide effective library services to
customers.
• Increase coordination and collaboration among Network libraries to improve services and make efficient
use of expenditures.
• Strengthen the Library Network governance structure to increase stakeholder input and support.
• Meet increasing demands from users for accurate and timely information.
• Leverage technology to deliver point-of-need access to library services for EPA staff and the public.
• Provide fully accessible collections and resources in the most appropriate format to support the mission
of the Agency.
The Plan includes goals and measurable actions that support the guiding principles and the realization of
the priorities for FY 2012-2014. The Plan includes a phased approach to ensure the actions are implemented
effectively and that the Library Network's customers receive the information they need to make informed
environmental decisions.
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Introduction
1.2 Background
The following sections provide background on the Library Network structure and the drivers for this Plan.
The Library Network Structure
From its inception, the EPA National Library Network was designed to encourage collaboration and realize
efficiencies. In practice, the Library Network often functioned as a collection of disparate libraries to serve the
information needs of local customers. Several different EPA Program Offices and the ten Regions independently
funded and managed the libraries. Regardless, there was always some degree of cooperation among the
Network libraries, mostly informal, which has increased in recent years.
The Library Network currently communicates on a regular basis through daily listserv traffic, monthly
teleconferences, and in-person annual meetings. Collaborative projects and workgroups regularly engage
network librarians through additional channels, and include efforts such as the Ask a Librarian live chat service,
the webinar-based National Training Program, and contributions to the Library Network's regularly-updated
Core List for an Environmental Reference Collection publication. In recent years, EPA librarians have worked
together to evaluate trial products, manage Agency-wide electronic subscriptions and address cataloging
backlogs, evidencing a high degree of collaboration.
The combined Library Network collections contain a range of general information on environmental protection
and management and on basic and applied sciences, as well as extensive coverage of topics related to the
statutory mandates that EPA is required to meet. Several Network libraries maintain specialized collections to
support specific Regional or Program Office focus. While the libraries differ in function, scope of collections,
extent of services, and level of public access, the Library Network provides a common framework and enables
the libraries to collaborate on the delivery of services to EPA staff and the public.
EPA has a highly skilled library workforce dedicated to delivering quality library services to meet the Agency's
information needs. Professional librarians are available in each library to manage collections and resources
and to assist EPA staff and the public. A National Program Manager (NPM) in EPA's Office of Environmental
Information (OEI) has the responsibility to provide assistance and guidance in the operation of libraries and
to bring focus and cohesion to the Library Network community. The NPM also serves as the EPA-appointed
representative to work with external library professionals and stakeholders.
Figure 1-1 illustrates the interrelationships among EPA's libraries and resources that form a fully integrated EPA
National Library Network.
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Online catalog
Repository collections *Q
Digital EPA publications HI
1 Desktop research tools *"
Ask a Librarian live chat
National Training Program webinars
'esWh varying leve\s<» ^
*te for EPA employees^0
Figure 1-1: National Library Network Model
As the figure depicts, the EPA National Library Network relies heavily on coordination and collaboration among
its libraries and resources.
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Introduction
The Regional Libraries, the Laboratory and Specialty Libraries, and the Lead Service Center Libraries are
physical libraries with customized collections and varying levels of onsite services for EPA staff and the public. All
locations support the Agency's mission by managing collections, providing specialized resources, and offering
reference and research services to EPA's scientific and regulatory community and the public.
• Regional Libraries meet local and Regional needs related to scientific research, environmental
regulation, and outreach. They are often the first point of contact for public inquiries.
• Laboratory Libraries primarily serve EPA's scientific research community, and Specialty Libraries are
distinguished by special focus areas and subject-specific collections.
• Lead Service Center Libraries have the capacity to offer reference/research services and/or
administrative/technical functions to other Network libraries. Current Lead Service Center Libraries
include Research Triangle Park, North Carolina (ILL and reference support); Andrew W. Breidenbach
Environmental Research Center (AWBERC) in Cincinnati, Ohio (cataloging, ILL and reference support);
and Region 3, Philadelphia, Pennsylvania (ILL and business reference support).
The Network libraries are supported by a robust collection of shared resources, including Virtual Library Tools
and Resources and Repository Library Collections.
• Virtual Library Tools and Resources include digital EPA publications and an online catalog available to all
users. The Network supports desktop access to electronic subscriptions, a live chat reference service, and
webinar training for EPA employees.
• Repository Library Collections provide access to EPA documents for Network libraries, EPA employees
and the public. Repository Libraries retain and manage the collections to enable other Network libraries
to address space and funding challenges by transferring library materials that are still of value, but not
often used by local patrons. The Repository Libraries are located in Washington, DC (EPA Headquarters);
Research Triangle Park, NC; and Cincinnati, OH.
Drivers for Change
In developing the EPA National Library Network Strategic Plan, EPA analyzed three key reports: the Information
Needs Assessment Report (August 17, 2009), the 2010 Government Accountability Office (GAO) report entitled
Environmental Protection Agency: EPA Needs to Complete a Strategy for Its Library Network to Meet Users'
Needs, and the Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis conducted with the Library
Network and internal stakeholders in December 2010. The following sections provide a high-level summary of
the findings from these three reports.
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Information Needs Assessment Report
In 2009, EPA conducted an Information Needs Assessment. The goal of the Assessment was to determine the
future information needs of an increasingly mobile workforce and to find ways to leverage technology to serve
EPA library customers. Based on the feedback gathered during this study, the Information Needs Assessment
Report recommended the following essential actions for the EPA National Library Network:
• Provide a broader selection of electronic journals via the Desktop Library.
• Conduct a vendor portfolio management study and optimize Desktop Library resource offerings.
• Enhance search capabilities on EPA websites.
• Market, promote and raise awareness of library offerings.
• Offer more training on how to use library resources and services.
• Provide remote access for offsite workers.
• Offer expanded and consistent operating hours that are clearly posted.
• Provide information sharing and collaboration tools.
• Improve turnaround time for interlibrary loan, especially for books.
• Complete the feedback loop regarding research findings and resulting actions.
U.S. Government Accountability Office Report
GAO submitted a report to Congress in September 2010 entitled Environmental Protection Agency: EPA Needs
to Complete a Strategy for Its Library Network to Meet Users' Needs. The report reviewed:
• The status of EPA's overall strategy for its Library Network.
• The status of EPA's plan to reopen the libraries it closed in 2006, and other actions planned or taken.
• EPA's efforts to digitize Agency documents to make them available electronically on the Internet.
• EPA's efforts to communicate with staff and other stakeholders about its Library Network.
GAO reviewed regulations, Agency funding and inventory of documents and interviewed EPA staff and
contractors, as well as independent library professionals. GAO also assessed the reliability of EPA's data on
library holdings and EPA's staff survey on library use and needs. The following are GAO's recommendations for
executive action.
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Introduction
The Agency should complete EPA's strategic plan for the Library Network, including implementation goals and
timeframes. In so doing, EPA should outline details for how funding decisions are to be made to ensure that
decisions are informed and transparent.
• EPA should complete an inventory of Library Network holdings to identify what items remain to be
cataloged and digitized.
• EPA should digitize documents produced under its assistance agreements and make them available to
federal employees and other authorized users for federal government purposes.
• EPA should make explicit in future assistance agreements that it can include any documents produced
under the agreements in the Agency's online publications database without obtaining prior permission
from the copyright holder.
• If EPA cannot make an agreement to make documents available in a public online database, the
Agency should digitize documents produced under future assistance agreements and make them
available to federal employees and other authorized users for federal government purposes.
• EPA should ensure that the data analysis protocols for conducting surveys of users' needs—including
sampling procedures and response rates—use sufficiently sound methodology to provide reliable
information on which to base decisions and allocate resources efficiently.
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Strengths, Weaknesses, Opportunities and Threats
In December 2010, the Library Network conducted a Strengths, Weaknesses, Opportunities and Threats (SWOT)
analysis with the Network librarians and other internal stakeholders to highlight additional drivers for change.
Figure 7-2 provides an overview of the key areas identified in the analysis. Through the implementation of this
Plan, the Library Network will leverage its strengths and opportunities to address and mitigate the identified
threats and weaknesses.
Figure 1-2: The Library Network SWOT Analysis
Strengths
Experienced professional librarians with collective
institutional knowledge
Coordination, collaboration and cooperation across the
libraries
Collaborative tools, such as Ask a Librarian, National
Training Program and Desktop Library
Sharing of information and support across the Library
Network to fulfill information requests
The depth of information represented by the individual
library collections in the Library Network—both print and
electronic
Sharing of library best practices
Opportunities
Options for centralized purchasing, cataloging and
microfiche services
Implement Web 2.0 social networking tools for
collaboration
Design and enhance employee access via library
websites
Enhance metadata in Online Library System (catalog)
Develop and formalize a communications and outreach
plan
Increase training opportunities
Explore new technologies to deliver information to users
Implement centers of excellence
Obtain more journals and publications for the Desktop
Library
Weaknsses
No common funding strategy among EPA offices and
Regions for the Library Network
Lack of equal cooperation of libraries in the Network
Inadequate level of staffing at some libraries
Online Library System (catalog) is difficult to use
Lack of user-friendly EPA library interfaces
Lack of a prominent presence on the epa.gov website
Lack of centralized purchasing and cataloging
Limited outreach about services to EPA staff
Limited or uneven training opportunities for staff
Threats
Budget fluctuations
Rapidly changing technology is difficult to address
Lack of management support and engagement
Structure of library contracts inhibits ability to respond to
changing needs
Patrons not using the library for services
Perception that all materials are freely available on the
Internet
Customers not aware of library offerings
Lack of subject-specific knowledge among some
federal library managers
Rising prices of subscriptions and resources
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2. TARGET STATE
Through the implementation of this Plan, EPA will strengthen its network of libraries that provides employees
and the public with access to environmental information. To ensure the Library Network has a robust plan
to implement and realize its priorities, the Agency developed a set of goals and actions that address the
recommendations in the three reports summarized in Section 1,2,2: Drivers for Change. The following sections
detail the strategic goals and actions the Library Network will undertake in FY 2012-2014 to achieve the priorities
laid out in Section 1,1: Overview. The goals and actions are organized around four strategic improvement
areas: 1) Library Network Governance; 2) Library Services; 3) Library Network Electronic and Physical
Collections; and 4) Communications, Outreach and Training. Each section includes a summary table with the
actions to support the goal and the phase in which they will be implemented. The Library Network will begin
implementation of Phase 1 actions in FY 2012 and will sequence the implementation of Phases 2 and 3 actions
as appropriate. The timeframes for implementation are based on current resource levels and will be adjusted if
resource levels change. Section 3,0: Implementation Plan contains a description of the implementation process
for this Plan, and how EPA will evaluate and adjust the implementation timeframe if resource levels change.
2.1 Library Network Governance
The Library Network's governance process provides oversight for the overall operation of the libraries and
ensures coordination across the Network. In FY 2012-2014, EPA will implement and formalize governance
processes to ensure the most effective management of the Library Network and its resources.
EPA's Assistant Administrator for Environmental Information and Chief Information Officer (CIO) has the overall
responsibility for the governance and coordination of the Library Network. The NPM in OEI has the responsibility
to provide assistance and guidance to offices in the operation of the Network and to ensure the individual
libraries provide efficient and cost-effective library services. Federal Library Managers (FLM) report to their local
management and are responsible for the oversight, management and operation of their individual libraries. A
Library Advisory Board, comprised of union and management representatives, reviews, evaluates and makes
recommendations to the CIO on library operations.
The EPA National Library Network Policy establishes uniform governance and management for the Library
Network. In addition, library procedures, for operations common to all libraries, ensure consistency in service
delivery and establish baseline standards for operations. The NPM oversees the implementation of the policies
and procedures. Individual libraries develop local policies and procedures based on Library Network level
documents. The Network libraries review and revise the policies and procedures on a regular basis and develop
additional policies, procedures, standards, and guidance as needed.
Currently, no consistent funding mechanism is in place for the libraries. Most library funding is part of general
funds from national and local EPA programs. Individual libraries are supported by a variety of Program Offices
and Regions, which results in inconsistency of local funding; this in turn, can lead to uneven service delivery.
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In the past EPA libraries have depended upon informal coordination and cooperation to deliver information
services. With increasing demands for information and resource constraints, a robust Library Network
governance structure is necessary to streamline operations, eliminate redundancies and contain costs while
leveraging the strengths of all libraries in order to meet user needs. To that end, the EPA has established three
specific governance goals for the Library Network.
• Goal 1: Increase and establish formal mechanisms to obtain senior-level and stakeholder points-of-view
and expertise in library governance.
• Goal 2: Formalize and stabilize library resource allocation.
• Goal 3: Increase coordination and participation in Library Network operations in keeping with the One
EPA concept to improve service delivery while building on existing strengths and maximizing use of
resources.
The following sections provide a description of the actions the Library Network will undertake in FY 2012-2014 to
implement and formalize a robust governance process for the Network.
Goal 1: Establish Formal Mechanisms for Management and Stakeholder Input
To accomplish the first goal to increase and establish formal mechanisms to obtain senior-level and stakeholder
points-of-view and expertise in library governance, EPA will establish an internal, Agency-wide National Library
Council comprised of:
• Senior-level managers (SIOs or their designees) from EPA stakeholder programs (e.g., OEI, ORD, OARM,
OAR, OW, OCSPP and OSWER)
• Senior-level managers (Assistant Regional Administrators, Directors of Public Affairs) from the Regions
• OEI senior management
• The NPM for the EPA National Library Network
The National Library Council will provide input on Network goals and direction, work with the Network to seek
solutions to management and funding issues, support and facilitate coordination among Network libraries, and
serve as points of contact between the members' organizations and the Network.
In addition, the NPM will represent the Library Network on Agency information management boards and
committees, such as the Library Advisory Board, the Web Council, the Search Workgroup, the Office of
Research and Development (ORD) Science and Technology Policy Council (STPC), and appropriate
subcommittee(s) of the Quality and Information Council (QIC). Partnerships with these organizations will
increase efficiency of Agency information functions by sharing expertise, expanding connections, and
streamlining processes.
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Target State
Number
Table 1-0: Actions for Gathering Input and Expertise
Actions
Establish a National Library Council
Timefram
Phase
Establish Library Network representation on Agency information management boards and
committees
Phase
Goal 2: Formalize and Stabilize Library Resource Allocation
The Library Network and its libraries need a formal funding process to ensure adequate resources to enable
long-range planning, to increase efficiency of expenditures, and to provide for day-to-day operations of
individual libraries. As a first step, EPA will form a budget subcommittee under the National Library Council to
work with the NPM and recommend appropriate funding mechanisms and minimum levels of funding. The
subcommittee will prepare recommendations for implementing a formal, permanent library resource allocation
process and for establishing an Agency-wide procedure to track library spending. The subcommittee will
explore additional sources of sustainable and one-time revenue to support Network libraries and the Desktop
Library. In addition, the subcommittee will research additional resources for the Headquarters and Chemical
Libraries to establish them as one of the Agency's "flagship libraries."
As part of the formal resource planning process, the Library Network will identify unnecessary redundancies
in resource use and service provision throughout the Network, as well as areas for increased efficiency in
spending. The formal library resource planning process will include a review of return on investment every three
to five years to ensure spending is in line with information needs and Agency priorities.
Through the Office of Information Analysis and Access (OIAA), the Library Network will establish standard
Memoranda of Understanding (MOD) with EPA Program Offices that provide monies and/or in-kind services
for Network resources to ensure stability of funding levels. In addition, the Network will work with OEI, other EPA
offices, and the Regions to ensure that libraries are included as line items within their funding mechanisms.
Numb
Table 2-0: Resource Allocation Actions
ctions
Form a National Library Council Budget Subcommittee under the National Library Council
Timeframe
Phase 1
2.2
Establish MOUs with Program Offices that provide Library Network funding
Phase 1
2.3
Develop a formal Library Network resource allocation process
Phase 1
2.4
Work with Program Offices and Regions to develop funding mechanisms that include line
items for libraries
Phase 1
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Goal 3: Increase Library Network Participation and Coordination
In the current climate of decreasing federal resources, it is imperative that the Library Network increase
coordination and collaboration among the libraries. Such collaboration is highly encouraged by EPA senior
management through its One EPA Initiative. While all EPA libraries currently participate in the Network to
some degree, the level of participation varies from library to library. Because each EPA location is unique in
its information needs, all libraries have something unique to contribute to the Network: research expertise in a
specific subject area, technical skills, successful outreach strategies, unique collection materials, etc. Effective
service delivery and cost containment in the future will depend on leveraging the strengths and sharing the
skills of each library in the Library Network.
To ensure consistency in service quality and to ensure an understanding of each library's contribution, the
Library Network will establish formal standards for core library services at all locations. In addition, the Library
Network will establish a formal framework for fluid library operations to ensure continuity of services across the
Network by maximizing capabilities and resources. A plan will be developed to provide services to a particular
location should that library be forced to close temporarily due to a disaster situation; and the existing Library
Network procedure for disaster planning will be revised to include the Network-level plan, as well as Continuity
of Operations Plan (COOP) support at the local level.
Many of the Network libraries are staffed under a national support contract, and some are staffed under
local or General Services Administration (GSA) contracts. Since effective library service delivery depends to a
great degree on quality of staffing, it is critical to manage the contracts effectively. The contracts can also be
used to encourage innovation and contain costs. To increase cooperation between the contractors and EPA,
the Library Network will establish a federal and contractor workgroup to identify additional opportunities for
collaboration and recommend action items. In addition, the Library Network will develop a written reference
guide for federal library managers and library contractors on effective and appropriate use of library contracts.
The Library Network will also designate a Library Program Technical Advisor as a point of contact to contracting
officers on the national library contract and to be available to other federal library managers as needed.
All EPA libraries spend significant amounts of time and money in making library purchases. To reduce
procurement paperwork and provide volume discounts, the Library Network will explore and establish Agency-
wide purchasing agreements for items common to all libraries such as journal subscriptions, books and
documents, and will make such agreements available for local library use on an optional basis.
Table 3-0: Library Network Coordination Actions
Establish formal standards for core library services at all locations
Phase 1
3.2
Establish a federal and contractor workgroup
Phase 1
3.3
Develop guidance on effective and appropriate use of library contracts
Phase 1
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Target State
Number
Table 3-0: Library Network Coordination Actions (continued)
Actions
Timeframe
3.4
3.5
3.6
3.7
3.8
Designate a library contract Program Technical Advisor
Explore and establish Agency-wide umbrella contracts for common library purchases
Establish a formal framework for fluid library operations to ensure continuity of services
Prepare disaster contingency plan at the Network level
Revise Disaster Planning Library Network procedure
Phase 1
Phase 2
Phase 2
Phase 2
Phase 2
2.2 Library Services
The Library Network provides services to both EPA employees and the public. The Library Network's FY 2012-2014
goals for library services include the following:
• Goal 1: Increase coordination and collaboration among Network libraries in providing services to users,
and ensure access to information for all EPA staff while making efficient use of Agency expenditures.
• Goal 2: Enable internal and external users to access information independently by creating and
enhancing tools and resources.
• Goal 3: Ensure quality and timeliness of services across all libraries.
The following sections outline each goal and the actions the Library Network will implement to achieve the
Library Services goals.
Goal 1: Increase Service Coordination
In FY 2012-2014 the Library Network will increase coordination and collaboration among Network libraries
in providing services to users, and ensure access to information for all EPA staff while making efficient use of
Agency expenditures. To accomplish this goal, the Library Network will undertake strategic actions in the areas
of reference and research assistance and document delivery.
Reference and Research Assistance
Reference and research assistance are among the core functions of the EPA libraries. The Library Network
currently collaborates informally to provide these services and to share resources and expertise. Each library
has professional library staff onsite; however, each Agency location has a range of subject specialties among
its staff, making it difficult, at times, for local librarians to provide the in-depth research sometimes required for
all specialties. Identifying librarians with educational expertise and experience in certain subject areas, such as
chemistry and business information, as specialists who can provide assistance to any Network library as needed
would increase service levels and create efficiencies.
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The Library Network is conducting a pilot live chat reference service, known as Ask a Librarian, for EPA staff. The
participating libraries collaborate to provide coverage—each library responds to all incoming live chat requests
during assigned time periods. This type of service is also called virtual reference or distributed reference. The
Library Network will expand library participation in the Ask a Librarian service to provide efficiency and increase
chat agent service availability. In addition, the Library Network will explore implementing public access to the
service.
The Library Network will develop dynamic information services that respond to and support the evolving
goals and priorities of the Agency as well as the respective local organizations. The development process will
consider the needs of the users, and services may include proactive announcements regarding current topics
of interest or the deployment of Intranet pages that provide links to relevant Web resources.
The Library Network maintains a Web-based knowledgebase with answers to commonly asked questions on
environmental and regulatory topics. This service provides users with a self-service option when seeking answers
to questions, along with the ability to submit new questions. The Library Network will continue to add new
questions and responses to ensure the knowledgebase contains timely information on important Agency topics
and to avoid duplication of research efforts.
The Library Network will explore options for the mobile delivery of reference, specialized research assistance
and chat reference service, and will implement these options as appropriate, in order to increase the
communication formats and timely delivery of these services.
The Library Network will also explore collaborative agreements with other EPA Program Offices to provide
access to information. The collaborative agreements will ensure increased awareness of program information
and technology across the Agency.
Document Delivery
EPA libraries supply materials such as books, articles, films, standards, etc., requested by EPA staff but not
available in a local library's collection. Although interlibrary loan is the primary means of providing such
materials, at times the process can be extraordinarily time-consuming. The Library Network will investigate
options for Agency-wide purchase agreements with commercial document delivery services for materials that
are difficult to obtain. This will achieve cost savings for EPA libraries nationwide and reduce turnaround times.
The Library Network will also investigate Agency-wide license agreements for specific types of materials such
as engineering standards. The Library Network will encourage digital delivery whenever possible to meet user
expectations of shorter turnaround times for such requests.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Target State
Table 4-0: Service Coordination Actions
Number Actions
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
Explore and encourage the use of coordinated Library Network subject matter specialists, as
needed
Expand library participation in Ask a Librarian service
Research and make recommendations on the feasibility of using commercial document
delivery services
Explore and implement collaborative agreements with EPA Program Offices and Regions for
information sharing
Evaluate the option of expanding Ask a Librarian service to the public and implement as
appropriate
Explore and implement options for the mobile delivery of services as appropriate
Develop services to support the evolving goals and priorities of the Agency and their
respective local organizations
Update and expand content of library knowledgebase
Explore and establish Agency-wide license agreements for additional resources
Timeframe
Phase 1
Phase 1
Phase 1
Phase 2
Phase 3
Phase 3
Ongoing
Ongoing
Ongoing
Goal 2: Enable User Access with Tools and Resources
The Library Network will enable internal and external users to access information independently by creating
and enhancing tools and resources. The Library Network provides and/or partners with other Agency
organizations to provide a robust suite of tools and resources, such as the EPA Desktop Library, Online Library
System (OLS) and digital repository that enable users and library staff to conduct research and find the
information they need to do their jobs. In addition, Network representatives participate on the EPA Search
Workgroup to ensure that customers can search for and find the online resources they need, such as journals
on the Desktop Library, items listed in OLS, or electronic materials in the digital repository of EPA publications
through NSCEP.
To ensure these Library Network resources continue to meet customer needs in the most appropriate manner,
the Library Network continuously evaluates as well as seeks feedback on needed improvements or additions.
The Library Network will continue to support these resources and make enhancements as appropriate.
EPA Desktop Library
The Desktop Library is EPA's gateway to both premium fee-based subscription as well as free online information
resources for Agency staff. EPA recently increased access to online journals and electronic books and
implemented enhancements to tools and resources. The Library Network will continue to invest additional
resources into the Desktop Library and adjust electronic resources as necessary to ensure employees have
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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the resources they need while containing costs. The Network will complete an assessment of Desktop Library
usability and implement enhancements based on the results. Finally, the Network will explore and implement
enhancements as needed to the recently deployed electronic resource management system (ERM).
Online Library System
OLS is the combined online catalog of holdings in all EPA libraries. It remains the most comprehensive listing
of and index to EPA publications. The Library Network will establish an OLS Workgroup to evaluate and
recommend enhancements as needed.
Digital Repository of EPA Publications
EPA provides online access to Agency publications through the NSCEP Web-based online gateway to free
electronic copies of EPA publications. Network libraries have been instrumental in contributing documents to
the digital repository by preparing, processing and sending materials from their collections for digitization. The
Network libraries will continue to contribute to this effort by evaluating collections, following Library Network
procedures, and providing materials for digitization as appropriate. Network librarians will continue to offer
recommendations for enhancements when appropriate and/or when requested by NSCEP representatives.
Table 5-0: Tools and Resources Actions
Number Actions
5.1
5.2
5.3
5.4
Complete an assessment of Desktop Library usability
Explore and implement enhancements to the Desktop Library ERM
Establish OLS Workgroup and make recommendations for enhancements as appropriate
Continue to support the NSCEP digital repository by evaluating collections, providing
materials for digitization and recommendations for enhancements
Mmm
Phase 2
Ongoing
Ongoing
Ongoing
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Target State
Goal 3: Ensure Quality and Timeliness of Services Across All Libraries
The Network libraries strive to provide quality and timely services, and to provide information in the most
appropriate and user-friendly format at the user's point-of-need. Network libraries provide core services of
reference/research, ILL and document delivery, either onsite or through an agreement with a Lead Service
Center Library. The Network will develop measurements for "quality" and "timely" core services, and will
incorporate the measurements into Library Network procedures. In order to enable state-of-the-art technologies
at all library locations and to facilitate increased digital delivery of information, the Network will develop an
Information Technology (IT) roadmap that will define minimum technology requirements for EPA libraries.
Table 6-0: Service Quality and Timeliness Actions
6.1
Develop an IT roadmap to define minimum technology requirements at library locations
Timeframe
Phase 2
6.2
Develop measures for "quality" and "timely" for use by all libraries and incorporate into
procedures
Ongoing
2.3 Library Network Electronic and Physical Collections
The Library Network's collections provide valuable information to EPA staff and the public through physical and
electronic resources. In FY 2012-2014, the Library Network will work to complete the inventory and cataloging
of the collections, increase electronic access through digitization, and improve coordination of collection
management and cataloging across the Network.
Currently, the Library Network maintains over 313,000 unique titles in its physical collections. This includes books,
EPA publications, other government publications, journals, audio-visual materials, and microfiche/microfilm.
Depending on format, these materials can be accessed in the library, online or through interlibrary loan.
Network libraries evaluate their collections to identify those materials that need to be cataloged, retained,
dispersed, and/or digitized. All libraries maintain an onsite reference collection composed of core titles and
other resources to meet local needs. Some libraries coordinate journal purchases, but overall the collections
are managed locally with limited informal coordination. Duplications exist within the Library Network's
collections and represent a potential area for reducing redundancy and saving cost.
The Library Network has procedures in place to manage cataloging, library materials dispersal, collection
development, and digitization processes for EPA libraries and repositories.
While the Library Network has extensive physical and electronic collections, improved coordination and
access would allow for the collections to be utilized to their fullest extent. The Library Network has three goals to
improve the overall coordination and management of the Network's collections.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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• Goal 1: Complete the inventory and cataloging of all library collections.
• Goal 2: Increase electronic access to EPA publications through digitization.
• Goal 3: Coordinate Library Network collection management to ensure an appropriate and balanced
mix of electronic and physical collections.
The following sections provide a description of the activities the Library Network will undertake in FY 2012-2014
to strengthen the management of and access to the Network's electronic and physical collections.
Goal 1: Complete Inventory and Cataloging of Collections
Over the past several years, the Library Network has prioritized reducing the backlog of uncataloged library
materials. The Network libraries will continue this inventory of uncataloged materials by identifying and
processing materials according to Library Network procedures using a three-phased approach:
1. EPA publications
2. General collection materials
3. Historical/Special collections
By FY 2014, the Network will complete the processing of EPA publications and all other general collection
materials. The libraries will also establish a timeline to complete the inventory and processing of historical or
special collections that have not been defined as part of the general collection. Through the inventory process,
the libraries will also evaluate their physical collections to determine which materials should be retained,
dispersed or digitized.
In addition, the Library Network will establish standards for Network cataloging to ensure consistent cataloging
practices are used across the Network. The Library Network intends to explore options for developing lead
cataloging service centers to ensure adherence to cataloging standards and reduce duplicative tasks when
possible. These service centers will continue to be available to provide cataloging to Network libraries that
need assistance with this task.
The Network utilizes two types of specialized libraries to ensure access to EPA publications: repository libraries
and a dark archive. The repository libraries retain copies of EPA publications available for use; the dark archive
retains a non-circulating copy of EPA publications which ensures perpetual access to the material in case of
damage or loss of the circulating copies. The Library Network will continue to systematically track materials
as they are transferred to the repository libraries and dark archive to ensure the retention of these valuable
resources. To allow for greater collection security and to reduce the risk of total collection loss in the event of
a disaster, the Library Network will identify a separate space for the dark archive in a location remote from the
Headquarters Repository Library. The Library Network will review the dark archive collection criteria annually
and update them as appropriate.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Target State
Table 7-0: Collection Inventory and Cataloging Actions
Number Actions
7.1
7.2
7.3
7.4
7.5
7.6
7.7
Determine the amount and location of uncataloged materials
Complete inventory of EPA publications
Complete inventory of general collection materials
Establish standards for Network cataloging to complement existing Cataloging procedure as
part of the procedural guidance for the Network
Explore the development of lead cataloging service centers
Establish timeline for inventory of special collections
Identify a secure space for the dark archive
Timeframe
Phase 1
Phase 1
Phase 2
Phase 2
Phase 2
Phase 3
Phase 3
Goal 2: Increase Electronic Access through Digitization
Network libraries will continue to provide EPA publications for digitization from their physical collections to
enable electronic access to its materials. The Library Network is currently in the final stages of Phase II of the
digitization project; Phase II includes all known, one-of-a-kind EPA publications in library collections. Completion
of Phase II will enable the Network to embark on Phase III of the project in FY 2012. Phase III will include the
digitization of non-unique EPA publications in repository library collections, followed by any and all remaining
non-unique EPA publications in the rest of the library collections. Digitization efforts will continue through the
Plan's implementation period with additional EPA publications digitized as they are published and/or made
available. Network libraries will follow established procedures and schedules for digitization throughout the
project.
Recently the Library Network Digitization Workgroup developed a report on what materials should and should
not be digitized, including products resulting from Agency assistance agreements as identified by GAO. OEI will
explore resolution of the GAO concerns and will finalize the report by the end of the first quarter of FY 2012.
The Library Network will increase access to EPA publications by cataloging and providing these materials for
digitization. To ensure the Library Network's customers can discover electronic resources, the Network will
update the process by which Internet links are included in OLS and ensure that all digital repository materials
in NSCEP are linked in OLS. The Library Network will also explore and report on a strategy for updating Online
Computer Library Center (OCLC) records to include NSCEP URLs.
Finally, a multi-office workgroup will implement and monitor the Agency's procedure for information access,
which addresses born-digital documents, publications that are created and exist only in a digital format. The
workgroup will include the Web Workgroup and representatives from various programs and divisions. This will
ensure that electronic documents are cataloged and added to the NSCEP digital repository. The Network will
formalize a process for cataloging born-digital documents to supplement the existing Cataloging procedures.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Table 8-0: Digitization and Electronic Access Actions
Number Actions
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
Finalize Digitization Workgroup Report
Finalize digitization of non-unique EPA publications in repository library collections
Explore and report on a strategy for updating OCLC records to include NSCEP URLs
Digitize all non-unique EPA publications in remaining library collections as well as additional
publications as they become available
Update process by which Internet links are included in OLS
Develop a process to ensure all digital repository materials are represented in OLS
Establish a process for cataloging born-digital documents to supplement the existing
Cataloging procedures
Form a multi-office workgroup to develop and implement an Agency procedure to ensure
electronic documents are cataloged and added to NSCEP
Timeframe
Phase 1
Phase 2
Phase 2
Phase 3
Phase 3
Phase 3
Phase 3
Phase 3
Goal 3: Coordinate Library Network Collection Management
The Library Network will coordinate collection management to ensure an appropriate and balanced mix of
electronic and physical collections. Currently, the Network libraries supplement the physical core reference
collections with resources to meet local needs. Moving forward, the collections will continue to be tailored
to local needs but with increased coordination at the Network level. The Library Network will also explore
options for collaboration with the Office of General Counsel to ensure efficient and effective funding and
management of law collections and other legal resources to support the enforcement mission of the Agency.
To ensure that the Library Network has the most appropriate balance of electronic and physical collections, the
Network will conduct a portfolio gap analysis, and analyze historical ILL data, usage statistics, patron feedback,
and existing survey responses to determine additional resources and funding needed to support the collections.
The resources will be adjusted as necessary to meet the information needs of Agency staff. The Library Network
will increase access to online journals, including back-files, as resources allow.
The Library Network will develop and implement a formal plan to increase coordination of journal purchases
within the Network. It will also explore joint licensing within the Agency and with other federal agencies to
realize potential cost savings.
To ensure coordinated management across EPA, the Network libraries will develop a strategy to guarantee
consistent management of their collections. This strategy will address subject-specialized collections in local
libraries. In addition, the Network will explore a strategy to consolidate the current microform collections, where
appropriate, and will develop a plan for microfiche acquisition and retention. The Network will also work with
Program Offices to identify documents designated for internal use only, often referred to as "X" documents,
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Target State
and will develop a strategy for the appropriate management of these documents. As part of its overall
collection management strategy, the Network will ensure that titles in the Core List for an Environmental
Reference Collection are represented in the overall Network collections, and that the essential reference
collection titles identified within the list are represented or available electronically in every library.
The Library Network will continue to update existing procedures applicable to resource management to
ensure consistent management of the collections across the Network, including the EPA Repository Library
Management, the Library Materials Dispersal, and the Collection Development and Management procedures.
Table 9-0: Collection Management Actions
Number Actions Timeframe
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
Collaborate with Program Offices to identify and manage internal "X" documents
Ensure that titles in the Core List for an Environmental Reference Collection are represented in
the overall Network collections
Ensure essential reference collection titles identified within the core list are represented or
electronically available in every library
Collect data from existing sources and conduct a portfolio gap analysis to determine
additional resources (collections) and funding to support additions
Explore options for efficient and effective funding and management of law collections
Coordinate the local purchase and management of journals throughout the Agency
Explore a strategy for microform consolidation, acquisition and retention
Develop a strategy to guarantee consistent management of local collections
Phase 1
Phase 1
Phase 1
Phase 1
Phase 2
Phase 2
Phase 2
Phase 3
2.4 Communications, Outreach and Training
In FY 2012-2014, the Library Network will expand awareness of EPA Library services and resources by increasing
outreach efforts to EPA staff and the general public. The Library Network currently communicates about its
resources and services to internal and external users; however, the Network would benefit from increased
communication about its offerings.
As new information technologies are emerging, the role of the librarian is expanding from information-provider
to information-enabler. As an information-enabler, the Network libraries will give users the tools and knowledge
to perform research on their own or to better partner with professional library staff in identifying and locating
the information they need.
In FY 2012-2014, the Library Network will also increase training opportunities for users and expand its orientation
support for librarians and managers. Some EPA libraries offer local training; however resources vary for these
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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individual offerings. Some users do not know what resources are available to them or how to make requests.
Increased Library Network attention to centralized communications, outreach and training support to
stakeholders and user communities will help to address these variances.
The Library Network has two goals to improve its overall communications, outreach and training efforts.
• Goal 1: Increase awareness of the Network libraries' offerings through outreach efforts.
• Goal 2: Expand training opportunities.
The following sections provide a description of the activities the Library Network will undertake in FY 2012-2014 to
expand awareness of the Network's services and resources and to increase user skills through training programs.
Goal 1: Expand Awareness of Network Libraries
The Library Network currently provides outreach and communications support for EPA library services, including,
but not limited to, national conference exhibits and presentations; publications such as the Core List for an
Environmental Reference Collection and the EPA National Library Network Annual Report template outreach
materials for use and customizing by individual EPA libraries; and localized customer service reports for library
managers. In addition, the Library Network creates and maintains the Web/Intranet presence for EPA libraries
and the Network. The Library Network also develops consistent branding and communications for Agency-wide
library services, including the webinar-based National Training Program, Ask a Librarian live chat reference,
and the suite of electronic resources available through the EPA Desktop Library. To build upon these efforts
and increase awareness of EPA libraries and their services, the Library Network will formalize its outreach
efforts, explore expansion of some of its services to the general public, and improve its online presence to
communicate its offerings effectively.
As one of its specific actions, the Library Network will develop a robust communications and outreach plan
that will identify all of its key audiences and specify how it will communicate and highlight its services to
them. The plan will include strategies for raising awareness of library services to upper level management, as
well as other audiences. As part of this formalized plan, the Library Network will develop its central hub for
template outreach materials, some of which are currently retained in an online workspace for EPA libraries.
Within this portal, the Library Network will also collect existing outreach materials from local libraries for reuse
and adaptation by others. The Library Network will explore new formats, such as video tutorials, curriculum
guides, widgets, and graphical reports. To address variances between libraries, the Library Network will codify
its best practices for local library Intranet sites and will develop baseline standards for the sharing of information
about library services. Both the communications and outreach plan and Intranet site standards will add to the
formalized library guidance under the EPA Library Network Communication Strategies Procedure.
Within the next two years, the Library Network will explore expanding several of its services to the general public
and will prepare feasibility reports for expanding each of the targeted services. These include Ask a Librarian
live chat reference, the National Training Program, and communication through various social networking tools.
The Library Network will also explore the feasibility of conducting a comprehensive needs assessment of its
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Target State
public users, as it did for internal EPA users in 2009. By offering new methods of communication with library users,
awareness of EPA library services will grow.
Lastly, the Library Network will evaluate and redesign its public website, which is the central access point to EPA
library services for the general public. The Library Network will significantly retool the site's current content to
better reflect user needs and library offerings.
Table 10-0: Communications and Outreach Actions
•Hi
10.1
10.2
10.3
10.4
10.5
10.6
•djUjmB
Develop and incorporate a Library Network communications and outreach plan as part of
the procedural guidance for the Network
Redesign and provide linkages to the Network's public website to expand awareness of
offerings and enhance the user experience
Develop a central portal for disseminating outreach materials to local libraries and collecting
locally-developed outreach materials
Refine and incorporate Library Network standards for local Intranet sites as part of the
procedural guidance for the Network
Explore and report on the feasibility of expanding current internal-only offerings to the public
and increasing social networking opportunities
Explore and report on the feasibility of conducting a needs assessment of public users
mmimm
Phase 1
Phase 1
Phase 2
Phase 2
Phase 3
Phase 3
Goal 2: Expand Training Opportunities
The Library Network currently offers a range of training opportunities to end-users as well as orientation support
to library staff and Federal Library Managers. It recently launched an internal National Training Program to
educate EPA staff on specific tools and resources within the suite of library services. The Library Network will
expand the topics offered and explore alternatives to the program's current webinar technology to allow
on-demand playback of these training sessions. It will also explore the feasibility of extending the program to
external audiences by partnering with outside organizations. The Network will continue to track participation in
the National Training Program to ensure that new outreach efforts are reaching the desired audiences.
The Library Network plans to further improve its training curriculum by creating learning opportunities that are
specific, targeted and customized to the needs of the individual or small groups. As part of this effort, it will
investigate alternative technologies for delivering training, including on-demand modules and contextual help
within online services. These additions will better serve users at their point of need.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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The Network libraries have always worked together to share technical support and expertise; however, more
formal mechanisms are needed to increase support to Network librarians, particularly solo librarians and
Federal Library Managers with less library education and experience. The Library Network currently offers a short
orientation to both groups as needed, and provides training sessions as part of its Annual Meeting. However,
training targeted to the different roles of each group is also needed. Going forward, the Library Network plans
to formalize and implement a mentoring and training program for Federal Library Managers with less library
experience. Among other benefits, this program will help managers provide appropriate oversight for library
operations and will highlight opportunities within contract-operated libraries, such as embedded librarianship.
To enhance its orientation curriculum, the Library Network will develop an orientation portal on its Intranet site.
This will make Library Network orientation materials available to all new and veteran librarians as needed.
Table 11-0: Training Actions
Number
^B
11.1
11.2
11.3
11.4
Explore and implement options for alternate training formats and opportunities
Enhance and extend outreach efforts, and track participation of new audiences in the
National Training Program
Develop and implement a mentoring and training program for Federal Library Managers
Develop an online Network orientation portal for new librarians
Phase 2
Ongoing
Ongoing
Ongoing
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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3. IMPLEMENTATION PLAN
The Library Network will work over the next three years to implement the goals and actions laid out in this Plan.
The Library Network NPM, in concert with OEI management is responsible for overseeing the implementation of
the Plan. There are many external factors that will affect the Library Network's ability to implement the activities
laid out in this Plan, such as resource constraints, ongoing day-to-day operations of the Network libraries,
changing Agency priorities, and new requirements from external sources. For this reason, the NPM will ensure
that the implementation of this Plan is closely managed and that the schedule is monitored and updated as
needed to ensure the actions are implemented effectively.
The NPM will develop a project plan for the implementation of the actions laid out in this Plan and will use the
phased implementation approach laid out in this Plan to prioritize the actions and develop an implementation
schedule that is feasible given current resource levels. The NPM will ensure that leads are assigned for each of
the actions in this Plan. The NPM will employ project management principles to oversee the implementation of
the Plan, such as monthly check-ins with the leads to ensure the actions are being implemented effectively. The
NPM and the action leads will meet every six months to evaluate the Library Network's progress in meeting the
actions laid out in the Plan and will adjust the project plan as needed.
In addition, the NPM will update OEI management and Agency senior-leadership, such as the Quality and
Information Council and the Assistant Regional Administrators, every six months on the progress in implementing
the Plan and report any adjustments the coordination team makes to the implementation schedule due to
resource constraints or changes in priorities.
At the end of Strategic Plan implementation period—during FY 2014—the Library Network will conduct a follow-
up to the 2009 "EPA Information Needs Survey" to evaluate the effectiveness in implementing the actions
that were developed to address the results from the survey (Refer to Section 1.2.2 Drivers for Change for the
Information Needs Assessment recommendations). The implementation of the survey will be dependent upon
resource availability. The Network will ensure that the survey methods employed provide reliable data on which
to evaluate users' needs and make decisions on future direction.
Based on the results of the survey and an evaluation of the overall implementation of the goals and actions laid
out in this Plan, the NPM will develop an assessment document with the outcomes the Network achieved from
the implementation of this Plan. In addition, the Library Network will use the results of the survey to inform the
development of its FY 2015-2017 Strategic Plan.
Table 12-0 lays out the actions described within this Plan. The table is organized by goal, objective and
phase. The Library Network will begin implementation of Phase 1 actions in FY 2012 and will sequence the
implementation of Phases 2 and 3 actions appropriately. The schedule is based on current resource levels and
will be adjusted if the Library Network's resource levels or Agency priorities change.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Table 12-0: Library Network Strategic Plan Implementation Timeframe
LIBRARY NETWORK GOVERNANCE
rlementation
.imeframe
i.o
Establish Formal Mechanisms for Management and Stakeholder Input
Establish a National Library Council
Phase
1.2
Establish Network representation on Agency information management boards and
committees
Phase
2.0
Formalize and Stabilize Library Resource Allocation
Form a National Library Council Budget Subcommittee under the National Library
Council
Phase
Establish MOUs with Program Offices that provide Library Network funding
Phase
2.3
Develop a formal Library Network resource allocation process
Phase
2.4
Work with Program Offices and Regions to develop funding mechanisms that include
line items for libraries
Phase
3.0
Increase Library Network Participation and Coordination
Establish formal standards for core library services at all locations
Phase
3.2
Establish a federal and contractor workgroup
Phase
3.3
Develop guidance on effective and appropriate use of library contracts
Phase
3.4
Designate a library contract Program Technical Advisor
Phase
3.5
Explore and establish Agency-wide umbrella contracts for common library purchases
Phase 2
3.6
Establish a formal framework for fluid library operations to ensure continuity of services
Phase 2
3.7
Prepare disaster contingency plan at the Network level
Phase 2
Revise Disaster Planning Library Network procedure
Phase 2
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Implementation Plan
1
Number
c,ons
1
E Implementation
fimeframe
LIBRARY SERVICES
4.0
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
5.0
5.1
5.2
5.3
5.4
6.0
6.1
6.2
Increase Service Coordination
Explore and encourage the use of coordinated Library Network subject matter
specialists, as needed
Expand library participation in Ask a Librarian service
Research and make recommendations on the feasibility of using commercial
document delivery services
Explore and implement collaborative agreements with EPA Program Offices and
Regions for information sharing
Evaluate the option of expanding Ask a Librarian service to the public and implement
as appropriate
Explore and implement options for the mobile delivery of services as appropriate
Develop services to support the evolving goals and priorities of the Agency and their
respective local organizations
Update and expand content of library knowledgebase
Explore and establish Agency-wide license agreements for additional resources
Phase 1
Phase 1
Phase 1
Phase 2
Phase 3
Phase 3
Ongoing
Ongoing
Ongoing
Enable User Access with Tools and Resources
Complete an assessment of Desktop Library usability
Explore and implement enhancements to the Desktop Library ERM
Establish OLS Workgroup and make recommendations for enhancements as
appropriate
Continue to support the NSCEP digital repository by evaluating collections, providing
materials for digitization and recommendations for enhancements
Phase 2
Ongoing
Ongoing
Ongoing
Ensure Quality and Timeliness of Services Across all Libraries
Develop an IT roadmap to define minimum technology requirements at library
locations
Develop measures for "quality" and "timely" for use by all libraries and incorporate into
procedures
Phase 2
Ongoing
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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1
Number
c,ons
1
E Implementation
Fimeframe
LIBRARY NETWORK ELECTRONIC AND PHYSICAL COLLECTIONS
7.0
7.1
7.2
7.3
7.4
7.5
7.6
7.7
8.0
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
Complete Inventory and Cataloging of Collections
Determine the amount and location of uncataloged materials
Complete inventory of EPA publications
Complete inventory of general collection materials
Establish standards for Network cataloging to complement existing Cataloging
procedure as part of the procedural guidance for the Network
Explore the development of lead cataloging service centers
Establish timeline for inventory of special collections
Identify a secure space for the dark archive
Phase 1
Phase 1
Phase 2
Phase 2
Phase 2
Phase 3
Phase 3
Increase Electronic Access through Digitization
Finalize Digitization Workgroup Report
Finalize digitization of non-unique EPA publications in repository library collections
Explore and report on a strategy for updating OCLC records to include NSCEP URLs
Digitize all non-unique EPA publications in remaining library collections as well as
additional publications as they become available
Update process by which Internet links are included in OLS
Develop a process to ensure all digital repository materials are represented in OLS
Establish a process for cataloging born-digital documents to supplement the existing
Cataloging procedures
Form a multi-office workgroup to develop and implement an Agency procedure to
ensure electronic documents are cataloged and added to NSCEP
Phase 1
Phase 2
Phase 2
Phase 3
Phase 3
Phase 3
Phase 3
Phase 3
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Implementation Plan
1
Number
c,ons
1
E Implementation
fimeframe
LIBRARY NETWORK ELECTRONIC AND PHYSICAL COLLECTIONS (CONTINUED)
9.0
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
Coordinate Library Network Collection Management
Collaborate with Program Offices to identify and manage internal "X" documents
Ensure that titles in the Core List for an Environmental Reference Collection are
represented in the overall Network collections
Ensure essential reference collection titles identified within the core list are represented
or electronically available in every library
Collect data from existing sources and conduct a portfolio gap analysis to determine
additional resources (collections) and funding to support additions
Explore options for efficient and effective funding and management of law collections
Coordinate the local purchase and management of journals throughout the Agency
Explore a strategy for microform consolidation, acquisition and retention
Develop a strategy to guarantee consistent management of local collections
Phase 1
Phase 1
Phase 1
Phase 1
Phase 2
Phase 2
Phase 2
Phase 3
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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1
Number
c,ons
1
E Implementation
Fimeframe
COMMUNICATIONS, OUTREACH AND TRAINING
10.0
10.1
10.2
10.3
10.4
10.5
10.6
11.0
11.1
11.2
11.3
11.4
Expand Awareness of Network Libraries
Develop and incorporate a Library Network communications and outreach plan as
part of the procedural guidance for the Network
Redesign and provide linkages to the Network's public website to better communicate
offerings and enhance the user experience
Develop a central portal for disseminating outreach materials to local libraries and
collecting locally-developed outreach materials
Refine and incorporate Library Network standards for local Intranet sites as part of the
procedural guidance for the Network
Explore and report on the feasibility of expanding current internal-only offerings to the
public and increasing social networking opportunities
Explore and report on the feasibility of conducting a needs assessment of public
users
Phase 1
Phase 1
Phase 2
Phase 2
Phase 3
Phase 3
Expand Training Opportunities
Explore and implement options for alternate training formats and opportunities
Enhance and extend outreach efforts, and track participation of new audiences in the
National Training Program
Develop and implement a mentoring and training program for Federal Library
Managers
Develop an online Network orientation portal for new librarians
Phase 2
Ongoing
Ongoing
Ongoing
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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APPENDIX A: GLOSSARY
The following are definitions of terms within the Library Network Strategic Plan.
Ask a Librarian
The Library Network's online reference service that enables customers to request and receive assistance from
Network librarians via "chat" in the online environment. Ask a Librarian chat reference service also includes
options for customers to search the knowledgebase of frequently asked questions or to submit their own
questions for librarian assistance.
Born-Digital Documents
Publications that are created and exist only in digital format usually published directly to the Web.
Catalog
A comprehensive inventory of the books, periodicals, maps, and other materials in a given library collection,
arranged in systematic order to facilitate retrieval (usually alphabetically by author, title, and/or subject). The
catalog for the EPA National Library Network is the Online Library System (OLS).
Catalog Record
An entry in a database that describes the physical attributes of a work, including its subject(s) and gives the
physical location of the item and/or links to the work online. Also known as Bibliographic Record.
Cataloging
The process of creating entries for a catalog. In libraries, this usually includes bibliographic description, subject
analysis, assignment of classification notation, and activities involved in physically preparing the item for the
shelf, tasks usually performed under the supervision of a librarian trained as a cataloger.
Collaborative Purchasing
In the context of the EPA National Library Network, the purchasing of certain resources through a single
subscription or licensing agreement to be used by patrons across the entire Agency or a portion thereof. The
aim of collaborative purchasing is to reduce the annual subscription price of electronic information resources
that might be otherwise duplicated through multiple institutional subscriptions. The cost of collaborative
purchases may be shared among the participating libraries. Also applies to joining other federal agencies in
purchasing resources.
Dark Archive
For the EPA National Library Network, a collection of second-copies of EPA publications that are not circulated
or used by patrons, but are retained to ensure perpetual access to the materials in case of loss or damage.
Digitization
The conversion of hard copy documents, printed text or images into digital form through the use of scanning
technologies.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Dispersal
The transfer of library materials to other libraries. Materials may be dispersed to other EPA libraries or to external
libraries, such as those of other federal agencies, state governments or universities. Dispersal may occur as part
of a library's normal weeding schedule or as part of a larger effort to reduce the physical size of the library
collection.
Disposal
The removal of library materials from the library collection, following appropriate laws, regulations and
procedures for disposal of government property.
Document Delivery Service
The provision of published or unpublished documents in hard copy, microform or digital format, usually for a
fixed fee upon request. In most libraries, the document delivery service is provided by the interlibrary loan office
on a cost-recovery basis. The patron is usually required to pick up printed material at the library, but electronic
full-text may be forwarded via e-mail. Also refers to the physical or electronic delivery of documents from a
library collection to the residence or place of business of a library user, upon request.
EPA Desktop Library
A collection of electronic resources, including freely available and subscription-based services, available to all
EPA staff via the Intranet. The EPA Desktop Library is funded by the Working Capital Fund and managed by the
Office of Environmental Information with contributions from other Program Offices.
Interlibrary Loan (ILL)
The process by which a library requests materials from, or supplies materials to another library. This service is
provided upon request of a library user for materials not available in the local library.
Law Collections
Collections of specialized materials for use by attorneys, regulators, and/or enforcement offices. These
collections are maintained in the Office of General Council's Law Library at headquarters as well as at several
Regional libraries.
Library FAQs Knowledgebase
A dynamic Internet knowledgebase with answers to commonly asked questions.
Microfiche
A small card-shaped sheet of photographic film designed for storing miniaturized text and/or microimages
arranged sequentially in a two-dimensional grid.
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Appendix A: Glossary
National Service Center for Environmental Publications (NSCEP)
Based in Cincinnati and managed by Office of Administration and Resources Management (OARM), NSCEP
maintains and distributes EPA publications in hardcopy, CD-ROM and other multi-media formats. The NSCEP
website also serves as a digital repository, providing an online gateway to free, electronic copies of EPA
publications.
National Training Program
A service offering of the EPA National Library Network that provides EPA staff with live webinar-based classes on
Library Network information resources and services.
Online Library System (OLS)
The online catalog for the EPA National Library Network, which provides bibliographic records for the items
residing in EPA libraries and links to documents on environmental topics on the Internet. OLS allows searches by
author, title, subject heading, any standard numbers that are assigned to the work, classification number, and
allows for keyword searching of the record.
Online Computer Library Center (OCLC)
OCLC is a nonprofit, membership-based, computer library service and research organization dedicated to the
public purposes of furthering access to the world's information and reducing information costs. OCLC maintains
the largest catalog and interlibrary loan network in the world, which assists librarians and the general public
with locating, acquiring, cataloging, lending, borrowing, and preserving library materials.
Periodical
A serial publication with its own distinctive title, containing works written by more than one contributor, issued
more than once, generally at regularly-stated intervals of less than a year, without prior decision as to when
the final issue will appear. Although each issue is complete in itself, its relationship to preceding issues is usually
indicated by an issue and/or volume number. Content is usually controlled by an editor or editorial board.
The category includes subscription-based materials including magazines, journals, and newsletters, but
not proceedings or the other regular publications of corporate bodies as they relate primarily to meetings.
Newspapers are not formally classified as periodicals.
Physical Collection
The materials, whether books, maps, microforms, scrolls, CD-ROMs, DVDs or any other items that physically
reside in a library or its storage space and are managed by one or more mechanisms of bibliographic control.
Reference
Services provided by library staff to meet the information needs of patrons (in person, by telephone, or
electronically), including but not limited to answering questions, instructing users in the selection and use
of appropriate tools and techniques for finding information, conducting searches on behalf of the patron,
directing users to the location of library resources, assisting in the evaluation of information, and referring
patrons to resources outside the library when appropriate.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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Repository Library
A central place where library collections are stored and made accessible. EPA repository libraries collect and
preserve EPA documents and other materials deemed of value to the EPA National Library Network.
Specialized Research Assistance
Reference assistance of an in-depth nature provided to all EPA employees. These information requests usually
require more extensive time and/or resources to fulfill.
X Documents
EPA publications intended for internal use only whose publication number is designated as such by the use of
the letter identifier "X", e.g. 600-X-00-001.
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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APPENDIX B: ACRONYMS
AWBERC Andrew W. Breidenbach Environmental Research Center
CIO Chief Information Officer
COOP Continuity of Operations Plan
EPA Environmental Protection Agency
ERM Electronic Resource Management System
FAQ Frequently Asked Questions
FLICC Federal Library and Information Center Committee
FLM Federal Library Managers
FY Fiscal Year
GAO Government Accountability Office
GSA General Services Administration
ILL Interlibrary Loan
MOD Memoranda of Understanding
NSCEP National Service Center for Environmental Publications
NPM National Program Manager
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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OAR Office of Air and Radiation
OARM Office of Administration and Resources Management
OCLC Online Computer Library Center
OCSPP Office of Chemical Safety and Pollution Prevention
OEI Office of Environmental Information
OIAA Office of Information Analysis and Access
OLS Online Library System
ORD Office of Research and Development
OSWER Office of Solid Waste and Emergency Response
OW Office of Water
QIC Quality and Information Council
SIO Senior Information Official
SWOT Strengths, Weakness, Opportunities, and Threats
STPC Science and Technology Policy Council
URL Uniform Resource Locator
EPA NATIONAL LIBRARY NETWORK STRATEGIC PLAN - FY 2012-FY2014
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&EPA
United States
Environmental Protection
Agency
Office of Environmental Information
Office of Information Analysis and Access
U.S. Environmental Protection Agency
1200 Pennsylvania Avenue, NW
Washington, DC 20460
EPA 260-R-11-001
www.epa.gov/libraries/
strategic plan.html
June 2011
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