University of Wisconsin-Madison Libraries

Challenges Before JETS

Before implementing JETS, UW-Madison grappled with two major obstacles:

1. Time-Intensive Claiming Processes
   1. The inconsistent claiming periods set by publishers created a burden on staff. Some publishers allowed up to six months to claim missing issues, while others required claims to be submitted within two weeks.
   2. Library staff had to dedicate substantial time to tracking missing issues, following up with publishers, and managing multiple claim deadlines.
   3. If the library missed a claiming period, acquiring a replacement issue was often costly, requiring additional budget allocation for single-issue purchases.
2. Shifting Staffing and Workflows
   1. The phasing out of the periodicals room meant that responsibilities previously managed by dedicated personnel had to be reallocated to acquisitions staff.
   2. The manual check-in process required staff to barcode, record, and track each periodical issue individually, adding significant workload.
   3. The lack of automation meant that human error was an inevitable factor in serials management, increasing the risk of untracked or missing issues.

Implementing JETS: A Transformational Shift

The exploration of JETS began in mid-2022, with an initial trial implementation in August 2023. The primary focus of the integration was to automate the ingestion of periodical shipments into Alma, ensuring seamless catalog updates without manual intervention.

Steps Taken for Implementation:

• Collaboration with Library Technology Specialists: UW-Madison worked closely with its IT and software development teams to configure data points for seamless communication between JETS and Alma.
• Trial Run with Limited Titles: The library started with 15 titles in August 2023 to evaluate JETS’ effectiveness before expanding to 27 titles for the 2025 renewal period.
• Refinement of Workflows: Continuous feedback loops allowed the library to fine-tune data ingestion processes, ensuring smooth system integration and minimal staff intervention.

Once the integration was established, library staff could process entire shipments in under two minutes—a stark contrast to the manual check-in process, which previously took five minutes per issue.

Key Benefits and Outcomes

Since adopting JETS, UW-Madison has realized significant improvements in efficiency, accuracy, and workload distribution:

1. Automated Claiming and Cost Reduction
   1. JETS automatically tracks missing and damaged issues, eliminating the need for manual follow-ups with publishers.
   2. Regular reports provide detailed insights into claimed issues, ensuring staff remains informed.
   3. Avoiding missed claiming periods helps prevent unnecessary replacement costs, with JETS costing around $45 per title—a cost that is offset by avoiding single-issue replacement fees of $30 or more.
2. Time Savings and Workflow Efficiency
   1. The automation of check-ins reduced processing time from approximately five minutes per issue to under two minutes per shipment.
   2. Student workers, who previously handled much of the periodical intake manually, now focus on metadata verification, improving workflow efficiency.
   3. Full-time staff are freed from repetitive check-ins, allowing them to concentrate on higher-level acquisitions and complex collections.
3. Seamless Integration with Alma
   1. Custom ingestion scripts enable automatic processing of received issues, ensuring accurate and timely catalog updates.
   2. The automated barcode ingestion ensures periodicals are quickly shelved without requiring additional processing time.
   3. The integration eliminates the need for manual data entry, significantly reducing the potential for errors.
4. Improved Logistics and Staff Satisfaction
   1. Clearly labeled JETS shipment boxes expedite internal routing within the library system, making processing more efficient.
   2. Full-time staff can now focus on specialized collections, vendor negotiations, and other critical tasks, rather than manual check-ins.
   3. Student workers have a more structured workflow, making their tasks more efficient and manageable.

Administrative Support and Justification for Funding

Given the budgetary constraints affecting many academic libraries, securing funding for JETS required a compelling business case. UW-Madison successfully justified the investment through two primary arguments:

• Staff Efficiency Gains: The automation of serials check-ins allowed existing staff to handle additional responsibilities without the need for new hires.
• Cost Savings on Missing Issues: The reduction in manual claiming prevented the need for expensive single-issue replacements, making JETS a cost-effective solution.

Lessons Learned and Future Expansion

As one of the few libraries to implement automatic ingestion with Alma, UW-Madison encountered a learning curve but ultimately refined a highly efficient workflow. The experience highlighted key takeaways:

• Collaboration with Tech Teams is Essential: Working closely with IT specialists enabled smooth integration and minimal troubleshooting.
• Gradual Implementation Facilitates Adjustment: Starting with a limited number of titles allowed the library to optimize processes before expanding.
• Continuous Feedback Ensures Improvement: Ongoing communication with the JETS team helped refine workflows and ensure seamless functionality.

Looking ahead, UW-Madison plans to expand its use of JETS, adding more titles during upcoming renewal periods as funding allows. The long-term goal is to automate a larger portion of its print periodicals management, further reducing manual workloads and improving operational efficiency.

Conclusion

The adoption of JETS at UW-Madison has transformed how the library manages its extensive print periodicals collection. By automating claiming, simplifying check-ins, and seamlessly integrating with Alma, the program has significantly improved efficiency while ensuring accurate and timely processing of materials.

For acquisition librarians, university administrations, and deans of university libraries, UW-Madison’s experience with JETS serves as a compelling case study in leveraging automation to optimize serials management while maintaining high service standards. As the library continues to expand its use of JETS, it remains at the forefront of innovation in serials management, setting an example for other institutions looking to streamline their operations.