EFFICIENCIES AT THE OREGON STATE
LIBRARY: 2006
The following table documents twelve major efficiencies that have been achieved by the State Library in three different areas:
One hundred and one years ago, when the State Library was founded, we adopted a motto: “The best reading for the greatest number at the least cost.” Efficiency was at the core of our mission then, and it still is today. If Oregon did not have a State Library, individual state agencies would have to replicate our information resources and our role of providing permanent public access to the publications of state government. If we didn’t have a State Library, local public, academic, and school libraries would have very limited ability to collaborate and save money. If we didn’t have a State Library, every local public library, under the Americans With Disabilities Act, would have to replicate talking book and Braille services in their local community.
The State Library is proud to share these recent examples of our long-standing commitment to efficiency.
Short Description of Efficiency |
Program Affected |
Who/What Impacted (internal and
external) |
Description of Savings |
Amount of Savings - if
applicable (Include units and time
period) |
Shared Catalog/Circulation System
with Willamette University and the State of Oregon Law Library |
Government Research and Electronic
Services |
All users of the State Library
collections. |
Instead of having our own standalone
computer system for our library catalog, circulation system, and acquisitions
system, we share a computer system with Willamette University (Hatfield
Library and Law Library) and the State of Oregon Law Library (Judicial
Dept.). Not only does this save all the libraries a significant amount of
money to host and maintain the computer system, it makes it easy for our
users to access the collections of any of the four libraries. |
If the State Library were to staff,
host, and pay annual software maintenance costs on its own automated library
system, the annual cost is estimated to be $83,250. The annual cost of our participation in the
Hatfield Library Consortium shared automated system is currently $21,178. |
Student Worker Program |
Government Research and Electronic
Services |
All users of the State Library
collections. |
In 2005 the Government Research and
Electronic Services team reorganized to replace a retiring State Library
Specialist 1 with two part-time seasonal Student Office Worker
positions. Since that time the Library
has worked successfully with Salem-area colleges and universities to hire
qualified student workers. |
We estimate that the use of two
seasonal Student Office Workers instead of a full-time State Library
Specialist 1 generates annual savings of approximately $11,700. |
State Library Mailing List Service
for State Agencies |
Government Research and Electronic
Services |
All state agencies, the Legislature,
and their customers. |
As of May 15, 2006, the State Library
hosted 527 electronic mailing lists ("listservs") to state agencies
and the Legislature. Subscribers to
all of the lists totaled 241,180.
There is great efficiency in having one mailing list service for all
agencies, rather than duplicating the hardware and software needed in
multiple agencies. In addition, many
thousands of dollars are saved with no-cost email communication as opposed to
other more costly forms of communication (e. g., printing and mailing). |
If the 42 agencies currently using
the service were to duplicate the hardware, software and staffing that the
State Library provides for electronic mailing lists the annual cost is
estimated at $866,250. Currently the annual cost for the Library to provide this
service is approximately $20,625. |
eClips Daily News Service |
Government Research and Electronic
Services |
All state agencies and the
Legislature. |
In late 2005 the State Library
launched eClips, a daily news service providing coverage of all news and opinions
relevant to the work of state government that appears in the Oregonian, Statesman-Journal, Register
Guard, and Mail Tribune
newspapers. An email of headlines and links to the full new articles appears
every working day at 8:30 a.m. This
service can create savings by replacing other costly news services and print
subscriptions. |
If the 59 agencies that currently
have staff subscribed to the service duplicated the staff effort of selecting
and distributing articles, the annual cost is estimated at $139,291. The
current annual cost to the Library is approximately $2,400. |
Braille Book Fulfillment from the
Utah State Library |
Talking Book and Braille Services |
Users of Braille books from Talking
Book and Braille Services. |
In July, 2005, the State Library began
to fill orders for Braille books from the largest Braille book collection in
the world at the Utah State Library.
Orders received are sent electronically to Salt Lake City and are
shipped within 24 hours. Savings are
achieved by our being able to give away our own Braille book collection that
comprised over 23,000 volumes and occupied approximately 4,458 square feet of
shelving. Response from customers has
been positive. Books take only one or
two days longer to arrive from Salt Lake City than they took to arrive from
Salem. |
The annual cost of space in the State
Library Building to shelve the Braille collection that we no longer have was
approximately $25,143. The annual cost
of the new order fulfillment contract with the Utah State Library is approximately
$9,120. |
Shared Collection of Downloadable
Audiobooks |
Talking Book and Braille Services |
Users of downloadable audiobooks from
Talking Book and Braille Services. |
In late 2005, Talking Book and
Braille Services began to offer downloads of audiobooks to our users through
a collaborative arrangement with libraries for the blind in Illinois,
Colorado, New Hampshire, and Delaware. The five libraries came together to
purchase the collection and to make all the books available on one
website. The vendor agreed to waive
all start-up costs and ongoing website maintenance costs for the experimental
project. Currently about 200 TBABS
users are downloading audiobooks from the new service. |
In the current fiscal year, our cost
to participate in the five-state shared downloadable audiobook collection was
$8,600. Were we to attempt to
replicate the same service on our own, the estimated cost would have been
approximately $70,000. |
Donations to Talking Book and Braille
Services |
Talking Book and Braille Services |
Users of Talking Book and Braille
Services. |
Talking Book and Braille Services is
continuing with an aggressive fund development program, including two annual
solicitations of our customers and other supporters of the program. In addition we receive memorial gifts and
occasional bequests. This activity helps to build an endowment fund and
provide for program enhancements like the downloadable audiobook service
described above. |
In the 2005-06 fiscal year, our fund
development efforts for Talking Book and Braille Services raised $92,437. |
Statewide Database Licensing Program |
Library Development Services |
Users of the State Library and of all
public, academic and school libraries in Oregon. |
The State Library continues to
license the EBSCO suite of high-quality library information databases,
covering periodical articles, business information, health information, and
other subject areas. In addition, the
Library licenses the Newsbank Oregonian database. These licenses provide this information for
all K-12 public and private school students, all college and university
students, and nearly all public library users in the state at huge cost
savings. This makes the databases
affordable for all libraries and gives Oregonians more equitable access to
high-quality library databases. |
If all public, academic, and school
libraries in the state were to purchase the EBSCO database on their own, the
vendor estimates that the combined cost would be $10.7 million compared to
the cost for 2005-06 of $769,737. |
Oregon School Library Information
System |
Library Development Services |
All K-12 students in public and
private schools. |
The State Library makes a grant to
the Oregon Educational Media Association to provide the Oregon School Library
Information System <oslis.org>, a "virtual library" for all
K-12 students in the state. The
website, which is accessible from school and from home, contains licensed
databases at appropriate reading levels for students, plus tutorials for
students on how to do research. There
are also extensive curriculum materials for teachers. OEMA partners with the Information School
at the University of Washington which provides site hosting and development
services. |
If 198 individual school districts in
Oregon were to develop "virtual library" websites for their
students, the cost is estimated at $9.9 million per year compared to the
annual cost of the Oregon School Library Information System at a cost of
approximately $220,000 per year. |
Staying Connected Grant |
Library Development Services |
Users of Oregon public libraries. |
In 2005 the State Library applied for
and was awarded a "Staying Connected" grant from the Bill and
Melinda Gates Foundation in the amount of $185,120. $145,120 will be used to increase the
capacity for public access computing in public and tribal libraries in the
state and $40,000 will be used to provide library technology training to library
staff throughout the state. 234 new
high quality PCs will be purchased for public and tribal libraries. Public libraries will match the Gates funds
with local funds. |
The Library was able to use $145,120
from the Gates Foundation to leverage another $134,320 from local governments
to increase capacity in public libraries for public access computing in
libraries throughout the state. |
Library2Go |
Library Development Services |
Users of Oregon public libraries. |
In February, 2006, a consortium of
the eight largest public libraries and public library federations, led by the
State Library, launched Library2Go, a shared collection of downloadable
audiobooks. The State Library showed the public libraries how to work with
the vendor to share the start-up costs and ongoing maintenance costs and to
purchase a shared collection. In 2007,
participation in Library2Go will be extended to all Oregon libraries. |
By bringing together public
librarians from the eight largest libraries in the state and facilitating a process
that led to their decision to use their own money to bring up a statewide
shared downloadable audiobook service, the State Library avoided having to
use about $85,000 of our funds to start this project. |
Library Volunteers |
All units of the State Library |
Users of the State Library |
In 2005-06 the State Library's
volunteers worked a total of 10,715 hours.
This is the equivalent of an extra 5.2 FTE. Volunteers provide essential support for
Talking Book and Braille Services and for our genealogy research services,
among other important contributions in all areas of the library. |
If the State Library had to replace
the 10,683 hours of volunteer labor with paid labor in the past 12 months, we
estimate the cost to the State would be $135,295. |