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Analyzing Librarian-Mediated Literature Searches in the Health Sciences ( Libraries' mini grant proposal )
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Title: Analyzing Librarian-Mediated Literature Searches in the Health Sciences ( Libraries' mini grant proposal )
Physical Description: Archival
Language: English
Creator: Lyon, Jennifer
Publisher: George A. Smathers Libraries, University of Florida
Place of Publication: Gainesville, FL
Publication Date: October 2010
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Source Institution: University of Florida
Holding Location: University of Florida
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2010-2011 Smathers Libraries Mini Grant
APPLICATION COVER SHEET
Analyzing Librarian-Mediated Literature Searches in the Health Sciences


X_ Check here if this is your first grant application where you will be serving as a principal investigator
(PI).

Principal Investigator (PI) Name: Jennifer Lyon

Department: HSCL Email: ialvon@ufl.edu Phone: 352-273-8441

Additional project applicants:

Hannah Norton nortonh@ufl.edu 352-273-8412 Assisting PI with hiring/managing
students, data analysis, and utilization of results

Nita Ferree nferree@ufl.edu 352-273-8422 Assisting PI with hiring/managing
students, data analysis, and utilization of results

Michele Tennant tennantm@ufl.edu 352-273-8426 Supervising, Advising, Editing

Title:

Analyzing Librarian-Mediated Literature Searches in the Health Sciences

Abstract:

The purpose of this project is to analyze librarian-mediated literature searches conducted by Health
Science Center librarians. Previous searches were stored on paper forms, making it difficult to utilize
the information. This fall, we initiated a novel adaptation of a clinical trial data management system,
REDCap1, to electronically record search requests and mediated results. Retrospective entry of a 6-
year backlog of archived searches and prospective recording of new searches, combined with
REDCap data-analysis capabilities, will allow us to rapidly scrutinize the data to investigate
operational facets including user demographics, common types of questions and subjects, workload,
and training needs.
'Paul A. Harris, Robert Taylor, Robert Thielke, Jonathon Payne, Nathaniel Gonzalez, Jose G. Conde, Research electronic
data capture (REDCap) A metadata-driven methodology and workflow process for providing translational research
informatics support, J Biomed Inform. 2009 Apr;42(2):377-81.

Funds requested (Limit of $5,000): $ 1,688.00

Describe how the 10% mandatory cost share will be met (be specific):

Although it does not count towards the 10% mandatory cost share, the PI (JL) will contribute 88 hrs of
time ($3,298.00) towards the project.

Project contributors Hannah Norton and Nita Ferree will provide 36 hrs each ($976.00 and $1,146.00
respectively). Additionally, Michele Tennant, as Assistant Director for Biomedical and Health
Information Services (BHIS), will provide 14 hrs ($716.00) to assist the project.

The total cost share, not including the Pi's contribution, is $2383, which equals a 141% cost share
relative to the $1688 in grant funds requested.






In fulfilling their portions of the cost share, Hannah and Nita will assist with hiring students,
supervising students in Jennifer's absence, data analysis, the development of any publications or
presentations, and utilizing the data to design skills-improvement training for HSCL Librarians. As the
department head, Michele will provide overall supervision, advice, assistance in editing any
publications or presentations, and approval of any future training plans or service changes.


Resources Required for Project as Authorizing Approving Initials Date Authorized
applicable including cost share Individual
contributions
Approximately 850 search request paper forms Michele Tennant ff.\ \ 2 .l
Advertising for, interviewing and hiring student Jennifer Lyon / 10/
workers (JL, with NF, HN) 1 0 //
Training Student Workers (JL) Jennifer Lyon h /I /I
Supervising Student Workers (JL, with NF, HN) Jennifer Lyon 7//07
Data Entry (by students) Jennifer Lyon f / 0 7!
Data Analysis (JL, with NF, HN) Jennifer Lyon 0 ( 2/Z/
Writing presentations/papers (JL, with NF, HN, Jennifer Lyon f 10/1 //o
MT) / O /______ 0
Developing staff-training efforts and evaluation Michele Tennant it ~I
of department services (JL, NF, HN, MT) 0__

Notes on resource usage:
The use of the REDCap database management system (NIH grant 1UL1RR029890) does not involve any
additional costs to the HSCL. REDCap (https://redcap.ctsi.ufl.edu/) is supported by the UF Clinical and
Translational Science Institute for research use throughout the UF Health Science Center. The database utilized
in this project has already been created and is in use by HSCL personnel. A support letter from the REDCap
personnel is attached.

As the data can be entered into the REDCap database from any internet connected computer, the student
workers do not need an assigned terminal or workspace. They can utilize any public computer terminal in the
HSCL library or Health Science Center or can work from home on their personal computer. No additional
equipment or space is required.


Approved by:


Date




'Date


D pt. Chair Signature


";~F~_










2010-2011 Smathers Libraries Mini Grant
PROJECT PROPOSAL NARRATIVE
Analyzing Librarian-Mediated Literature Searches in the Health Sciences

a. Describe the project: goals, objectives, activities, etc.

The project objective is to record and examine the mediated searches that Health Science
Center Library (HSCL) librarians conduct for their patrons. Earlier this year, Biomedical and
Health Information Services (BHIS) department of the HSCL took advantage of having free
access to a clinical trial data management system, REDCap1, to develop an electronic database
to store librarian-conducted searches. Prior to this, there was no established procedure to
digitally record and analyze complex literature searches and mediated results. Additionally, as
far as can be ascertained, no one has used the REDCap system for this purpose, as it is
traditionally used for clinical research (via UF's Clinical and Translational Science Institute; NIH
grant 1UL1RR029890). The advantage of REDCap for this type of project is that it allows rapid
form development, control of user rights, ability to protect confidential data, easy data entry,
reporting and analysis, and ability to feed specified data selections to other software tools and
user interfaces.

However, recording searches prospectively will only provide the project team with data from
October, 2010 forward. The BHIS department has over 800 paper requests for literature
searches from 2004-2010 stored in a cabinet and that data is not convenient for reuse or
evaluation unless it is transferred into electronic form. Therefore, we are seeking funding to hire
student workers to enter the past data into our new database so that it is amenable to analysis
and comparison with present and future data.

b. State why this project is important.

The data being made accessible through this project addresses the needs of individual
librarians and the BHIS department to be able to effectively evaluate individual skills and use of
time as well as illuminating the needs and information seeking behaviors of HSC clients.
Having mediated search data readily available for analysis benefits individual librarians by
allowing them to reuse search strategies and results and track their workflow. It benefits the
BHIS department by allowing us to better understand our users and their expectations,
determine which types of deliverables are most effective, and more efficiently target continuing
education efforts. Additionally, librarians will be able to share and reuse each other's products,
identify subject topics for proactive preparation of materials for our clients, and recognize
potential areas of collaboration. All of these results support the mission and goals of the library
because they increase librarian proficiency and assist in improving library services to the health
science center.

Future uses for the project data include tailored adjustments to HSCL collections, identification
of new users and user needs, and making the stored resources available to users who may find
it valuable in their own workflow.

c. Compare/contrast the proposed project to other similar projects in academic libraries.

No publications were found that report any projects similar or relevant to this proposal.
Therefore, one of the strengths of this proposal is its uniqueness.









d. Briefly describe the resources needed to complete the project and impacts on other
departments.

The only necessary resources are the paper search forms stored in a cabinet and the personnel
time for data entry, data analysis, and reporting results. The REDCap database is already
created and in use. The data entry can be done on any internet-connected computer by any
individual with a GatorLink ID and password. Therefore, there is no need for assigned computer
terminals for data entry.

The primary time investment is by the two student workers who will spend a total of 225 hours
entering the old search forms into the electronic REDCap database. Librarian time will be spent
hiring, training and supervising the students during that process and then later on data analysis
and evaluation.

e. Provide a plan of action for the project.

Timeline

Nov Dec Jan Feb Mar April May June July August Sept Oct 2011
2010 2010 2011 2011 2011 2011 2011 2011 2011 2011 2011
*All HSCL Librarians Prospectively Enter Search Requests as Received
Hire
Students
Train
students


Data Analysis
Data
Reporting
& Use
The entry of HSCL librarian-mediated searches into the REDCap database is already in progress
and is a regular part of our workflow as of October, 2010. Therefore, that prospective data entry will
continue as usual and does not involve any additional investment of time or effort. The opportunity
to gather as much of this data as possible is the reason for the three month gap between
completion of retrospective data-entry and the start of data analysis.

Two student workers will be hired in December (or early January) for 10 hrs/week through
April 30, 2010 by Jennifer Lyon (JL) assisted by Hannah Norton (HN) and Nita Ferree (NF).
Michele Tennant (MT) will provide final approval as department head.
JL will train the students at the start of their employment period in January.
JL, with assistance from HN and NF, will supervise the students through April 30 or
completion of all data entry if it occurs earlier.
JL will analyze the data during August and September using the REDCap data analysis
tools with assistance from HN and NF and advice from MT.
In October, JL, HN and NF will develop some initial plans for use of the data to evaluate and
improve library services and librarian training in the BHIS department, under the guidance of
MT. These will be brought to full BHIS and HSCL faculty meetings for discussion.









Additionally, because the process and results of this project may be valuable to librarians at other
institutions, JL, HN, and NF will collaborate on writing abstracts for data presentation at the
American Medical Informatics Association (AMIA) and Medical Library Association (MLA) meetings
and write a paper for publication in a peer-reviewed library journal with editorial support from MT.

f. If the project is collection specific: Who owns the collection and where is it located?
What copyright issues, if any, is the applicant anticipating?

This project does not involve collection or copyright issues.

g. Provide a means of measuring the success of the project. What are the expected
results, final product, and projected use?

The final products of this project will be completed records within the electronic database for the
backlog data as well as 10 months of prospectively-entered searches, a first round analysis of these
data, and a plan for how to improve services and further develop librarians' skills based on the
results. As recording searches in this database is a regular part of the librarians' workflow for the
foreseeable future, reiterative analysis of data over time will allow the team to continually review our
outcomes and evaluate the success or failure of any changes in practice instituted as a result of the
initial data examination.

Additionally, presentations and publication will open up the process and results of this project to the
entire medical librarian community and stimulate discussion within the profession as a whole.

h. What are the long-term financial implications if the project is successful?

Results of the data analysis may lead to adaptations in how the library delivers mediated searches
to HSCL user groups. These changes will be designed to save effort, time, and cost to the library.
Recommendations for training and skills development for librarians may involve short-term
investments of time, effort and funds from the library; however, it is the project team's expectation
that any short-term costs will lead to improved librarian skills and further efficiency in the future.

i. Provide a plan for what will happen to equipment/supplies purchased with these funds
after the project end.

No equipment or supplies will be purchased with these funds.

j. Create your budget and cost share and fill out the budget form

The budget for the proposal is attached.

k. Attach Letters of Support (preferably 3) and commitment emails.

Letters of Support from Cecilia Botero, Doug Theriaque, and Rolando Milian and commitment
emails from Nita Ferree, Hannah Norton and Michele Tennant are attached.

Paul A. Harris, Robert Taylor, Robert Thielke, Jonathon Payne, Nathaniel Gonzalez, Jose G. Conde, Research
electronic data capture (REDCap) A metadata-driven methodology and workflow process for providing translational
research informatics support, J Biomed Inform. 2009 Apr;42(2):377-81.






MINI GRANT PROGRAM DOCUMENTATION


Mini Grant Budget Form


1. Salaries and Wages (no fringe benefits required)
Name of Person Salary times % of effort Grant Funds Cost Share Total
Jennifer Lyon 88 hrs/1 yr $0.00 $3,298.00 $3,298.00
Hannah Norton 36 hrs/1 yr $0.00 $976.00 $976.00
Nita Ferree 36 hrs/1 yr $0.00 $1,146.00 $1,146.00
Michele Tennant 14 hrs/1 yr $0.00 $716.00 $716.00
Student to be hired 112.5 hrs @ $7.5/hr $844.00 $0.00 $844.00
Student to be hired 112.5 hrs @ $7.5/hr $844.00 $0.00 $844.00
SUBTOTAL $1,688.00 $6,136.00 $7,824.00

2. Equipment
Item Quantity times Cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

3. Supplies
Item Quantity times Cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

4. Travel
From/To # of people/# of days Grant Funds Cost Share Total
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

5. Other (services vended, etc.
Item Quantity times cost Grant Funds Cost Share Total
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
SUBTOTAL $0.00 $0.00 $0.00

Grant Funds Cost Share Total
Total Direct Costs (add subtotals of items 1-5) $1,688.00 $6,136.00 $7,824.00








UF UNIVERSITY of

UF FLORIDA
George A. Smathers Libraries PO Box 100206
Health Science Center Libraries Gainesville, FL 32610-0206
352.273.8400
Fax 352.392.2565
October 6, 2010

To: Jennifer A. Lyon, M.S., MLIS
Mini-Grant Principal Investigator

From: Cecilia E. Botero
Associate Dean and Director

RE: REDCap Mini-Grant Proposal


Dear Jennifer:

I am pleased to support your proposed mini-grant entitled "Analyzing Librarian-Mediated Literature Searches in
the Health Sciences." The project is off to an excellent start with your development of the data templates within
the REDCap system. Our librarians will now be able to store in this database information and search strategies for
all future mediated literature searches performed at the Health Science Center Libraries. This will allow our
librarians to easily reuse search strategies and use these strategies for training purposes. This is especially
important as we have several new librarians in our department, and the HSCL performs some very complicated
searches, especially those required by translational researchers and the Institutional Animal Care and Use
Committee. We will also be able to use these stored searches to evaluate our mediated searching services, and
storing all current searching information in one database will allow individual librarians or department head to
easily gather statistics for yearly reporting.

A successful mini-grant would allow the input of data from over 800 searches performed over the last several
years. These data will allow the library to learn more about the information needs of our clients. Such a large
dataset will also allow us to evaluate how well the REDCap system (a clinical trials research system) works for
capturing literature search data. This is an intuitive yet innovative use of this tool, which has only recently been
made available to the UF Health Science Center community. If, as we suspect, REDCap works well for these
purposes, your use of the resource can serve as a model for other health sciences libraries that have access to
this tool.

I fully endorse your involvement in this project, along with that of Nita Ferree, Hannah Norton, and Michele
Tennant.

incerely,


C cilia Botero
Associate Dean of the orge A. Smathers Libraries and
Director of the Health Science Center Libraries
University of Florida
Health Science Center Libraries
PO Box 100206
Gainesville, Fla. 32610-0206
Tel.: (352) 273-8400
Fax: (352) 392-2565



The Foundationfor The Gator Nation
An Equal Opportunity Institution








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US. LOR I DA

College of Medicine PO BIo\ 1(0022 /POl Box 100322
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.326 10 0I22`6 / 326 6 100.0322
352-342-2321 / 352-265-8909
5,2- 8 `() 990 / 352-265.I O 10 Fax

October 6, 2010

To: Jennifer Lyon, M.S., MLIS
Mini-Grant Principal Investigator

From: Douglas W. Theriaque, M.S.
CTSI Research Project Manager

RE: Science Metrics Mini-Grant Proposal


Dear Jennifer:

I am writing to enthusiastically support your Mini-Grant entitled "Analyzing Librarian-Mediated Literature
Searches in the Health Sciences." As proposed, the project will entail the collection and entry of retrospective
and prospective data related to Librarian-mediated searches into a REDCap' (Research Electronic Data
Capture) database that you have designed and created.

The results of this project should prove beneficial in at least two areas: Analysis of the data gathered will form
the basis of a program evaluation for this aspect of departmental activities; the ongoing collection of queries
and related data will constitute the creation of a repository of search requests that will improve future
performance by regularizing, enhancing the quality of, and increasing the speed with which HSC Librarian-
mediated searches are conducted.

Having reviewed the REDCap database, I can attest that it is designed to capture the requisite data in an
appropriate format for the analyses you have outlined in your proposal. Our REDCap support team, consisting
of 2.5 FTE, is available and excited to support your use of the software and provide any necessary consultation
to ensure timely and successful completion of this important project.

Sincerely,




Douglas Theriaque, M.S.
REDCap Support Lead / Research Project Manager
Regulatory Knowledge & Research Support
UF Clinical & Translational Science Institute



P.A. Harris, R. Thielke, R. Taylor, J. Payne, N. Gonzalez, J.G. Conde. Research Electronic Data Capture (REDCap) A metadata-
driven methodology and workflow process for providing translational research informatics support. Journal of Biomedical Informatics,
2008 (doi:10.1016/j.jbi.2008.08.010).








UF UNIVERSITY of

UF FLORIDA
George A. Smathers Libraries PO Box 100206
Health Science Center Libraries Gainesville, FL 32610-0206
352.273.8400
Fax 352.392.2565
October 11, 2010

To: Jennifer Lyon, M.S., MLIS
Mini-Grant Principal Investigator

From: Rolando Garcia-Milian
Basic Biomedical Science Librarian
UF Health Science Center Libraries,

Dear Jennifer,
This letter expresses my strong support for your Mini-Grant project proposal titled "Analyzing Librarian-
Mediated Literature Searches in the Health Sciences". I am pleased to see that this proposal addresses a
recent ARCL report on the urgent need for librarians to document and articulate the value of academic and
research libraries in order to gain "internal and external credibility that stem[s] from a fundamental
organizational transparency that links mission to practice."


The value of this proposal resides in its unique and innovative approach of using the clinical trial data
management system software RedCap2 to assess the performance of the health sciences reference
department. In addition, the creation of a database of complex searches of the scientific literature will allow
librarians to study the information-seeking behavior of their clients. The resulting database will be an
invaluable training tool for new reference librarians on how to search the scientific literature.
The feasibility and sustainability of this project are supported by the fact that access to RedCap is free and
that reference librarians at the Health Science Center Libraries have been already trained to use this
software.


Finally, the results of this project will be significant and applicable not only for health sciences but also for
reference departments of basic science libraries.
Please do not hesitate to contact me again if I may be of further assistance.
Sincerely Your


Roland rc i ian'i
Basic Bio e cI Science Librarian
Visiting assistant University Librarian
UF Hea h Science Center Libraries
rolan .milian@ufl.edu


SOakleaf, M. (2010) Value of Academic Libraries: A Comprehensive Research Review and Report. ACRL. Retrieved October 5, 2010
from http://www.ala.org/ala/ml rps/divs/acrl/issues/valuc/val report.pdf
2 Harris, P.A. Taylor, R., Thielke, R., Payne, J., Gonzalez, N., Conde, J (2009) Research Electronic Data Capture (REDCap) A
metadata-driven methodology and workflow process for providing translational research informatics support J Biomed Inform. 42(2):
377-381. Retrieved October 5, 2010 from htlp://vwwwii.nchi.n.nih.gov/pmnc/articles/PMC2700030/?tool=pubmed

The Foundation for The Galor Nation
An Equal Opportunity Institution








Lyon,Jennifer Ann

From: Norton,Hannah F
Sent: Thursday, October 07, 2010 11:21 AM
To: Lyon,Jennifer Ann
Subject: REDCap database of mediated literature searches

Follow Up Flag: Follow up
Flag Status: Flagged


Hi Jennifer,

This is to confirm that I will be happy to work on the REDCap database project with you. As you've suggested, I can help
out with: hiring the students to do the data entry, supervising the students when you are not here, data analysis, and
development of publications or presentations.

Hannah Norton
Reference & Liaison Librarian
Health Science Center Libraries
University of Florida
(352) 273-8412
nortonh@ufl.edu








Lyon,Jennifer Ann

From: Ferree,Nita
Sent: Tuesday, October 12, 2010 8:50 AM
To: Lyon,Jennifer Ann
Subject: REDCap Mini-Grant



Hi, Jennifer.
I would be happy to work on the Mini-grant, REDCap Database of Mediated Literature Searches with you.
I can help out with hiring students for data entry and supervising them when you are not here.
I can also help with analyzing the data and development of publications and/or presentations.

'Nita Ferree, MLIS
University of Florida Health Science Center Library
Gainesville, FL 32610-0206
(352) 273-8422
nferree@ufl.edu








Lyon,Jennifer Ann

From: Tennant,Michele R
Sent: Friday, October 08, 2010 4:16 PM
To: Lyon,Jennifer Ann
Cc: Tennant,Michele R
Subject: REDCap minigrant project

Follow Up Flag: Follow up
Flag Status: Flagged


Hi Jen,

Yes, I am happy to join the REDCap project team. I am very excited that we will be using the REDCap clinical database
system to track our searches. This innovative use of the resource will allow us to perform numerous activities track
searching metrics in a very detailed way, reuse past expert searches, train our new librarians, and support our own HSCL
research projects. I am happy to provide supervisory assistance, advice, editing, and approval of future training plans or
changes to our services.

Thank you for this opportunity,
Michele

Michele R. Tennant, PhD, MLIS
Assistant Director, Biomedical and Health Information Service
Health Science Center Libraries
Bioinformatics Librarian
UF Genetics Institute
University of Florida
tennantm@(ufl.edu









Mini-Grant Review Questions


"Analyzing Librarian-Mediated Literature Searches in the Health Sciences"

1. What types of analysis will be performed using this tool?

A wide variety of reports, data tables and data comparisons can be generated
automatically from REDCap. Customized queries can be created and downloaded in
various formats including Excel spreadsheets and PDFs. Data can be exported into all
standard data analysis packages. Also, a new data analysis module is expected to be
added to REDCap this spring which will allow direct graph and chart generation.

Many different aspects of the data will be examined including time investment, user
demographics, question types, resource usage, and types of deliverables. All of these
factors can be cross-referenced to determine, for example, which types of questions
require the largest time investments, which types of users have the highest demand,
which librarians have the heaviest workloads, and many other similar inquiries.

2. How does RedCap differ from Libanswers?

Because of its origins as a storage system for clinical research data, REDCap has a
number of unique features including the ability to safely and ethically handle protected
health information (PHI). That is important as our library develops clinical and patient
support programs and recorded data might include protected patient information.
Additionally, access to the data can be closely monitored and individually-assigned at
differing levels. The system offers automated entry validation, calculated fields,
branching logic, and the ability to alter the database structure during use. There is a built-
in calendar and scheduling module if needed. Data export can be customized and reports
generated in a variety of formats. Deliverables such as search results, written literature
analysis, publications, and other files (in multiple formats) can be uploaded and stored
indefinitely.

LibAnswers is designed to answer common, basic reference questions, build an easily-
accessible FAQ, and support library outreach via social networking tools. Thus, it is
meant primarily to act as a resource for public reference services. It has none of the data
and access protections built into REDCap and it is a much simpler system for data
management. The more sophisticated and protected REDCap system will allow us to
examine our more complex services and carefully select what data, if any, is made
publicly available. Data from REDCap can be exported to an open website if desired, but
the site itself is secure.

Our purpose is to record the highest quality services provided by our librarians in order
to evaluate internal metrics and performance statistics rather than to offer a system to
mediate the open, public collection of questions from patrons. Please note that the
mediated searches performed at the HSCL and to be included in this study are highly
complex, time consuming, and context-dependent. Questions such as "What is the best









therapy for a five year old girl diagnosed with croup" can not be answered by
LibAnswers. And even if it could, it is unlikely that exactly the same question would be
asked again maybe next time a different clinician would ask about an "eight year old
asthmatic boy with whooping cough". LibAnswers provides answers to basic reference
questions such as "where is X resource" or "what are the library's hours" which require
the same simple response regardless of the source and context of the question. Our
RedCap database will not provide answers to those questions, but instead, will record
expert search strategies that can be later modified as need be to answer similar, but
unique questions, within a specific clinical or research context. And while LibAnswers
accepts questions directly from the patrons, REDCap entry is limited to a pre-specified
group of highly-trained librarians.

3. Can other outside letters of support be obtained?

Because this project is focused on developing a method for evaluating internal metrics of
performance, there is little outside involvement in the project. Therefore, there are no
other likely sources of external letters of support.



4. How is this more than simply hiring a student to enter data?

The primary purpose of the funding sought by this proposal is to hire students to enter
several years worth of retrospective data. The project has numerous goals that can not be
met without this retrospective data entry, and we do not currently have staff to do this.
First, we will be able to analyze the data to learn more about our clients and our searching
services. We will be able to compare how our searches, skills, time investment, and
deliverables change as the library changes. As well as the development of the library
liaison program over the past few years, the HSCL has recently instituted a 'house-call'
service in which librarians go beyond the library walls to serve our clients in their
workplace. We will be able to use the completed searching records to evaluate our
searching services, as well as in training for our newer librarians. Also, as the HSCL
expands services to support clinical care and community needs, including clinical
rounding and information services at the point-of-care in the hospital, clinical and
community, we will need to track the effect of those changes on our work process and
products. Although each librarian from this point forward will enter his/her own data into
RedCap, the several years of existing data are essential to provide a robust enough dataset
to discover trends, compare future services to those of the past, and evaluate our
services. Additionally, a large, robust dataset is essential for evaluating REDCap for the
innovative purpose we have proposed. While the funded data entry may seem a very
simple process, it is merely the first step in a much larger and more complex project.

5. In relation to the products that will be produced at the end of the project, in what
way(s) is this project outside of what would be normal workflow?









Currently, the HSCL's normal search work flow consists of recording search requests
and strategies by hand on paper forms. This is an entirely unacceptable practice, as any
chance of using the data for service evaluation or research is lost. If the minigrant is
funded, and our experimental use of RedCap succeeds in allowing us to use these data in
the ways we envision, we will incorporate this practice into our normal workflow. In
addition to this significant change in normal workflow, we plan to utilize the data to
make changes to how we practice in order to increase efficiency and skill levels. It will
be a reiterative process where we can continuously monitor our progress and
accomplishments and make adjustments as needed as our services, patrons, personnel,
goals, and skills change over time. This is not possible given our current paper-based
system. This potential changeover can be thought of the difference between "record
keeping" and "data collection".

6. Are you sure enough time/effort for student workers has been planned?

During the process of developing the budget and timeline for this project, some extra
hours were figured in to allow for exams, holidays, and sick time for the students. The
time should be sufficient for entering the data.

Additionally, during database development we test-entered multiple questions to make
sure the system functioned properly and to get an estimation of the time required to enter
an individual search record. The time required was approximately 10 minutes, multiplied
by the number of records for entry determined the number of hours required.