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Getting It System Toolkit:  The GIST Gift & Deselection Manager: Redesigning gift and weeding work-flow in the library <br...
What is the GIST Gift and Deselection Manager (GDM)?<br />
GIST GDM<br />3<br />The Getting It System Toolkit (GIST) focuses on optimizing workflow by leveraging systems to do more ...
GIST GDM<br />4<br />GDM is designed to manage and streamline library work-flow for processing gifts and evaluating materi...
Select Donation Date<br />Select Donor<br />Recommendation based on Conspectus and Weighting<br /><ul><li>Do not keep
Keep
Options: Override and Review </li></ul>Wand in ISBN, or OCLC#, or do a Title Search  for donation<br />Item Information:<b...
Collection (donation collection)
MaRC record
Book Lists – awards & custom book list alert service</li></ul>Item Information:<br />Amazon Price;<br />Full-text: Google ...
“IDS” or Group 2 is a configurable set of OCLC symbols like consortia or local area. (FRBR-ized)
“NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)
Local Catalog link and imprint to compare editions of gift & holdings.
Worldcat Link to the right</li></ul>Conspectus View: is your subject and configurable decision weighting tool<br /><ul><li...
Collecting level evaluates item against configurable level of interest in growing the collection in this subject area.
Uniqueness evaluates item against configurable level of interest in duplicating your holdings.  (group 2 & 3 holdings matt...
“If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.
“If Older Than” limits, by a factor or strictly, by the publication dates of donated works.
As you process gifts, you can adjust factors and re-caculate the weighting to see the effect on the recommendation.
The navigation bar at the footer allows you to view multiple conspectus values, if applicable.</li></li></ul><li>Select Do...
Keep
Options: Override and Review </li></ul>Wand in ISBN, or OCLC#, or do a Title Search  for donation<br />Item Information:<b...
Collection (donation collection)
MaRC record
Book Lists – awards & custom book list alert service</li></ul>Item Information:<br />Amazon Price;<br />Full-text: Google ...
“IDS” or Group 2 is a configurable set of OCLC symbols like consortia or local area. (FRBR-ized)
“NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)
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GIST Gift and Deselection Manager

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Learn more about the GIST Gift & Deselection Manager, a free and open source solution for streamlining library gift processing and evaluating materials for weeding.

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  • Welcome to the GIST Gift and Deselection Manager presentation,The GIST Team includes Tim Bowersox, IDS/ILL Librarian; Cyril Oberlander, Associate Director; Kate Pitcher, Head of Technical Services; and Mark Sullivan, Systems Librarian, and the person who wrote the 22K lines of code to what you are about to see.
  • So what is GIST?
  • GIST GDM is part of the Getting It System Toolkit project that is focused on optimizing workflow by making systems do more work, leveraging systems to provide the data you want to quickly make decisions and shorten the time you have to deal with processing between various systems.GIST GDM does this as a standalone software that is free to download, easy to customize and use.
  • Because GDM automates the gathering of data for evaluating donations including holdings, comparison of editions you hold, full-text, and other data, it helps you to streamline work-flow by;recommending “keep or do not keep” according to your collection building conspectus file, Cataloging the item, have GDM automatically open and search the title in OCLC Connexion so you may attach holdings and download a record;GDM even automates the printing of donor letters with lists of donated items – no more keying in title information for acknowledgments and the data is now be stored in GDM’s database;So, what GDM looks like to the person processing or evaluating books for gifts or deselection…
  • The GDM interface may look complicated initially, but it is designed to make decision making as easy as wanding in an ISBN and letting the system recommend the next step based on your collection building profile. So let’s start by selecting a donor – anonymous may be the most common, if you have a donation box outside. Then select a donation date – this allows you to continue on yesterday’s boxes delivered in the afternoon for large donations. Wand in a book’s ISBN, or OCLC#, or do a title search and press Process – GDM calls out to Worldcat API and other APIs to gather all this data for evaluation. First the Item information, which shows the author, title, series title, imprint, Library of Congress call number and Dewey. Alongside is the price of the book in Amazon, with a link to view more, and full-text indicators at Google Books and Hathi Trust, with a link to view more directly. It also checks Better World Books to see if they will accept this title if you do not. Lastly, an OCLC# and related ISBNs appear. Below that is the holdings data, the first box comes from OCLC and allows you a FRBR-ized lookup of your holdings, and that of two groups; in our case IDS is the consortia group, and NY OCLC ILL libraries is the state, but defined as those symbols that use OCLC ILL. The next holdings box comes from a lookup of your local catalog, showing a link, and imprint data – to compare editions – sometimes you see the gift is an older edition, sometimes newer. It also shows which ISBN you own.6. The conspectus view will be covered in more detail in another slide, but it is essentially a collection building profile that matches on the best call number or Dewey classification, using OCLC conspectus, and adds a weighting formula to calculate recommendations to keep or not based on simple values; how much does duplication, publication date, growth in this subject area matter? The Conspectus also provides you with a reviewer component that designates reviewer by subject area.7. The GDM results and conspectus provide a recommended Keep, do not keep, however, the Request Review allows the person processing these to send the reviewer, assigned to that subject, an email or print a slip to go with the book to the reviewer, to await their decision. Although GDM recommend an action based on your collection building conspectus, you can override the recommendation. Lastly, as you are viewing a wealth of information about this item, you have 4 tabs that provide even more; the collection tab shows what you have been processing for this donor, the MARC record provides a detailed view, and Book Lists are designed to flag important books with a red tab; Book lists are currently configured with Caldecott and Newbery awards, you can add a list of textbooks, professional and society core lists, or wish lists.0316116955Conspectus: www.oclc.org/collectionanalysis/support/conspectus.xls
  • The GDM interface may look complicated initially, but it is designed to make decision making as easy as wanding in an ISBN and letting the system recommend the next step based on your collection building profile. So let’s start by selecting a donor – anonymous may be the most common, if you have a donation box outside. Then select a donation date – this allows you to continue on yesterday’s boxes delivered in the afternoon for large donations. Wand in a book’s ISBN, or OCLC#, or do a title search and press Process – GDM calls out to Worldcat API and other APIs to gather all this data for evaluation. First the Item information, which shows the author, title, series title, imprint, Library of Congress call number and Dewey. Alongside is the price of the book in Amazon, with a link to view more, and full-text indicators at Google Books and Hathi Trust, with a link to view more directly. It also checks Better World Books to see if they will accept this title if you do not. Lastly, an OCLC# and related ISBNs appear. Below that is the holdings data, the first box comes from OCLC and allows you a FRBR-ized lookup of your holdings, and that of two groups; in our case IDS is the consortia group, and NY OCLC ILL libraries is the state, but defined as those symbols that use OCLC ILL. The next holdings box comes from a lookup of your local catalog, showing a link, and imprint data – to compare editions – sometimes you see the gift is an older edition, sometimes newer. It also shows which ISBN you own.6. The conspectus view will be covered in more detail in another slide, but it is essentially a collection building profile that matches on the best call number or Dewey classification, using OCLC conspectus, and adds a weighting formula to calculate recommendations to keep or not based on simple values; how much does duplication, publication date, growth in this subject area matter? The Conspectus also provides you with a reviewer component that designates reviewer by subject area.7. The GDM results and conspectus provide a recommended Keep, do not keep, however, the Request Review allows the person processing these to send the reviewer, assigned to that subject, an email or print a slip to go with the book to the reviewer, to await their decision. Although GDM recommend an action based on your collection building conspectus, you can override the recommendation. Lastly, as you are viewing a wealth of information about this item, you have 4 tabs that provide even more; the collection tab shows what you have been processing for this donor, the MARC record provides a detailed view, and Book Lists are designed to flag important books with a red tab; Book lists are currently configured with Caldecott and Newbery awards, you can add a list of textbooks, professional and society core lists, or wish lists.0316116955Conspectus: www.oclc.org/collectionanalysis/support/conspectus.xls
  • We will cover the conspectus and various functions in more detail, but does anyone have a question about the GIST GDM interface so far?
  • Let’s talk about the installation.
  • All the documentation &amp; installation instructions are found at gist.idsproject.org – we recommend reading the documentation blog first and following the instructions. Click on image – it takes you to installation toolkit entry, show the click to see 4 chapters, then installation step 1 &amp; 2; mention:This can be installed on one workstation, or on a network – so the database can be used by everyone in technical services. API keys can take days to obtain, so start with that first.After installing GIST GDM, you will be prompted to configure the setup…
  • This is the configuration screen, the required fields, labeled with an asterisk, must be filled in to run GDM.Worldcat API key – sometimes this takes days to get, so plan on some delay.Amazon API key and secret key are automatic and don’t take time.Librarian’s information is the collection development librarian – who ever you want to be the default reviewer and name on the donation letter.Library OCLC symbolsOCLC cataloging authorization and password for automatic logonSMTP Server is your email server – so you can send the reviewer’s an email about the item to be decided upon.Weighting Limit allows you to assign the conspectus weighting number; when to keep or not – default is 100; anything higher is worth keeping.Library catalog information is the default location and search URLs, plus Z39.50 configuration.Consortial groups; the first could be your resource sharing or cooperative collection development group, the second can be your state, or as we configured, a specific set of NY libraries – those that use OCLC ILL.Lastly, the background color can be changed.Have your Amazon Key and WorldCat API key AHEAD OF TIMEShow what are the required fields.Comment: Worldcat API takes time to obtain.QUESTIONS TO ASK GROUPS:What library groups would you be interested in comparing your holdings for gifts and deselection?(Ask or demo?)Does everyone know how to look up OCLC symbols in the OCLC Policies directory? Tim Demo
  • Reading the interface is easy, once you get used to seeing the data on the screen. 1. If you click on Auto Erase, that allows you to clear the previous data after you select the keep/do not keep recommendation.2. Say the next book doesn’t have an ISBN and you have to click on Title Search.Click to next screen
  • The title search allows you to search keyword or phrase, limit by year, author, format and sorting.
  • When you know you want to keep a donated book, you simply click on OCLC Connexion and select the client or web version – GDM does the rest – opening OCLC and running the search.
  • From within the GDM OCLC Connexion window, you can attach your holdings and download the record, or remove your symbol.oclc 31970484
  • After processing all the donated items for a particular donor, just click on Print Template and select Thank you Letter – and GDM does the rest, adding all the titles and donor information to a word template – ready to print. The template is found within the GDM software and is customizable – add your logo, etc.Group demo:Show program layout… where do you find template
  • Let’s talk about the installation.
  • A little more about GIST GDM, from the main interface, click on View to select various components to view or edit features such as book lists, conspectus, donor or reviewer, or process reviewer queues.
  • Looking at the Book Lists, you see that the current lists include Caldecott and Newbery lists, we are interested in adding more; Working on YA &amp; children’s lists, Edgar Allan Poe Award, and more – they can flag wish list, highly circulating items for duplicates, etc. You can download a template for creating lists on our toolkit.Question:What book lists or society recommended readings would you like to see?Show how to contribute to sharing your book lists on the download site.
  • Interactive Pausing for a few minutes, we would like you to think about what criteria are most important to you for determining whether you are going to accept a gift? Second, what criteria are most important to you for determining if you will weed a book?3minutes, Let’s hear a few criteria for accepting a book. Now how about criteria for weeding a book.PauseAre the criteria for accepting and weeding related?If so, that is how the customizable collection building conspectus works, so let’s take a closer look at it.Ask audience after we list people’s comments; what similarities or differences between the criteria and funciton (accept/weed)
  • In GDM, the OCLC conspectus provides 1,593 subject divisions and categories that map by Library of Congress call number and Dewey number, by Viewing the Conspectus, you can adjust individual categories, or batch edit by category. What you are editing is the criteria for accepting gifts and weeding the collection, and specifically, it is the collecting level, uniqueness, publication date range with strict option, and who is the reviewer for that division or category. See: http://gettingitsystemtoolkit.wordpress.com/gift-deselection-manager/customizing-the-conspectus/Collecting level evaluates item against configurable level of interest in growing the collection in this subject area; 0 for out of scope to 5 comprehensive collecting in this subject area.Uniqueness evaluates item against configurable level of interest in how widely held is this item based on your group 2 and 3 holdings.“If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.“If Older Than” limits, by a factor or strictly, by the publication dates of donated works.
  • If you select View donor from the main interface, GDM gives you this interface to seeing donors already in the system, and provides a way to search and edit their information, view and open their donated collections, and lastly create new donors.
  • GDM does so much of the work of evaluating works based on your collection building profile, that we encourage you to not utilize the request review workflow, but if you do want to build in review, it is easy enough to view Reviewer to edit or add new reviewers; then using the View Conspectus, you can add that particular reviewer to the subject division or category. The reviewer’s email is encouraged so that you can send an email without having much delay in the process.
  • Because your time matters, GDM streamlines processes, but when we defer to a reviewer’s decision, there is likely to be delay. Some libraries place time deadlines on the decision, because we encourage gifts, we don’t want a lot of time waiting, and piling up of gifts to sort through. This Reviewer queue allows your gift processing unit to manage the list of items awaiting a decision by a subject or collection development librarian.
  • Let’s talk about the installation.
  • When you change the GIST GDM to Deselection Manager, the interface looks much the same, although because you already own the item, the weighting is adjusted. Just wand in the ISBN, OCLC#, or look up by title, and voila, you have the recommendation, access to opening up OCLC Connexion and more.Because this method of evaluating is item by item, and usually libraries can create lists of zero use from their library systems, GDM offers a batch analysis that provides useful evaluation information in spreadsheets.
  • Just click Batch Deselection - Click on Open File - Locate your low or zero use report with OCLC#s or ISBNs; carriage return, not delimited (.txt file). Select variables; use strict dates to conspectus, ignore uniqueness, and/or extreme weeding. There are limits to the number of records that can be processed – Google Books API has 1,000 per day limit (if that criteria matters), Worldcat API depends on what you have asked for and received, they should be giving you 70K, which allows for about 23K items processed per day. Click on Begin Batch Process and watch the numbers processing – when it is done, an Excel spreadsheet will open. Subject librarians and collection development can review report that includes the following data: Title, Author, Publication Date, OCLC Call Number (050 or 090 field), # holdings in your groups, Full Text in Hathi Trust and Google Books,Better World Books Library discard acceptance, Conspectus recommendationGDM batch analysis has been used for JSTOR analysis, and can be used to identify items to move from open stacks to special collections, or which works haven’t been digitized yet.
  • At Geneseo, GDM helped us weed a large unused collection in a storage facility, the number of full-text from Hathi Trust surprised us, but did have us questioning whether we should create a derivative record full-text from our print record – we decided that since GIST for ILLiad automatically checks Google Books and Hathi Trust, we no longer needed the record in our catalog for items that we removed the print and full-text is available.
  • This is a GDM batch analysis of JSTOR OCLC# provided by an Ohio library interested in the results across OhioLink.
  • This is a report of our pre-1923 titles in the collection; what other kinds of reports might your library want to run on it’s collection?
  • 12% acceptance rate is higher than we expected, and because we promote donations; Milne Library has had a book donation box at the exit for awhile, we have received a surprising number of newer books. As libraries streamline processing Gifts, and develop marketing techniques, they can develop beneficial strategies at a time when monograph budgets have declined, while also promoting literacy campaigns by partnering with Better World Books. Libraries no long look at a gift horse in the mouth twice, with GIST GDM, they can build their collections, streamline their operations, and help literacy campaigns.Items not added to Milne are sent to Better World Books for resale, &amp; a portion of the proceeds sent to Milne Library; to buy new books.
  • Are there questions about the GIST Gift and Deselection Manager?
  • Transcript of "GIST Gift and Deselection Manager"

    1. 1. Getting It System Toolkit:  The GIST Gift & Deselection Manager: Redesigning gift and weeding work-flow in the library <br />Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan<br />GIST Team<br />The State University of New York (SUNY) at Geneseo<br />Charleston Conference: Issues in Book & Serial Acquisition<br />November 6, 2010<br />
    2. 2. What is the GIST Gift and Deselection Manager (GDM)?<br />
    3. 3. GIST GDM<br />3<br />The Getting It System Toolkit (GIST) focuses on optimizing workflow by leveraging systems to do more work while reducing the staff time necessary to make informed decisions and process materials. <br />Free<br />Open-source standalone software<br />Customizable configurations<br />Automate evaluation and other processing<br />Streamline decision-making and gifts & deselection workflow<br />
    4. 4. GIST GDM<br />4<br />GDM is designed to manage and streamline library work-flow for processing gifts and evaluating materials for weeding.<br />How? By using…<br />Web services datafrom Amazon.com, Better World Books, Google Books, Hathi Trust, OCLC, and your catalog<br />
    5. 5. Select Donation Date<br />Select Donor<br />Recommendation based on Conspectus and Weighting<br /><ul><li>Do not keep
    6. 6. Keep
    7. 7. Options: Override and Review </li></ul>Wand in ISBN, or OCLC#, or do a Title Search for donation<br />Item Information:<br />Author, title, series title, imprint, LC Call no. & Dewey<br />Item Views:<br /><ul><li>Conspectus (subject analysis)
    8. 8. Collection (donation collection)
    9. 9. MaRC record
    10. 10. Book Lists – awards & custom book list alert service</li></ul>Item Information:<br />Amazon Price;<br />Full-text: Google & Hathi Trust;<br />Better World Books acceptance of Library discard<br />Holdings Information:<br /><ul><li>Held Locally – do you hold work (FRBR-ized)
    11. 11. “IDS” or Group 2 is a configurable set of OCLC symbols like consortia or local area. (FRBR-ized)
    12. 12. “NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)
    13. 13. Local Catalog link and imprint to compare editions of gift & holdings.
    14. 14. Worldcat Link to the right</li></ul>Conspectus View: is your subject and configurable decision weighting tool<br /><ul><li>Subject analysis matches on LC and Dewey, best matching conspectus values utilized.
    15. 15. Collecting level evaluates item against configurable level of interest in growing the collection in this subject area.
    16. 16. Uniqueness evaluates item against configurable level of interest in duplicating your holdings. (group 2 & 3 holdings matter to weighting, but not uniqueness)
    17. 17. “If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.
    18. 18. “If Older Than” limits, by a factor or strictly, by the publication dates of donated works.
    19. 19. As you process gifts, you can adjust factors and re-caculate the weighting to see the effect on the recommendation.
    20. 20. The navigation bar at the footer allows you to view multiple conspectus values, if applicable.</li></li></ul><li>Select Donation Date<br />Select Donor<br />Recommendation based on Conspectus and Weighting<br /><ul><li>Do not keep
    21. 21. Keep
    22. 22. Options: Override and Review </li></ul>Wand in ISBN, or OCLC#, or do a Title Search for donation<br />Item Information:<br />Author, title, series title, imprint, LC Call no. & Dewey<br />Item Views:<br /><ul><li>Conspectus (subject analysis)
    23. 23. Collection (donation collection)
    24. 24. MaRC record
    25. 25. Book Lists – awards & custom book list alert service</li></ul>Item Information:<br />Amazon Price;<br />Full-text: Google & Hathi Trust;<br />Better World Books acceptance of Library discard<br />Holdings Information:<br /><ul><li>Held Locally – do you hold work (FRBR-ized)
    26. 26. “IDS” or Group 2 is a configurable set of OCLC symbols like consortia or local area. (FRBR-ized)
    27. 27. “NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)
    28. 28. Local Catalog link and imprint to compare editions of gift & holdings.
    29. 29. Worldcat Link to the right</li></ul>Conspectus View: is your subject and configurable decision weighting tool<br /><ul><li>Subject analysis matches on LC and Dewey, best matching conspectus values utilized.
    30. 30. Collecting level evaluates item against configurable level of interest in growing the collection in this subject area.
    31. 31. Uniqueness evaluates item against configurable level of interest in duplicating your holdings. (group 2 & 3 holdings matter to weighting, but not uniqueness)
    32. 32. “If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.
    33. 33. “If Older Than” limits, by a factor or strictly, by the publication dates of donated works.
    34. 34. As you process gifts, you can adjust factors and re-caculate the weighting to see the effect on the recommendation.
    35. 35. The navigation bar at the footer allows you to view multiple conspectus values, if applicable.</li></li></ul><li>Questions?<br />7<br />
    36. 36. Installation & Setup<br />8<br />
    37. 37. Documentation: http://gist.idsproject.org<br />9<br />
    38. 38. Configuring GDM for the first time…<br />
    39. 39. Using GIST GDM<br />11<br />
    40. 40. Gift Manager interface<br />12<br />Title search<br />Auto Erase<br />
    41. 41. Title Search<br />
    42. 42. OCLC Connexion<br />
    43. 43. OCLC Connexion: client or browser<br />
    44. 44. Donor Thank You Letter<br />
    45. 45. 17<br />More about the GDM & how to customize<br />
    46. 46. View<br />
    47. 47. Book Lists<br />During processing, Book List matches are flagged with a red tab<br />
    48. 48. Collection Building Profile<br />20<br />What criteria are most important to you for determining…<br />
    49. 49. Conspectus: your collection building profile<br />
    50. 50. GIST Gift Manager Weighting<br />Is “If Newer Than” or “If Older Than” a strict value?<br />Does the item fall within the strict date range?<br />Set preliminary weight to 500<br />Yes<br />Yes<br />No<br />No<br />Do more than 50 Group 3 libraries own the item?<br />Set preliminary weight by age of item and “If Newer Than” and “If Older Than” preferences<br />No<br />Yes<br />Divide 10,000 by pWeight to obtain weighting score<br />pWeight = 1<br />Adjust pWeight by number of Group 2 holdings + 150<br />Adjust pWeight by number of Group 2 holdings + 2x the number of Group 3 holdings<br />Adjust pWeight if date within “If Newer Than” and by uniqueness and collection level<br />Yes<br />No<br />Yes<br />Is the Deselection Manager activated?<br />Is pWeight less than 1?<br />Adjust pWeight for local holdings, uniqueness, and collection level<br />No<br />
    51. 51. Donor<br />
    52. 52. Reviewer: review at your own risk<br />
    53. 53. Reviewer Queue: processing delays<br />
    54. 54. Questions about the Gift Manager…before we head to Deselection<br />26<br />
    55. 55. GIST Deselection Manager: item by item<br />27<br />
    56. 56. GIST Deselection Manager: Batch Analysis<br />Batch deselection<br />Import ISBN &/or OCLC# using an ILS report (e.g. 0 or low use report as a simple delimited file)<br />Run Batch Processing – GIST exports Excel file.<br />Review GDM data: Free full text, price, accepted by Better World Books, regional holdings, & more.<br />Sort by values, make decisions, then… <br />Batch remove from OCLC using Connexion<br /> (or convert records for full-text holdings?)<br />Possible Uses: <br /><ul><li>Book and journal overlap analysis
    57. 57. Identifying works to digitize
    58. 58. Identifying materials for special collections</li></li></ul><li>Extreme Weeding + Extreme Gifting<br />29<br />
    59. 59. GIST GDM & JSTOR Analysis<br />30<br />
    60. 60. Digitize or add to Special Collections?<br />31<br />
    61. 61. Stats at Milne Library, SUNY Geneseo so far…<br />32<br />
    62. 62. Questions<br />33<br />
    63. 63. 34<br />Thank you<br />GIST Team<br />Tim Bowersox, bowersox@geneseo.edu<br />Cyril Oberlander, cyril@geneseo.edu<br />Kate Pitcher, pitcher@geneseo.edu<br />Mark Sullivan, sullivm@geneseo.edu<br />http://gist.idsproject.org<br />Special Thanks<br />The GIST project is partially funded by the<br />Rochester Regional Library Council <br />through the Regional Bibliographic Databases and Interlibrary Resource Sharing Program<br />Beta testing was by Adam Traub (St. John Fisher College)<br />WorldCatAPI programming support was provided by Kyle Banerjee (Orbis Cascade Alliance) and Terry Reese (Oregon State University)<br />
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