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Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
Making A Collection Count
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Making A Collection Count

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Presentation for the Loleta Fyan Rural Libraries Conference April 29-May1 Grand Traverse Resort

Presentation for the Loleta Fyan Rural Libraries Conference April 29-May1 Grand Traverse Resort

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  • Welcome! Intro
  • Transcript

    • 1. Making a Collection Count: Why a Physical Inventory is Essential to a Dynamic Library  
    • 2. Program Outline
      • Steps to performing a physical inventory
      • What you’ll discover
      • Why you should care
      • Creating collection objectives from inventory data
      • Creating benchmarks from inventory data
      This presentation is available online: www.slideshare.net/hhibner
    • 3. Physical Inventory – What is it?
      • On-going process of comparing the “shelf list” (holdings) to actual items.
    • 4. Inventory Strategy: Step 1
      • Choose a manageable piece of collection
      • SSLDL Started with audio book collection
        • High per unit cost
        • Newer collection
        • Holdings at beginning of project ~ 500 items
        • Estimated value at that time: about $32,000
    • 5. Inventory Strategy: Step 2
      • Do a quick, general weed
      • Be aggressive!
      • Makes shelf list more manageable in step 3
    • 6. Inventory Strategy: Step 3
      • Get a shelf list
      • Usually includes title, author, pub date, last circ date, total circs, price, item barcode #
    • 7. Inventory Strategy: Step 4
      • Identify obvious errors on shelf list.
        • Call numbers that don’t line up
        • Items without prices or other empty fields on list
      • Find the items and fix their records
        • SSLDL placed holds on a special “SLYN Inventory” library card for items currently checked out
    • 8. Inventory Strategy: Step 5
      • Inventory remaining items
        • Cart up a shelf at a time
        • Scan into your ILS’s inventory feature
        • Volunteers are a great resource for this part!
    • 9. Collection Life Cycle Selection Purchase Processing Shelving Checkout Re-Shelving Repair/Maintenance Weed or Replace Each stop in the circle gives us a chance to check quality and perform inventory checks.
    • 10. What You’ll Discover
        • Items still attached to patron records
        • Items shelved in the wrong place
        • Items that are broken, dirty, and disgusting!
        • Items attached to the wrong record
        • Holdings for items discarded ages ago
        • Adult items marked juvenile/vice versa
    • 11. More Discoveries
        • Mislabeled items
      • Inaccurate call numbers
      • Items marked missing
        • Items that are just plain stupid!
    • 12. Why should we spend time doing this?
      • So that catalog accurately reflects library holdings
        • Limit customer and staff frustration
      • To create a starting point for evaluation
        • Library & Librarian performance
      • So that staff gain deeper understanding of ILS and library work flow
    • 13. Physical Inventory Helps Maintain a Quality Collection
      • Does it circulate or is it used enough?
      • Is it current?
      • Is it relevant?
      • Does it look nice?
      • Does the catalog correctly reflect the status of the item? (checked out, lost/missing, etc)
      • Are collections organized logically?
    • 14. Physical Inventory Defines Your Collections
      • Geographical
        • Shelf Location, Department
      • Item type
        • DVDs, Book on CD, Large Print
      • Home Location (regardless of item type)
        • Non-Fiction, Fiction, Audio book, Music
    • 15. Monetary Reasons to Perform a Physical Inventory
      • Provides information for budget decisions
        • Need to update/overhaul a collection?
        • Waning format = limit/eliminate funds to a collection
      • Regular inventory controls loss ( Read: $$$ )
    • 16. Intangible Reasons
      • Solid collection information and data shows vigilance with public assets
      • Staff familiarity with collections
      • You look smart, professional, and RELEVANT!
    • 17. Using Inventory Data
      • SSLDL’s Audio Book Collection Results
        • 5 missing items found
        • 1 item not discharged properly
        • 14 items cataloged as wrong format
        • 2 items not found (Stolen? Lost? Discarded?)
      Error Rate: 4.4% Reclaimed items: 6 ( ~$65 each = about $390 value) Lost/stolen/missing:2 (about $130 value)
    • 18. Using Inventory Data: Creating Collection Objectives
      • A general statement of what materials will or will not be included in the collection.
      • They are different for every library and community
      • Can be different for each collection
      Collection Data is Dynamic! Is your collection doing the job it’s supposed to?
    • 19. SSLDL’s Audio Book Collection Objective
      • Popular materials of current interest
      • Since cost is a factor with audio books, titles that have a limited shelf life will be given low priority
        • Examples: some series fiction, political material addressing current events, travel info, certain types of science or health material that could be outdated quickly
    • 20. SSLDL’s Audio Book Collection Objective (Continued)
      • Consideration and comparison to statistics in downloadable audios will also be investigated.
      • Other considerations for the collection:
        • Classic fiction and nonfiction titles that coincide with local school and university curriculum objectives, foreign language instruction for both students and travelers
    • 21. Using Inventory Data to Create Benchmarks
      • Benchmark:
        • A standard by which something can be measured or judged
      • Most expensive collections get most attention
      • Non-financial reasons are important and considered!
      • Circulation Goals
        • Estimation of how many times you estimate this item will be checked out within 2 years of purchase
    • 22. SSLDL’s Circulation Benchmarks for Audio Book Collection
      • Fiction Titles
        • 10-12 checkouts within 1 year of purchase
      • Popular Non-Fiction
        • Bestsellers, self help, biography, etc.
        • 8-10 checkouts within a year of purchase
      • Informational Non-Fiction
        • Language instruction, Shakespeare/Poetry, etc.
        • 3 checkouts within 1 year of purchase
    • 23. Other Benchmarks to Set Using Inventory Data
      • Average unit cost of each item in a collection
      • Total cost (worth) of a collection
      • Number of units in a collection
      • Weeding/maintenance schedule
    • 24. Presented by : Mary Kelly [email_address] Holly Hibner [email_address] Presentation available online at www.slideshare.net/hhibner

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