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2014 Charleston Conference Presentation: The Importance of Being Resourceful: One Library’s Assessment Adventure

Presentation from the Charleston Conference with Rhonda Donaldson, Theresa Smith, and Anne Watson:

How one budget strapped university library and an earnest library science intern created a viable collection assessment plan in a month. Companies that provide collection evaluation services are a wonderful option, but when your library budget won’t allow additional expenditures, how can you still keep your library collection robust and current? An internship learning opportunity was the impetus that inspired a complete collection assessment of our monograph collection. Many libraries are in similar tight budget situations. This program will present how one university library utilized current collection assessment best practices, Excel spreadsheets, the Voyager ILS, and a library science intern to cull the herd of unused and outdated books in slightly less than a month. The project resulted in an unanticipated assessment of our historical collection development practices and the need to create a communication plan for the faculty regarding this project. Through open discussion and active participation, program attendees will understand the effective collection assessment methods, the importance of mentoring library science interns and how much a library can benefit from their ingenuity and dedication. Participants who are now required to accomplish more with less will be inspired to think creatively for ways they may be able to begin a collection assessment fast and economically while using their own ILS reporting system and the homegrown talent, earnestness, and tenacity already in the library.

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2014 Charleston Conference Presentation: The Importance of Being Resourceful: One Library’s Assessment Adventure

  1. 1. Ann Watson, Dean of the Library, Scarborough Library, Shepherd University Rhonda Donaldson, Electronic Resource/Collection Development Librarian, Technical Services, Scarborough Library, Shepherd University Theresa Smith, Library Intern, Scarborough Library, Shepherd University
  2. 2. Image Source: http://worldofdtcmarketing.com/wp-content/uploads/2013/03/Medicaid-Budget-Cuts.jpg
  3. 3. Wasteful OVERWHELMING TROUBLE STRESSFUL SPACE FUN PLAN cobwebs Out-dated Musty Costly Dusty Lengthy Dirty Damaged Irrelevant Old QUALITY
  4. 4. Super Hero Student Intern to the Rescue
  5. 5. Don’t burn bridges
  6. 6. Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
  7. 7. Priority #1
  8. 8. From this:
  9. 9. To This:
  10. 10. Borrow what you need from other libraries and adapt for your needs Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips. jpg
  11. 11. *Pull Audio Books - 58 *Weed Non-used or low used *Communicate with AV *Migrate to new medium *Archive audio cassettes *Change location in cataloging record *Move to new area in the library *Commence Circulating items
  12. 12. 17 U.S. Code § 108 - Limitations on exclusive rights: Reproduction by libraries and archives Audio and video recordings: The right to archive under subsection (c) (for published works) applies only to replacement of a damaged, deteriorating, lost or stolen copy, or when the format of the recording has become obsolete, and then only when a reasonable effort to locate an unused replacement at a fair price or a device that accommodates the format has proven unsuccessful. http://www.law.cornell.edu/uscode/text/17/108
  13. 13. *Communicate with Faculty *Weed VHS - 1500 Non-used or low used Can we recycle? NO *Migrate to new medium *Ongoing project *Archiving VHS
  14. 14. When migrating media – buy the correct CD’s and DVD’s. Ask the AV Team what they need. Have space for the archived tapes. Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips. jpg
  15. 15. http://edtech2.boisestate.edu/heatherbraum/502/webquest/start.html
  16. 16. We will be using the MUSTIE guidelines from the CREW Manual
  17. 17. *M = Misleading *U = Ugly *S = Superseded *T = Trivial *I = Irrelevant *E = Elsewhere https://olcsmalllibraries.wordpress.com/2009/05/04/weeding-library-collections/
  18. 18. Super Hero Student Intern to the Rescue
  19. 19. PARAMETERS: • Circulating collection • Zero charges since 2000 • Purchased before 2004
  20. 20. Voyager provides Access reports that can be customized to meet each library’s individual needs.
  21. 21. We customized Voyager’s Access report to… 1. Weed by location (circulating collection) 2. Limit to books with zero charges 3. With a create date no later than 2004 4. Include the call number
  22. 22. The beginning value is GV 1 2 3 4 04 5 6 The ending value is GW (no GW’s will appear in the results) We targeted only items that had never been checked out. TIP: The first letter of the first word must be capitalized. The second word must be lower case. It’s a Voyager thing.
  23. 23. CLICK ON THE ‘EXTERNAL DATA’ TAB THEN CHOOSE ‘EXCEL’
  24. 24. Two lists for every call number • One for faculty by publication date from oldest to newest • One by call number for easy flagging
  25. 25. SELECT PUB DATE COLUMN Click on ‘Sort & Filter’ Choose A-Z
  26. 26. Repeat for every call number
  27. 27. Turn your Excel data into a table for your computing convenience! Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
  28. 28. Run another Access report… 1. Shelflist 2. Location (circulating collection) 3. Historical charges 4. Call number 5. Include the publication date
  29. 29. • Begin with A • End with ZZ (to include all the Z’s) • Location (Circ. collection)
  30. 30. If your clipboard is like mine, it can hold only 65,000 records at a time.
  31. 31. Pay attention to those pop up messages! Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
  32. 32. OR…. Make life simple Run the report for each call number separately.
  33. 33. This will give you the average publication date, or ‘age’ of your collection. In our case, it was 1974.
  34. 34. Less of this More of this!
  35. 35. One way to win support is by illustrating your data with graphs!
  36. 36. • To create a graph, first isolate the information you want by deleting columns • Sort by call number • Sort by pub date or charges (or both) • Save, save, save KEEP
  37. 37. • Highlight the data • Click ‘Insert’ • Choose the type of graph
  38. 38. This chart breaks down the G’s and illustrates the number of books in each category as well as how well used each category is during a four year period.
  39. 39. • Total items in the collection • Average age of this collection • Percent of the collection that was charged in last four years
  40. 40. For those who like to see the big picture……
  41. 41. Compare your current purchases to what’s actually being checked out. ITEMS PURCHASED IN LAST FOUR YEARS 900 800 700 600 500 400 300 200 100 0 B C D E F G-GT GV H J K L M N P Q R S T U V Z Series1 182 16 240116 45 26 65 369 49 38 110 83 32 860193107 14 77 7 2 50 6000 5000 4000 3000 2000 1000 0 ITEMS USED IN LAST FOUR YEARS A B C D E F G H J K L M N P Q R S T U V Z
  42. 42. Using OCLC statistical reports, determine which call numbers are most requested through ILL. ILL REQUESTS 2011-14 60 50 40 30 20 10 0 G GE GF GN GR GT GV ILL REQUESTS 2011-14 6 3 6 21 13 8 58 3000 2500 2000 1500 1000 500 0 G GA GB GC GE GF GN GR GT GV TOTAL ITEMS IN COLLECTION 378 25 101 60 51 109 553 281 199 2577 NUMBER OF CHARGES IN FOUR YEARS 53 6 29 12 12 16 73 64 45 297 G-Geography GA-Mathematical Geography. Cartography GB-Physical Geography GC-Oceanography GE-Environmental Sciences GF-Human Ecology GN-Anthropology GR-Folklore GT-Manners & Customs GV-Recreation. Leisure Compare ILL requests to charges from your own collection.
  43. 43. Things we learned…. • It’s not a perfect system • Double-check your work (many times) • Work as a team • If you can afford it, hire a Collection Evaluation Service!
  44. 44. Ann Watson, Dean of the Library, Scarborough Library, Shepherd University (304)876-5179 awatson@shepherd.edu Rhonda Donaldson, Electronic Resource/Collection Development Librarian, Technical Services, Scarborough Library, Shepherd University (304)876-5424 rdonal01@shepherd.edu Theresa Smith, Library Intern, Scarborough Library, Shepherd University (304)876-5217 tsmith@shepherd.edu

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