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Floating Collection How It Can Work in a Large, Multi-Campus, Academic Library ALCTS Webinar October 2, 2013
PRESENTED BY:
Barbara Coopey bmc4@psu.edu Barb Eshbach bee11@psu.edu
Penn State University Libraries
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Barbara Coopey
Assistant Head of Access Services Penn State University
Barb Eshbach
Head Librarian Penn State York
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What we’re going to cover in this webinar:
• STEPS needed to implement a floating collection in an academic library
• CHALLENGES of making a floating collection feasible within a multi-campus environment
• BENEFITS of a floating collection 3
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__________________________________________________________________________________________________________________________________________________________________
Definition
Floating collection
a group of items that belong to whichever library has most recently discharged them
“Floating Collections.” SirsiDynix Knowledge Base
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Penn State University
students
campus locations campus enrollments range from
around 600 to 4,000 students
Main campus (University Park) has over 45,000 students
World Campus students online degrees
96,562
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12,000
We a
re . . .
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ERIE
HERSHEY
HARRISBURG
CARLISLE
YORK
BERKS
GREAT VALLEY
BRANDYWINE
ABINGTON
LEHIGH VALLEY SCHUYLKILL
HAZLETON
WILKES-BARRE
WORTHINGTON SCRANTON
UNIVERSITY PARK
DUBOIS SHENANGO
BEAVER
NEW KENSINGTON
ALTOONA
GREATER ALLEGHENY
FAYETTE MONT ALTO
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• Over 6 million volumes
• Rank 8th among North American research libraries
ARL Library Investment Index 2011–12
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• All library resources & services are offered to Penn State faculty, staff, & students, regardless of their campus affiliation or location.
• All locations, including health sciences & law libraries, share a single ILS.
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NOVEMBER
2009 “If the University Libraries collection is one collection, . . . “
MAY
2011 Pilot: 4 libraries
MAY
2012
FEBRUARY
2010 • Task force
formed • More
questions • Data collected • Floating
collection feature tested in the ILS
DECEMBER
2010 Preparation for the pilot
MAY
2011
JUNE
2012 “The task force recommends that a floating collection be made permanent for all campus libraries.”
NOVEMBER
2012 Phase 2: Additional 6 libraries
FEBRUARY
2013 Phase 3: Remaining 9 campus libraries migrated to a floating collection.
NOVEMBER
2010 Since a floating collection is a good example of our philosophy, it was decided to begin a pilot program.
+ 6
9
© The Johns Hopkins
University Press
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The CAT
Item Details
I Want It Locations Detailed Information Title Eat that frog! : 21 great ways to stop procrastinating and get more done in less time
Author Tracy, Brian
Holdings
Penn State York
Call number Material Location
BF637.P76T73 2002 Book Being transferred between libraries
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“If the University Libraries collection is one collection geographically dispersed, why do we have to ship our books back to the library of origin after they have been returned by a patron?”
NOVEMBER
2009
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FEBRUARY
2010
13
Task Force Formed
• Circulation
• Technical Services
• Campus public services
• Collection development
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1. Have other libraries tried this?
2. Would it save staff time and shipping costs?
3. Could our ILS support such a concept?
4. What materials should float?
5. Would a floating collection work for some libraries and not others?
Quest
ions
2010
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• Benchmarked other libraries, but couldn’t find any other academic libraries trying this.
• Surveyed internal stakeholders
• Analyzed data
Intransit data Shipping data Shelving space
Invest
igation
2010
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Invest
igation
2010 Risk Involved
• Would a floating collection work within a complex ILS environment across multiple locations with millions of volumes?
• Would it work in our ILS that had been customized over the years to meet our unique demands?
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• What could be some consequences of introducing floating books into this system?
• Would we end up with major technical and/or service issues as a result of a floating collection?
Invest
igation
2010 Risk Involved
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• Large, complex research library system
• Collections ranged from small campus libraries to subject specialized libraries to an overcrowded main library
Invest
igation
2010 Task Force: Early Observations
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• Librarians at each location develop their collection to meet their user’s needs but broad use as well
• On average, most books go intransit to University Park from campuses (larger user base)
Invest
igation
2010 Task Force: Early Observations
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• We are different from the public library systems with floating collections (mission, collection focus, usage patterns)
Needed to develop our own approach to floating collection In
vest
igation
2010 Task Force: Early Observations
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• Recommended weeding prior to our project was not going to happen
• Recommended merging the original owning or purchasing library into a “general stacks location” was not feasible
Invest
igation
2010 Task Force: Early Observations
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• Not everything should float
• How could we introduce a floating collection into the library without disrupting normal activities?
Invest
igation
2010 Task Force: Early Observations
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Could we create a subset of “floating” books for only
four campus libraries within the Libraries’
collections?
Can we narrow our focus?
2010 Q
uest
ions
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If so, would this subset of books function as other books in the system (holds, reserves, discharging), yet be recognized as “floating” and remain in the library which most recently discharged them?
Quest
ions
2010
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Can we narrow our focus?
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Floating collection feature tested in the ILS
Item library vs. Home location
Each library has many locations, such as:
• Penn State Harrisburg – Juvenile Coll – Stacks 3 Fl • Penn State Harrisburg – Leisure Reading – 1st Floor • Penn State Fayette – Juvenile Literature Collection • Penn State Fayette – General Collection • Penn State York – General Collection
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2010
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NOVEMBER
2010 Since a floating collection reflects the Penn State
University Libraries’ philosophy of
we should try a pilot program.
one collection, geographically
dispersed
Reco
mm
endation
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Pilot Preparation
DECEMBER
2010
MAY
2011
• What type of materials do we want to float?
• What if a library ends up with too many books?
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DECEMBER
2010
MAY
2011
Also considered . . .
• Security systems are not all the same
• Clean up system projects (mismatched library/location)
• Inactive reserves records
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DECEMBER
2010 LIMITED TO:
circulating monographs
general stacks
four campus libraries
MAY
2011 34
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DECEMBER
2010
MAY
2011
ILS vendor recommended creating a new item type for floating material.
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DECEMBER
2010 STAFF CLIENT prior to pilot
MAY
2011 36
© The Johns Hopkins University Press
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DECEMBER
2010
MAY
2011
Following ILS vendor recommendation, we created a new item type for floating material:
BOOKFLOAT
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MAY
2011
MAY
2012
STAFF CLIENT during the pilot
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© The Johns Hopkins University Press
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DECEMBER
2010
MAY
2011
Each item type in the Staff Client has a corresponding description in the Public Catalog.
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DECEMBER
2010
MAY
2011
PUBLIC CATALOG prior to pilot
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© The Johns Hopkins University Press
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DECEMBER
2010
MAY
2011
For the item type of Bookfloat, we chose the corresponding description
Book (floating)
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Staff client item type
Public catalog description
Book Book
Bookfloat Book (floating)
DECEMBER
2010
MAY
2011
Item type
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MAY
2011
MAY
2012
PUBLIC CATALOG during the pilot
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© The Johns Hopkins University Press
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DECEMBER
2010
MAY
2011
The act of discharging the Bookfloat item type at a participating floating library, did not put the item in transit to the original owning library.
ILS Floating Collection Feature
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DECEMBER
2010
MAY
2011
PUBLIC CATALOG prior to pilot
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© The Johns Hopkins University Press
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DECEMBER
2010
MAY
2011
Our ILS vendor recommended changing the location of floating items to a consistent, generic location, but we chose to do this ONLY in the public catalog description:
Stacks – General Collection
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Staff client home/current location
Public catalog location description
Stacks - YK Penn State York -
General Collection
Stacks - YK Stacks - General
Collection
DECEMBER
2010
MAY
2011
Location
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MAY
2011
MAY
2012
PUBLIC CATALOG during the pilot
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© The Johns Hopkins University Press
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MAY
2011 Acquisitions begins assigning the item type BOOKFLOAT to pilot libraries’ new books.
MAY
2012 51
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Place a hold for departmental user
Travels in hyper reality: essays / Eco, Umberto PQ4865.C6T7 1986 Copy: 2 ID:000063609172
Status In transit
In transit to: FAYETTE from HARRISBURG for a hold Date sent: 7/21/2011, 11:47 Name: Fayette Return Bookfloat user Placed: 7/21/2011 User ID: FERETURNFLOAT
STANDARD recall Expires: 9/19/2011 Pickup: FAYETTE . . .
Hold
JULY
2011 Testing the process for returning books to the original owning library
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JULY
2011 Testing ILL systems that interfaced with the ILS
Added new “mismatched” locations in the ILL systems
Shelving Location
HARRISBURG STACKS-FE
HARRISBURG STACKS-HN
HARRISBURG STACKS-YK
YORK STACKS-FE
YORK STACKS-HN
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JUNE
2012 The task force recommends that a floating collection be made permanent for all campus libraries.
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Reco
mm
endation
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JUNE
2012 We worked with our ILS vendor to combine material types in the Public Catalog
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Staff client item type
Public catalog description
THEN Book Book
pilot Bookfloat Book (floating)
NOW Bookfloat Book
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Staff client home/current location
Public catalog location description
THEN Stacks-YK Penn State York - General Collection
pilot Stacks-YK Stacks - General
Collection
NOW Stacks-YK Stacks - General
Collection
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ERIE
HERSHEY
HARRISBURG
CARLISLE
YORK
BERKS
GREAT VALLEY
BRANDYWINE
ABINGTON
LEHIGH VALLEY SCHUYLKILL
HAZLETON
WILKES-BARRE
WORTHINGTON SCRANTON
UNIVERSITY PARK
DUBOIS SHENANGO
BEAVER
NEW KENSINGTON
ALTOONA
GREATER ALLEGHENY
FAYETTE MONT ALTO
Bookfloat
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No “wasted” transit time returning books for reshelving results in patron holds being filled more quickly.
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Unexpected Benefits
Discovered, and cleaned up, library and home location mismatches.
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What you need to succeed. . .
• An ILS that supports floating
• Staff willing to give it a try
• Good documentation
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What you need to succeed. . .
Training Bulletins: Floating Collection • Floating Book Collection: A Detailed Process Outline
• Supplying Floating Books via Access PA
• How to Prevent a Monograph in Your Stacks Location from Floating
• Tracking Floating Collection Books by Library
• Returning Floating Books to the Original Owning Library
• System Configuration and Process Overview (Historical)
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• How can we expand?
• Can we include other material types
• Can we extend this to other locations?
• Analysis on the use of the floating collection
• Can a floating collection reduce duplication in
the collection?
• Analysis on shipping savings
. . . next steps
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. . .
Upcoming ALCTS CE Opportunities http://www.ala.org/alcts/confevents
Webinars
October 9 Libraries and MOOCs: Providing Solutions for Alt-Higher Education
October 23 Electronic Resources Workflows and Tools
November 6 MOOCs: Copyright Management for Online Courses?
November 13 Evaluating Print Book & E-Book Patron Driven Acquisitions
November 20 Assessment Strategies for Cataloging Managers
ALCTS Web Courses
October 21 to November 9 Fundamentals of Collection Assessment (Limited Space Remaining)
October 28 to November 22 Fundamentals of Preservation
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