Putting the Puzzle Together: Managing a Floating Collection
PresentersPresenters
• Ann Cress, Deputy Executive Director, Jefferson County Public Library
• Rhonda Glazier, Collections Manager, Jefferson County Public Library
• Linda Raymond, Materials Manager, Charlotte Mecklenburg Library
AgendaAgenda• Introductions• Floating Collections • Conversion Process• Break (around 10 AM)• Collection Management • Discussion/Questions• Wrap-up
• 10 Libraries
• Population: 548,000
• County size: 774 square miles
• Floating collection since 1994
• Collection: 1.2 million items
• 2009 Circulation: 7 million
• 2009 Filled Holds: 1.6 million
• Materials budget: $3.7 million
850,000 residents
2
24 Library Locations
2009-2010Operating Budget $32.9 M
Materials Budget $2.7 M
7,300,000 Circulation - up 7.6%
190,000 items added - down 8%
450 Staff
1.6 million volumes
Linda RaymondMaterials Manager at CML since 2003
•Centralized Selection•Outsource cataloging and processing with B&T •Began Sharing all items 1/2007•Population size 850,000
Elements of a Floating Elements of a Floating CollectionCollection
• One collection• Items float freely• Material remains at the location
where it is checked in• Materials movement is generated
by hold requests• Patron-centered collection
management system
Floating Collection Floating Collection RequirementsRequirements
• Holds system• Delivery system• ILS partnership• Good communication mechanisms
Issues And ChallengesIssues And Challenges
But what about….
How will I find…
Floating/Sharing ?Floating/Sharing ?
Benefits of SharingBenefits of Sharing
• One system • Reduced delivery
volume • Increased volume of
materials at all locations as a result of materials not being in transit on a delivery truck.
• Increased circulation • Distribution of materials
based on customer interests in certain locations.
• Time saving for staff who check in materials
• Time and budget savings for Collection Management
• Customers are minimally impacted
What we will NOT Share:What we will NOT Share:
• Reference, Docs, NCR • ML materials 5 years and older• Carolina Author collection • Crossroads Cafe, English Tutoring Program• Browsing Magazines • Circulating Encyclopedias• Book Club Kits• Storytimes to Go• CKT print• IMG Parent Teacher Collection
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FIRST DAY INSTRUCTIONS FOR OUR SHARED COLLECTION – January 2, 2008Be sure you have logged Horizon off and on again before beginning.
Remember starting today, it’s yours! Watch the screen when you check in an item, Horizon tells you if it needs to be sent somewhere. Because: There is no permanent owning branch unless it is on this list:
What NOT to ShareReference, Government Documents, NCR, ML Stacks, Think College/Career CenterML materials 5 years and olderCarolina Author collection World Language Center, Crossroads Cafe, English Tutoring ProgramFRL curriculum Browsing Magazines Circulating EncyclopediasBook Club KitsStorytimes to GoCKT printIMG scriptsProfessional Library MaterialsAdult Outreach / Group ServicesYouth Services
Items belong to the system not your branch.Remember:
You do not have to mark out the location.Check for condition before you put it on a cart. Weed if you would not want it in your home. Follow established weeding and mending procedures.When shelving always shift if needed to ensure some shelves are not over-crowded.ALL staff members are to be aware of what is in the stacks.
Need more info? Check email sent to all staff 12/26/07.
Questions? Check http://intranet.plcmc.lib.nc.us/shared/ / or email [email protected]
Sub-Teams for Best Practices
Implementation
Re-distribution
Branch Holds Returns +/- CD's Shelving Needs +/- %CKO Impact
BC 33 38 1.15 402 38 40 + 16 OK
BFR 35 133 3.80 1969 180 197 + 20 MEDIUM
CA 13 24 1.85 652 27 65 + 30 LOW
COR 13 31 2.38 772 84 77 - 22 OK
D 11 19 1.73 808 42 80 + 19 LOW
FRL 44 47 1.07 1282 8 128 ? 22 OK
HG 11 34 3.09 554 27 55 + 26 LOW
IB 46 141 3.07 2025 109 202 + 34 LOW
IMG 27 76 2.81 1143 19 114 ? 43 LOW
MH 55 69 1.25 1903 33 190 ? 38 OK
ML 122 296 2.43 6007 202 600 ? 14 OK
MOR 53 212 4.00 2533 144 253 + 29 MEDIUM
MPK 12 25 2.08 618 12 61 ? 31 LOW
MS 31 76 2.45 1819 59 181 ? 39 LOW
MTI 13 17 1.31 917 40 91 + 37 OK
NCO 63 118 1.87 3434 165 343 + 30 LOW
PM 47 62 1.32 1138 40 114 ? 37 OK
SC 7 16 2.29 669 42 67 + 30 LOW
SOR 55 252 4.58 3240 156 324 + 49 High
ST 10 34 3.40 1304 66 130 + 39 MEDIUM
SUG 26 37 1.42 1115 123 112 - 24 OK
UC 45 122 2.71 3036 75 304 ? 44 LOW
WBL 34 40 1.18 1345 140 134 - 16 OK
Redistribution Spreadsheet
Re-Evaluate
Lessons Learned
Articulate Advantages of Articulate Advantages of Maintaining the Collection Maintaining the Collection
• Facilitates optimal use of the collection• Positively impacts library funding
Create OwnershipCreate Ownership
• Make all staff responsible for the collection
• Encourage staff to identify gaps in the collection
• Change the discussion
Selection ChangesSelection Changes
• Policies and guidelines need to reflect a floating collection
• Copies bought to meet demand, location irrelevant
Selection ChangesSelection Changes
• Budget needs to reflect a floating collection
• How the money is allocated may change
• Who is responsible for a budget line may change
Traditional vs. Floating Traditional vs. Floating Collection SelectionCollection Selection
Weeding is EssentialWeeding is Essential
• Find the best weeding strategy for your library
Know Your Weeding Know Your Weeding PhilosophyPhilosophy
• Weeding consistent with service objectives
• Collection weeded in a timely manner
Be Aware of Road BlocksBe Aware of Road Blocks
• Belief that one method is better than another
• Lack of guidelines for what, how and when• Lack of training
What Will Work For You?What Will Work For You?
• ILS reports• 2-year no circ reports• Circulated over “x” number of
times
• Customized reports
More Ideas!More Ideas!
• More customizable/useable reports• Ratio of circulation to number of copies
reports• Distribution reports – to enable staff to move
materials to other libraries or weed• Weeding guidelines inserted at time of order• Weeding location for bestsellers
Traditional vs. Floating Traditional vs. Floating Collection WeedingCollection Weeding
Number of copies dependent on entire system – not dependent on location
Weeding StrategiesWeeding Strategies
• Pull lists
How Pull Lists WorkHow Pull Lists Work
• Once a week a list of all items with a pull code is sent to each location
• Staff in the libraries pull items on the list from the collection• Front line staff have the authority to override a
pull code
• Materials are stamped weeded and boxed for the book sale
Using Weeding ListsUsing Weeding Lists
Disadvantages of a Weeding ListDisadvantages of a Weeding List
• Time• Staff intensive• System wide approach – doesn’t
respond to individual location’s collection
Weeding TeamsWeeding Teams• Teams that travel between the different
branches – and do the weeding instead of regular staff in that branch
Weeding Teams…..Weeding Teams…..
Advantage of Weeding TeamsAdvantage of Weeding Teams
Disadvantage of Weeding TeamsDisadvantage of Weeding Teams
• May cause localized weeding• Not all locations can be weeded at the same
time
EXPECT THE EXPECT THE UNEXPECTED!!!UNEXPECTED!!!
CONTACT INFORMATIONCONTACT INFORMATIONAnn Cress
Deputy Executive DirectorJefferson County Public Library
Linda Raymond Materials Management Manager Charlotte Mecklenburg Library
Rhonda GlazierCollections Manager
Jefferson County Public [email protected]
BREAKBREAK
Communication is Key Communication is Key • Transition of staff was longer than initially
thought• Three stages of transition
• Buy-in at the beginning, tweaking processes and procedures, ongoing maintenance needs
• Staff need to be able to articulate the advantages• Staff need to stay connected to the collection
• Maintaining ownership key to collection maintenance• Advantages need to be articulated to your library
board and community
Moving ForwardMoving Forward• Articulate the patron benefits & business
reasons to…EVERYONE• Recognize that this is a major transition and
plan accordingly.• Acknowledge the myths and address them
head on.• Involve staff leaders/influencers in the
planning• COMMUNICATE
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