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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best practices, Excel spreadsheets, the Voyager ILS, and a library science intern to cull the herd of unused and outdated books in slightly less than a month.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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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
Image Source: http://worldofdtcmarketing.com/wp-content/uploads/2013/03/Medicaid-Budget-Cuts.jpg
OVERWHELMING
Wasteful
STRESSFUL
TROUBLE
SPACE
FUN
PLAN
cobwebs
Out-dated
Musty
Costly
Dusty
Lengthy
Dirty
Damaged
Irrelevant
OldQUALITY
Super Hero Student Intern to the Rescue
Don’t burn bridges
Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
Priority #1
From this:
To This:
Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-
tips.jpg
Borrow what you need from other
libraries and adapt for your needs
*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
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
*Communicate with Faculty
*Weed VHS - 1500
Non-used or low used
Can we recycle? NO
*Migrate to new medium
*Ongoing project
*Archiving VHS
Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-
tips.jpg
When migrating media – buy the correct CD’s and
DVD’s. Ask the AV Team what they need.
Have space for the archived tapes.
http://edtech2.boisestate.edu/heatherbraum/502/webquest/start.html
We will be using the MUSTIE guidelines from
the CREW Manual
*M = Misleading
*U = Ugly
*S = Superseded
*T = Trivial
*I = Irrelevant
*E = Elsewhere
https://olcsmalllibraries.wordpress.com/2009/05/04/weeding-library-collections/
Super Hero Student Intern to the Rescue
• Circulating collection
• Zero charges since 2000
• Purchased before 2004
PARAMETERS:
Voyager provides Access reports that can be customized to
meet each library’s individual needs.
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
1 2
34
5 6
The beginning value is GVThe ending value is GW (no GW’s will
appear in the results)
TIP: The first letter of the first word must be capitalized. The second word must be lower
case. It’s a Voyager thing.
We targeted only
items that had
never been
checked out.
04
CLICK ON THE
‘EXTERNAL
DATA’ TAB THEN CHOOSE ‘EXCEL’
Two lists for every call number
• One for faculty by publication date from oldest to newest
• One by call number for easy flagging
SELECT PUB DATE COLUMN
Click on ‘Sort & Filter’
Choose A-Z
Repeat for every call number
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
Run another Access report…
1. Shelflist
2. Location (circulating collection)
3. Historical charges
4. Call number
5. Include the publication date
• Begin with A
• End with ZZ (to include all
the Z’s)
• Location (Circ. collection)
If your clipboard is like mine, it can hold only 65,000 records at a time.
Pay attention to those pop up messages!
Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
Make life simple
Run the report for each call number separately.
OR….
This will give you the average publication date, or ‘age’ of your
collection. In our case, it was 1974.
Less of this
More of this!
One way to
win support
is by
illustrating
your data
with graphs!
• 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
• Highlight the
data
• Click ‘Insert’
• Choose the type
of graph
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.
• Total items in the collection
• Average age of this collection
• Percent of the collection that was charged in last four years
For those who like to see the big picture……
0
100
200
300
400
500
600
700
800
900
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
ITEMS PURCHASED IN LAST FOUR YEARS
Compare your current purchases to what’s actually being checked out.
0
1000
2000
3000
4000
5000
6000
A B C D E F G H J K L M N P Q R S T U V Z
ITEMS USED IN LAST FOUR YEARS
0
10
20
30
40
50
60
G GE GF GN GR GT GV
ILL REQUESTS 2011-14 6 3 6 21 13 8 58
ILL REQUESTS 2011-14
Using OCLC statistical reports, determine which call numbers are
most requested through ILL.
0
500
1000
1500
2000
2500
3000
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 FOURYEARS
53 6 29 12 12 16 73 64 45 297
G-GeographyGA-Mathematical
Geography. CartographyGB-Physical Geography
GC-OceanographyGE-Environmental
SciencesGF-Human EcologyGN-Anthropology
GR-FolkloreGT-Manners &
CustomsGV-Recreation.
Leisure
Compare ILL
requests to
charges from
your own
collection.
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!
Ann Watson, Dean of the Library, Scarborough Library, Shepherd
University
(304)876-5179
Rhonda Donaldson, Electronic Resource/Collection Development
Librarian, Technical Services, Scarborough Library, Shepherd
University
(304)876-5424
Theresa Smith, Library Intern, Scarborough Library, Shepherd
University
(304)876-5217
