2014 Charleston Conference Presentation: The Importance of Being Resourceful: One Library’s...
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Transcript of 2014 Charleston Conference Presentation: The Importance of Being Resourceful: One Library’s...
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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
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Image Source: http://worldofdtcmarketing.com/wp-content/uploads/2013/03/Medicaid-Budget-Cuts.jpg
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OVERWHELMING
Wasteful
STRESSFUL
TROUBLE
SPACE
FUN
PLAN
cobwebs
Out-dated
Musty
Costly
Dusty
Lengthy
Dirty
Damaged
Irrelevant
OldQUALITY
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Super Hero Student Intern to the Rescue
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Don’t burn bridges
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Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
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Priority #1
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From this:
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To This:
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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
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*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
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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
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*Communicate with Faculty
*Weed VHS - 1500
Non-used or low used
Can we recycle? NO
*Migrate to new medium
*Ongoing project
*Archiving VHS
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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.
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http://edtech2.boisestate.edu/heatherbraum/502/webquest/start.html
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We will be using the MUSTIE guidelines from
the CREW Manual
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*M = Misleading
*U = Ugly
*S = Superseded
*T = Trivial
*I = Irrelevant
*E = Elsewhere
https://olcsmalllibraries.wordpress.com/2009/05/04/weeding-library-collections/
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Super Hero Student Intern to the Rescue
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• Circulating collection
• Zero charges since 2000
• Purchased before 2004
PARAMETERS:
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Voyager provides Access reports that can be customized to
meet each library’s individual needs.
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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
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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
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CLICK ON THE
‘EXTERNAL
DATA’ TAB THEN CHOOSE ‘EXCEL’
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Two lists for every call number
• One for faculty by publication date from oldest to newest
• One by call number for easy flagging
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SELECT PUB DATE COLUMN
Click on ‘Sort & Filter’
Choose A-Z
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Repeat for every call number
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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
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Run another Access report…
1. Shelflist
2. Location (circulating collection)
3. Historical charges
4. Call number
5. Include the publication date
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• Begin with A
• End with ZZ (to include all
the Z’s)
• Location (Circ. collection)
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If your clipboard is like mine, it can hold only 65,000 records at a time.
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Pay attention to those pop up messages!
Image source: http://www.24sevenplumbing.com.au/wp-content/uploads/2012/06/Hints-tips.jpg
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Make life simple
Run the report for each call number separately.
OR….
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This will give you the average publication date, or ‘age’ of your
collection. In our case, it was 1974.
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Less of this
More of this!
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One way to
win support
is by
illustrating
your data
with graphs!
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• 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
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• Highlight the
data
• Click ‘Insert’
• Choose the type
of graph
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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.
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• Total items in the collection
• Average age of this collection
• Percent of the collection that was charged in last four years
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For those who like to see the big picture……
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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
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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.
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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!
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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