Moving to More Electronic: Deselecting and Transitioning
description
Transcript of Moving to More Electronic: Deselecting and Transitioning
Moving to More Electronic: Deselecting and Transitioning
Jennie Gerke University of Colorado-Boulder, Sandy RizzoMesa Public Library (AZ)Louise Treff-Gangler University of Colorado-Auraria
Introduction/Summary
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Who we are
• What we are going to cover• Why choose electronic selection?• Handling the legacy collection• Handling the electronic collection
• Lessons learned / Resource sharing
• Q & A from you
Choosing Electronic Selection
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Brief History
• Advantages and Disadvantages
• GPO versus Commercial Packages
• Item Selection versus Commercial Products
Regional Perspective
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Handling Needs and Offers (from print collection)
• Providing access to print collections with region
• Regional Libraries and the switch to electronic collections
History—Auraria Library
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Large campus – 48,000 students• Home page: http://library.auraria.edu • 1996 began reliance on GPO electronic for Federal
Register• 2004 started actively seeking electronic substitution• 2007 Colorado Alliance began cooperative collection
development wiki to record agency strengths & commitment
• 2008 began library wide effort to reduce library’s collections to increase student study space. Large scale weeding began.
Advantages/Disadvantages
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Access to online publications outside of library• Publications often more current online.• Reduces physical space of collection
• Reduces browsability• Fewer items that can be checked out.
GPO v. Commercial Products
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• GPO free to libraries and users
• Commercial products provide enhanced searchability• Commercial products expensive• Commercial products not available for everything – mostly
limited to legal, legislative and statistical publications
Item Selection v. Commercial
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Purchased LexisNexis Congressional Digital Hearings 1980-2003
• Withdrew print hearings if no checkout record.• Sent copies to regional CU Boulder if needed.
• Changed Marcive selection to only electronic documents – Documents without Shelves.
• Catalog few remaining new print publications individually.• Did not change GPO profile; too time consuming.
Tools• Dropped and withdrew superseded
publications. Created keyword lists from OPAC for generic titles, e.g. directory, manual, announcement, bibliography, regulations, etc.
• Walked collection looking for big sets now online. E.g. FCC Record.
• Used CU Boulder’s list of online serials not required to list; withdrew & dropped item numbers
Six State Virtual Information Government Documents Conference
Selection Changes
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Dropped Congressional hearings if committee online with PURLS.
• Dropped and withdrew fiche if online. Examples: Congressional Record, bills; NASA, GAO, climate, serials. 2010: receiving no fiche now.
Exceptions: Statutes, CFR, Foreign Relations, Presidential Papers. Reasons: Paralegal & other curriculum
• Evaluate every new serial issue received and drop if online
Promotion
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Classes• Online class and subject guides: http://
guides.auraria.edu/content.php?pid=47972&sid=353382• Reference desk
Collection Development Policy
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Revised collection development policy to reflect:• Preference for electronic• Initiative to reduce collection size• Collection priorities: Congressional, legal, criminal justice,
statistical
Staffing Implications
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Work has shifted to deselection from checkin of new publications
• Library technician manages dissemination of lists and distribution of publications
• Students check serials, hearings, and maps against regional CU Boulder collection on OPAC for needs
Who we are
• Mesa Public Library – Selective in Phoenix, AZ area• 20% Depository (almost 80% just two years ago)• Serve municipal population of over 460,000• Depository at Main Library, 2nd floor area, with
select items elsewhere in building (system has two smaller branches)
• Depository since 1983
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
Where we started
• Strong depository – always with very involved, active Depository Librarians and supportive administration
• For a time, goal was “Go, go, go!” - “more is better,” and “just in case.”
• 1983 – strictly print and fiche• Advent of electronic – collection grew
exponentially
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
Why we did itMandate:• Get to ± 20% (requested April 2008 - we were at 79%)• Deadline - June 2009Rationale at start:• Due to budget/staffing cuts, Fed Docs Assistant now required to
carry several new, non-docs duties• Was everything received being used? • Reclaim spaceAdditional from our viewpoint:• Perhaps our numbers became inflated – did we really need
everything selected?• Administration often confused by numbers – rather have
something we can explainSix State Virtual Government Information Conference August 11-13 and 16-17, 2010
StepsCreated written project transition plan
– Articulated objective: gain space, time, cost in staff/volunteer processing, improve service
Outlined steps in no particular order• Look at our library’s collection profile – are we in
agreement? – Revise Documents Collection Policy to reflect changes
• Determine which items we cannot cut; use FDLP Handbook, suggested core collection for PLs
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
More steps• Use FDLP Handbook, Chapter 13, Transitioning Depository Libraries• Go through rec’d shipping lists/Tech Notes – find non-desired items
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
More steps• Isolate print – biggest issue – use tool (Docs Data Miner 2:
http://govdoc.wichita.edu/ddm2/gdocframes.asp) to evaluate and see what we no longer need
• Use same tool (DDM2) to evaluate print items we want to continue receiving – offered as electronic item?
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
Yes, a few more steps
• Talk with Legal Subject Specialist to discuss materials/usage
• Do “touch every item” weed, allowing familiarity with items received from various item #s and whether still want to receive them
• Get assistance from our Regional• Research other libraries that have gone this route
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
What to dropDetermined doc types we didn’t want to collect
in any format - a LOT of items!:• Newsletters• Annual reports & strategic reports• FOIA reports• Anything “dead” for a long time• Forms, grant notices, things easily dated
and/or not searched for in catalog
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
More Drops• Anything geographically irrelevant to our users
(only kept AZ maps of all kinds, world political/physical maps, cut special reports for other states)
• Anything too technical, scholarly (Technical Reports, conference proceedings, etc.)
• Bibliographies, publication catalogs, course catalogs
• Committee/commission reports
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
Techniques that help• Print Item Lister report (
http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html) and mark colors to denote drops
• Build spreadsheet, go bit by bit – can export through DDM2, useful when inputting drops
• Indicate reason – someday may want to know why you dropped it
• Keep looking – they grow themselves!
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
What this means:• Train library staff on electronic things new to
them• “Someday” project - Clean up catalog! Clear all
items no longer have or select • Systematic – keep chipping away – takes
concerted effort over a long time• Every so often, do Item Lister again after a lot of
drops – takes MANY items to make 1%!• You’ll learn your collection better
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
Results• Happy result: DID reach desired # without
trying – just tried to keep needed, drop needed • Trained staff on GPOAccess (next: FDsys) so they
can find/use Federal Register (dropped print)• Receive fewer tangible items – workload better• Removed 2 shelving units, nicer space• BIG project handling print offers – coop. with
Regional; volunteer helped delete records• “Cleaner” profile – just watch for “item creep”
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
Tools
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• All of the tools mentioned in this presentation are listed on the wiki page for this presentation: http://virtualsixstate.pbworks.com/Moving-to-More-Electronic%2C-Deslecting-and-Transitioning
Know of more? Put them in the chat window and we will add them to the wiki!
Questions and Answers
Six State Virtual Government Information Conference August 11-13 and 16-17, 2010
• Please type your questions in chat.
• The chat moderator, will speak your question out loud and let the other presenters answer.
• If your question is not answered, please feel free to email the presenters at:
Jennie Gerke: [email protected] Rizzo: [email protected] Louise Treff-Gangler: [email protected]