Moving to More Electronic: Deselecting and Transitioning

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Moving to More Electronic: Deselecting and Transitioning Jennie Gerke University of Colorado-Boulder, Sandy Rizzo Mesa Public Library (AZ) Louise Treff-Gangler University of Colorado-Auraria

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Moving to More Electronic: Deselecting and Transitioning. Jennie Gerke University of Colorado-Boulder, Sandy Rizzo Mesa Public Library (AZ) Louise Treff-Gangler University of Colorado- Auraria. Introduction/Summary. Who we are What we are going to cover Why choose electronic selection? - PowerPoint PPT Presentation

Transcript of Moving to More Electronic: Deselecting and Transitioning

Page 1: 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

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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

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Choosing Electronic Selection

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• Brief History

• Advantages and Disadvantages

• GPO versus Commercial Packages

• Item Selection versus Commercial Products

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Regional Perspective

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• Handling Needs and Offers (from print collection)

• Providing access to print collections with region

• Regional Libraries and the switch to electronic collections

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History—Auraria Library

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• 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.

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Advantages/Disadvantages

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• 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.

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GPO v. Commercial Products

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• 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

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Item Selection v. Commercial

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• 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.

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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

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Selection Changes

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• 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

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Promotion

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• Classes• Online class and subject guides: http://

guides.auraria.edu/content.php?pid=47972&sid=353382• Reference desk

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Collection Development Policy

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• Revised collection development policy to reflect:• Preference for electronic• Initiative to reduce collection size• Collection priorities: Congressional, legal, criminal justice,

statistical

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Staffing Implications

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• 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

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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

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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

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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

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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

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More steps• Use FDLP Handbook, Chapter 13, Transitioning Depository Libraries• Go through rec’d shipping lists/Tech Notes – find non-desired items

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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?

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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

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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

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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

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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!

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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

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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

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Tools

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• 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!

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Questions and Answers

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• 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]