Getting It System Toolkit: 

GIST Gift and Deselection Manager streamlining evaluation and process

Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan

GIST Team

State University of New York, Geneseo College

SlideshowDec. 23, 2010

GIST GDM

2

The Getting It System Toolkit (GIST) focuses on optimizing workflow by leveraging systems to do more work while reducing the staff time necessary to make informed decisions and process materials. Free Open-source standalone software Customizable configurations Automate evaluation and other

processing Streamline decision-making and gifts &

deselection workflow – make it easier and faster to move collections in and out of your library…

GIST GDM

3

GDM is designed to manage and streamline library work-flow for processing gifts and evaluating materials for weeding.

How? By automatically gathering useful data for you…using web

services data from: Amazon.com, Better World Books, Google Books, Hathi Trust, Index Data, OCLC,

And by automating services like printing donor letters, or connecting and searching OCLC Connexion

Select Donor

Wand in ISBN, or OCLC#, or do a Title Search for donation

Item Information:Author, title, series title, imprint, LC Call no. & Dewey

Item Information:Amazon Price;Full-text: Google & Hathi Trust;Better World Books acceptance of Library discard

Holdings Information:• Held Locally – do you hold work

(FRBR-ized)• “IDS” or Group 2 is a configurable

set of OCLC symbols like consortia or local area. (FRBR-ized)

• “NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)

• Local Catalog link and imprint to compare editions of gift & holdings.

• Worldcat Link to the right

Item Views:• Conspectus

(subject analysis)

• Collection (donation collection)

• MaRC record• Book Lists –

awards & custom book list alert serviceConspectus View: is your subject and configurable decision weighting tool

• Subject analysis matches on LC and Dewey, best matching conspectus values utilized.

• Collecting level evaluates item against configurable level of interest in growing the collection in this subject area.

• Uniqueness evaluates item against configurable level of interest in duplicating your holdings. (group 2 & 3 holdings matter to weighting, but not uniqueness)

• “If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.

• “If Older Than” limits, by a factor or strictly, by the publication dates of donated works.

• As you process gifts, you can adjust factors and re-caculate the weighting to see the effect on the recommendation.

• The navigation bar at the footer allows you to view multiple conspectus values, if applicable.

Recommendation based on Conspectus and Weighting• Do not keep • Keep• Options:

Override and Review

Select Donation Date

This is the GDM Gift Interface after you wand in a book’s ISBN (or run a

title search)

Installation & documentation: http://gist.idsproject.org

5

It’s a snap, well, first please read all the

documentation before starting the process.

Configuring GDM for the first time…This is the configuration screen, the required fields, labeled with an asterisk, must be filled in to run GDM.a. Worldcat API key – sometimes this takes days to get, so plan on some delay.b. Amazon API key and secret key are automatic and don’t take time.c. Librarian’s information is the collection development librarian – who ever you want to

be the default reviewer and name on the donation letter.d. Library OCLC symbolse. OCLC cataloging authorization and password for automatic logonf. SMTP Server is your email server – so you can send the reviewer’s an email about the

item to be decided upon.g. Weighting Limit allows you to assign the conspectus weighting number; when to keep

or not – default is 100; anything higher is worth keeping.h. Library catalog information is the default location and search URLs, plus Z39.50

configuration.i. Consortial groups; the first could be your resource sharing or cooperative collection

development group, the second can be your state, or as we configured, a specific set of NY libraries – those that use OCLC ILL.

j. Lastly, the background color can be changed.Have your Amazon Key and WorldCat API key AHEAD OF TIME

Using Gift Manager

7

Auto Erase

Title search

1. Assign Donor – unless anonymous (default)

2. Wand in ISBN, or click Title Search on menu to search for a title.

Note: Auto Erase clears previous data after you select keep/do not keep

Title SearchGo ahead, search by title, limit to phrase and/or year, format,

and sort…

Search – then double click on selection and GDM does the

rest…

OCLC ConnexionIf you decide to keep this one,

simply click on OCLC Connexion to catalog using

your favorite platform.

OCLC Connexion: client or browser

OK catalogers – you know what to do here to attach a symbol and download a record…Note: same process for individual deselection in deselection mode.

Donor Thank You LetterWhen you are done processing a particular donors books. Click Print Templates and selectThank You Letter to print all of the donations for that particular donation date.Note: you can customize the default letter with logo, etc.

12

More about the GDM & how to customize it

View Use View to look and edit various GDM Features.

Book Lists

During processing, Book List

matches are flagged with a

red tab

Book Lists automatically flags you that Gifts & potential Weeded materials are included on various awards, society lists, or you can add custom lists, including highly circulating items (locally or consortial circulations). See documentation for details.

Conspectus: your collection building profileOCLC Conspectus provides 1,593 subject divisions & categories that map by Library of Congress & Dewey # - you can customize ranking and limits using this GIST conspectus to provide recommendations based on your collection building profile.Details: http://gettingitsystemtoolkit.wordpress.com/gift-deselection-manager/customizing-the-conspectus/

GIST Gift Manager WeightingIs “If

Newer Than” or “If Older Than” a

strict value?

Does the item fall

within the strict date

range?

Yes

Set preliminary weight to

500Yes

Set preliminary weight by age of

item and “If Newer Than” and “If Older

Than” preferences

NoNo

Do more than 50 Group 3 libraries own the item?

Adjust pWeight by number of Group 2

holdings + 150

Adjust pWeight by number of

Group 2 holdings + 2x the number of

Group 3 holdings

Yes No

Is the Deselecti

on Manager activated

?

Adjust pWeight if date within “If

Newer Than” and by

uniqueness and collection level

Adjust pWeight for

local holdings, uniqueness,

and collection level

Is pWeight

less than 1?

pWeight = 1

Divide 10,000 by pWeight to

obtain weighting

score

Yes

No

Yes No

Donor GDM Donors view helps you track donations, reprint letters if needed, or

manage donor relations.

Reviewer: review at your own risk

GDM allows you to mediate decisions via print or email to Collection Development library by default, or to designated reviewers based on Conspectus entries like this one. We

encourage customize conspectus and base most decisions on the recommendation of your collection building profile.

Reviewer Queue: processing delays

Review delays processing, but we made it as streamlined as possible.

Switching to Deselection Processing& Batch Analysis

20

GIST Deselection Manager: item by item

21

1. Switch to Deselection Mode (Click File),

2. Wand in an IBSN, or search by Title,

3. Evaluate, if weeding, click OCLC Connexion to detach your symbol.

GIST Deselection Manager: or Batch Analysis Mode

22

Rather than one at a time, we encourage you to run the Batch Analysis and use the data to make decisions and batch weed.1. Click File and select Batch Deselection

GIST Deselection Manager: Batch Analysis Batch deselection1. Import ISBN &/or OCLC# using an ILS report (e.g.

0 or low use report as a simple delimited file)2. Run Batch Processing – GIST exports Excel file.3. Review GDM data: Free full text, price, accepted by

Better World Books, regional holdings, & more.4. Sort by values, make decisions, then… 5. Batch remove from OCLC using Connexion (or convert records for full-text holdings?)

Uses: Works for books and journals; selection of works to digitize, Identifying special collections

Extreme Weeding + Extreme Gifting

24

13 % of titles in storage are available FULL-TEXT through Hathi Trust digital repository

31,436

4,136

SUNY Geneseo 2010 weeding project

Total titlesHathi Trust

GIST GDM & JSTOR Batch Analysis

25

GIST GDM can be used for journals, not just books.It can also be used to identify materials to digitize or move to special collections.

Gift Stats @ Milne Library SUNY Geneseo

26

July 1, 2010 – November 1, 2010 Gifts processed using GIST GDM: 3,000 (590 were published 2000-2010)Items added to Milne 360 (12%)Items not added 2,640 (88%)

Items not added to Milne are sent to Better World Books for resale, & a portion of the proceeds sent to Milne Library; to buy new books.

27

Thank youGIST Team

Tim Bowersox, bowersox@geneseo.eduCyril Oberlander, cyril@geneseo.edu

Kate Pitcher, pitcher@geneseo.eduMark Sullivan, sullivm@geneseo.edu

http://gist.idsproject.org

Special ThanksThe GIST project is partially funded by the

Rochester Regional Library Council through the Regional Bibliographic Databases and Interlibrary Resource Sharing Program

Beta testing was by Adam Traub (St. John Fisher College)

WorldCat API programming support was provided by Kyle Banerjee (Orbis Cascade Alliance) and Terry Reese (Oregon State University)