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Shaky Stacks New Modes of Collection Management for Uncertain Times. Doug Brigham Shannon Simpson Danielle Westbrook. 02 August 2012 PNLA Conference Anchorage, Alaska. What factors have most impacted your collections in the past five years?. Issues UBC is facing. Library-wide reviews - PowerPoint PPT Presentation
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Shaky StacksNew Modes of Collection Management for Uncertain Times
Doug BrighamShannon Simpson Danielle Westbrook
02 August 2012PNLA ConferenceAnchorage, Alaska
What factors have most impacted your collections in the past five years?
Issues UBC is facing
• Library-wide reviews
• Space
• Money
• Time
• Shifting priorities, formats, perceptions
What is Collections Management & Planning (CMP)?
• A unit in Technical Services that focuses on emerging collections issues
• Mostly analyzing physical collections thus far
• Provide services for other Library units such as data analysis, project support, recommendations and tools for collections work
1 Librarian & 2 SLAIS co-op Student Librarians
Unit is 1½ years old
Over 30 active projects
Collaborating with 70 colleagues in 20 UBC Library units
Working with 5 external partners
CMP by the numbers
How we came to exist
• CMP Librarian is a new position
• Doug had been the systems librarian; moved to
eResources
• The Library's desire to start new collections
discussions
• Shannon & Danielle hired as co-op students to
provide support for emerging projects
Tools & Techniques
Collections Discussions
UBC Library Collection Profiles: First Round Analysis Report
Created collection profiles for each branch
Suite of Collections Tools
• Circulation and Acquisitions Reports
• Duplicates Reports
• In House Use Tracker
• Item Flagging in the ILS
• WorldCat Analysis
Circulation & Acquisitions Reports
Determine collections growth & use
• Annual breakdown items acquired• Annual breakdown of circulation
statistics
Duplicates Reports
Identify and remove unnecessary duplicates to free up space and make our collections stronger
• Duplicates on the same bibliographic record• Can specify different duplicate thresholds
Partners• Serials• Cataloguing• Systems
In House Use
Components• In House Usage Tracker • In House User Interface
Our Partners• Systems• Borrower Services• Library branches
Information about collection use not captured inour ILS
Education Library
43% More Use!
In House Use
Benefits• More accurate depiction
of use
• In House use patterns can be analyzed
• Layout of collections and user space
Item Flagging in the ILS
Allows us to identify & mark items for later action – streamlines future collection management decisions
Flags for later action
• To ASRS
• From ASRS
• To IRL immediately
• To IRL if possible
• Do not remove to IRL
• Review for IRL in 3 years
• Please withdraw
WorldCat Collection AnalysisTM
Identify gaps in the collection, overlap with other libraries and items unique to UBC
• Module of WorldCat
• Compares UBC Library collections to other institutions’ collections
• Great for gap analysis
• Potential for regional collection management and storage facilities
Technical Services Workflows
Analysis done in Summer 2011 to support the Technical Services (TS) Review
• Over 160 workflows on TS processes
• Gave CMP an overarching view of material flow
• Learned how to extract and analyze workflows
Benefits of the CMP unit
• A dedicated unit provides support for colleagues
that other units cannot
• Library-wide focus means we can connect the
dots
• We can assist with horizontal and vertical
integration for collections management
• We bring a unique blend of skills and perspectives
Collections Projects
Collections Pilots
Response to collections discussions and last copy guidelines in Art, Architecture & Planning (AArP), and Music
AArP
• Examine how the last copy guidelines would shape a weeding project.
Music
• Determine how to define and identify core items in a subject.
Why Renew?
Summer 2012 special project with eResources colleagues
• Laying the groundwork for renewal decisions
• Greater scrutiny in the process
• Organizing usage stats & cost data
• What to put in the renewal calendar
• Initial phases of ERMS implementation
Collections Moves
Branch closures and reclaiming of space trigger huge collections shifts
• Closing the Music Library to create a new Arts Library
• President taking the remaining half of a floor in Koerner library
• Need to shift collections in four branches plus ASRS ~ 930,000+ items in play
• Integrated Research Library slated to open January 2015
The Big Picture
Is there a big picture?
• Our work has been project-based
• No broader initiatives
• We have not secured ongoing buy-in from
colleagues
• There is a huge amount of potential in the unit
• We're surviving – but we're not yet thriving
How to survive
• React to the current situation
• Develop solid solutions
• Build relationships across the organization
• Deliver successful projects
• Use data to support your actions
• Utilize the skills you have
• Work with the resources available
Surviving
Some rights reserved by xlibber
How to thrive
• Be prepared and forward-looking
• Get buy-in and sustain continuous dialogue
• Incorporate new skill sets - create ones that don't
yet exist
• Integrate your project experiences
• Use data to inform your decision making
• Devote time to research & development
• Support the unit with adequate resources
Thriving!
Some rights reserved by W J (Bill) Harrison
What do you think?
Thank you!
Doug [email protected]
Shannon [email protected]
Danielle [email protected]
CMP 2012.005/1
