Getting It System Toolkit: 

The GIST Gift & Deselection Manager: Redesigning gift and weeding work-flow in the

library

Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan

GIST Team

The State University of New York (SUNY) at Geneseo

Charleston Conference: Issues in Book & Serial Acquisition

November 6, 2010

What is the GIST Gift and Deselection Manager (GDM)?

GIST GDM

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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

GIST GDM

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

How? By using… Web services data from Amazon.com, Better

World Books, Google Books, Hathi Trust, OCLC, and your catalog

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

Questions?

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Installation & Setup

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Documentation: http://gist.idsproject.org

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Configuring GDM for the first time…

Using GIST GDM

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Gift Manager interface

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Auto Erase

Title search

Title Search

OCLC Connexion

OCLC Connexion: client or browser

Donor Thank You Letter

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More about the GDM & how to customize

View

Book Lists

During processing, Book List

matches are flagged with a

red tab

Collection Building Profile

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What criteria are most important to you for determining…

Accept this Gift

?

Conspectus: your collection building profile

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

Reviewer: review at your own risk

Reviewer Queue: processing delays

Questions about the Gift Manager…before we head to Deselection

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GIST Deselection Manager: item by item

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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?)

Possible Uses: • Book and journal overlap

analysis• Identifying works to

digitize• Identifying materials for

special collections

Extreme Weeding + Extreme Gifting

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

31,436

4,136

SUNY Geneseo weeding project

Total titlesHathi Trust

GIST GDM & JSTOR Analysis

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Stats at Milne Library, SUNY Geneseo so far…

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July 1 – November 1, 2010 Gifts Processed using GIST GDM

Total items processed

3,000 *

Items added 360 12%

Items not added

2,640 88%

* 590 items were published 2000-2010

Questions

33

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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)