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Collection Management Using III Reports: Inventory and Relocation of Materials

Collection Management Using III Reports: Inventory and Relocation of Materials . Teresa LePors & Shannon Tennant, Elon University. Elon University Belk Library. Elon founded in 1889 Belk Library opened January 2000 75,000 square feet Currently 350,000 volumes Dewey decimal system

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Collection Management Using III Reports: Inventory and Relocation of Materials

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  1. Collection Management Using III Reports: Inventory and Relocation of Materials Teresa LePors & Shannon Tennant, Elon University

  2. Elon University Belk Library • Elon founded in 1889 • Belk Library opened January 2000 • 75,000 square feet • Currently 350,000 volumes • Dewey decimal system • Went online in 1991 with DRA; migrated to Sirsi in 2004; migrated to III in 2006

  3. “Club Belk” – Standing Room Only!

  4. Inventory Using Create Lists

  5. Historical Background • Nearly every year since 1982 • Typically inventory half of the collection • Historically performed during two weeks library closed between graduation and summer school • By the late 1990s, process took approx. two months

  6. How it Worked • Used shelflist drawers • Worked in pairs – one person to call numbers, one person to look • Used flags to mark missing or lost • Clean-up performed by cataloger

  7. 2005 Statistics • 000-599 • 112,978 volumes contained in 137 shelflist drawers • Took two months, June-August • 535 missing volumes (0.4%) • 129 lost volumes (0.1%) – which were deleted or replaced

  8. And then came Millennium!

  9. Create Lists

  10. Settings for Inventory Shelflist

  11. Finished List

  12. Export to Excel

  13. Adjust Import Settings

  14. Final Step and Raw Data

  15. Issues with Excel Spreadsheet

  16. Issues with Excel Spreadsheet

  17. Pros and Cons of Paper Shelflist Advantages Challenges • Less bulky to transport than the drawers • No partner needed • Catch errors in the catalog, not just in the shelflist • Easier to read report than cards • No longer need to order or file shelflist cards • QUICKER! • Some minor sorting issues • Foreign language characters display oddly • Harder to straighten shelves because hands are full • Amount of paper and toner used (paper is re-used by ILL and for scrap)

  18. Clean-up • The most important step! • Any book that is a “problem” comes to Tech Services • Examples of common problems: • Call number on list doesn’t match spine label on book • Book does not appear on the shelflist • Duplicate call numbers • Spine label is falling off/unreadable • Book needs repair • Use Create Lists to run a list of all Missing books and search again • Any book that is missing twice is “Lost” and then deleted or replaced • Use Create Lists to run a list of all Lost books, including number of times circulated and publication year

  19. Student Inventory • Began summer of 2009 • Lists and initial clean-up done by Circulation Librarian • “More interesting than shelf-reading!” • Program suspended due to cuts in student worker budget

  20. Relocation of Materials Using Create Lists

  21. Why Did We Outgrow Our Space? • New University President in January 1999. • Phi Beta Kappa initiative. • Increased materials budget especially for print. • Result:

  22. Some Areas Became Extremely Crowded

  23. Defying Gravity

  24. Criteria for Moving Books Off-Site • Books that have circulated two or fewer times since we began online circulation in 1993. • Older editions of books for which we own newer editions. • 2nd copies of books that have not circulated regularly. • Older reference books that aren’t regularly used. • Print indexes that are duplicated online.

  25. Satellite Shelving Facility

  26. Use Create Lists to Identify Books With Low or No Circulation

  27. Saved Query for Relocation Project

  28. Exporting Fields

  29. Raw Data Exported into Excel

  30. Excel Data in “Finalized” Form

  31. Working in the Stacks

  32. Search Holds by Call Number

  33. Summary Record of Item

  34. Detailed Item Information

  35. Detailed Circulation Information

  36. Off-Site Shelving Trucks Ready for Processing

  37. Item Use Three

  38. Create List to Locate Item Use 3 Books

  39. Retrieve Saved Query for Item Use 3

  40. Rapid Update

  41. Selecting fields

  42. Select the Correct Location

  43. Command table

  44. Circulation Message

  45. Satellite Shelving Statistics • Number of Items Moved Off-Site Since Jan. 2006 • 47,424 • Circulation Statistics • June 2006 – May 2007 49 items circulated • June 2007 – May 2008 97 items circulated • June 2008 – May 2009 165 items circulated • June 2009 – May 2010 188 items circulated • June 2010 – Present 94 items circulated

  46. Stacks Management Project

  47. After Shifting – Order Restored!

  48. Benefits

  49. Benefits of Inventory • Clean catalog – if it says we have it, we have it! • Neater shelves – books where they are supposed to be benefits patrons and staff (especially ILL) • Staff cooperation • Chance to physically examine the collection • Opportunity for collection development

  50. Questions? Teresa LePors lepors@elon.edu Shannon Tennant stennant@elon.edu

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