Collection development toolbox: state of the art collection development tools

1. Collection development toolbox: state of the art collection development tools SUNY LISUG Conference October 10, 2008

2. What we are covering today • Why should we use collection development tools? • What type of collection development jobs do we want to do? • Find the right tool for the right job • Screen shots of some of the Aleph reports • Demonstration of the some of the non-Aleph tools • Questions/Discussion • If you are keeping track – there are #34 slides

3. Caveats/Disclaimers • I am not an expert, there are others in the room that might have better ways to accomplish the same goals, speak up! • Suffolk’s collection development initiatives are still are a work in progress we are still learning the strengths and weaknesses of the tools and we have not implemented everything we wanted to. • I am not going to go through every report or tool, I picked out some that I find useful. • Please ask questions along the way!

4. Top ten reasons to use collection development tools 10. IPEDs/NCES Reports 9. Middle States Reports 8. Reports for outside accrediting agencies – ABA, NLN 7. Program Reviews 6. Brag about yourself in library newsletters, PR 5. Annual report for your institution – justify $ 4. See how your collection is being used 3. Determine strengths & weaknesses of your collection 2. To make informed purchasing decisions 1. WE ARE LIBRARIANS – WE STILL NEED TO BUILD EXCELLENT COLLECTIONS!

5. What collection development jobs do we want to do? • Inventory our collection • Find out how our collection is used • Analyze our collection – find strengths and weaknesses • Compare our collections to standards • Purchase new materials for our collection • Demonstration of the some of the non-Aleph tools

6. Collection Inventory tools • Shelf list of everything in a collection so you can check the shelves • Create a list of what on our shelves and compare it to our database • List of lost/missing items • List of things that have been out a long time and may never be seen again

7. Collection Inventory tools - Shelf List Item05 (Services/Items)

8. Collection Inventory tools - Shelf List Item05 (Aleph/Task Manager/)

9. Collection inventory tool -Shelf Reading Report - Item04 (Services/Items)

10. Collection Inventory tool - Loan Report Custom 21 (Services/Custom Reports)

11. Collection Inventory tool - Loan Report Custom 21 (Services/Custom Reports)

12. Collection Inventory tool - Loan Report Custom 21 (Services/Custom Reports)

13. Inventory tool – Missing (Custom 22)/Lost (ret_item_22) reports

14. Inventory tool - Loan Report Custom 21 (Services/Custom Reports)

15. Collection Usage tools • Cumulative stats of everything that was taken out • Breakdown of usage stats by call number • In-house use report • List how many times individual items are taken out • Stats on how our databases are being used – vendor reports, ezproxy logs • Stats on how are web pages are being used – server logs, web analysis tools

16. Collection Usage Tools – General Circulation cir-30 Services/Stats

17. Collection Usage Tools – General Circulation cir-30 (Aleph/Task Manager)

18. Collection Usage Tools – In-house Use cust-17 Services/Custom stats

19. Collection Usage Tools – In-house Use cust-17 Services/Custom stats

20. Collection Usage Tools – Loan/Renew by Call Number custom-09

21. Collection Usage Tools – Loan/Renew by Call Number custom-09

22. Collection Usage Tools – Loan/Renew by Item custom-50

23. Collection Usage Tools – Loan/Renew by Item custom-50

24. Collection Usage Tools – Loan/Renew by Item custom-50

25. Collection Usage Tools – Circ Stats by Borrower status cust-03

26. Collection Usage Tools – Circ Stats by Borrower status cust-03

27. Collection Analysis tools • Number of items in the collection • Get a download of marc records to use in vendor tools (e.g. Resources for college libraries) • Compare your collection with outside tools (e.g. Resources for college libraries) • Stats on how our databases are being used – vendor reports, ezproxy logs • Stats on how are web pages are being used – server logs, web analysis tools

28. Collection Analysis – Count of Items in your collection-Custom 30

29. Collection Analysis – Count of Items in your collection-Custom 30

30. Collection Analysis Tools – OCLC Collection Analysis • Identify your unique holdings—Compare your collection against all the holdings in WorldCat • Compare with peer institutions—Easily evaluate your collection against other WorldCat institutions of your choice • Complimentary batchload upon request to get your institution's holdings up-to-date before running your analysis • Reports include the ability to generate tables or graphs • http://www.oclc.org/collectionanalysis/

31. Collection Analysis Tools – Resources for College Library • Resources for College Libraries is a extensive bibliography created by Choice, ACRL & Bowker. • Run ret-01 or ret03 to get a list of system numbers for your collection – Suffolk does one for each campus, a one total collection and one of books that were withdrawn or suppressed • Use print03 to download in MARC format • Upload files into Resources for College Libraries • RLC provides reports on matches, non-matches, etc. • Analyze your collection

32. Collection Purchasing tools • Baker & Taylor Title Source – check out the reviews • Individual review journals through databases • Books in Print • Resources for college libraries

33. Collection Tools’ Safety Tips • Tools do not make a good librarian – good data can lead to poor analysis (e.g. usage stats, overbroad weeding policies) • Tools have weaknesses (Resources for College Libraries dated materials) • Be careful with the no loan report! • Paralysis by analysis – can get data crazy

34. Questions, Discussion, Demonstration This presentation can be found @: http://www.sunysuffolk.edu/Library/LISUG.ppt Suffolk Community College’s CD Page: http://www.sunysuffolk.edu/Library/staff/cd.asp Kevin McCoy’s Email address: mccoykj@sunysuffolk.edu