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Making Free Cheaper: Streamlining Library Gift Processing

Learn how Reed College transformed its gift processing procedure to reduce duplication, streamline evaluation, and standardize communication. Discover the challenges faced, remaining obstacles, and the importance of efficient donor interactions.

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Making Free Cheaper: Streamlining Library Gift Processing

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  1. Making Free Cheaper: Streamlining Library Gift Processing Oregon Library Association 2012 Xan Arch Reed College

  2. Background • Reed College is a small liberal arts college in Portland with about 1400 FTE. • The library receives many offers of donation from alumni and local residents. • I started as the Collection Development Librarian in September 2010.

  3. Old Procedure • Heavily dependent on FileMaker Pro • Redundant data entry • Lots and lots of paper printouts • History of large gift backlogs • Most gifts accepted

  4. Goals Analyze needs of stakeholders Reduce duplication of effort Streamline evaluation Standardize communication

  5. Analyze needs of stakeholders • Problem: • Unsure how much of our current procedure is required and how much of it is legacy. • Questions: • What do I need to send to the donor? • What does the Development office need to record gifts?

  6. Reduce duplication • Problem: • Process dependent on two parallel databases, resulting in duplicate data entry • Questions: • What should be our system of record for gifts? • Which gifts need to be recorded?

  7. Streamline evaluation • Problem: • Liaison librarians not taking the time to evaluate, resulting in gift backlogs • Questions: • Could some of the evaluation be done automatically? • Could we put a deadline in place?

  8. Standardize communication • Problem: • Communication with donors individualized and time-consuming • Questions: • How to communicate our library’s needs? • How to make donor interactions clear and efficient for both parties?

  9. Current Procedure • Much less paper-intensive • Single system of record for gifts • Evaluation of material is quicker and more streamlined • Efficient and clear communication with donors

  10. Remaining Challenges • Exceptions to process remain in sciences and arts • Tracking status of gifts through the process can be difficult

  11. Conclusion • Find out what record-keeping and donor communication is necessary • Set criteria for evaluation so every book doesn’t require professional attention • As much as donations can be a benefit, don’t let them take over your workload!

  12. Questions?

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