collection management using iii reports: inventory and relocation of materials teresa lepors &...
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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 Went online in 1991
with DRA; migrated to Sirsi in 2004; migrated to III in 2006
“Club Belk” – Standing Room Only!
Inventory Using Create Lists
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
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
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
And then came Millennium!
Create Lists
Settings for Inventory Shelflist
Finished List
Export to Excel
Adjust Import Settings
Final Step and Raw Data
Issues with Excel Spreadsheet
Issues with Excel Spreadsheet
Pros and Cons of Paper Shelflist
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)
Advantages Challenges
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
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
Relocation of Materials Using Create Lists
Why Did We Outgrow Our Space? New University President in January
1999. Phi Beta Kappa initiative. Increased materials budget especially for
print. Result:
Some Areas Became Extremely Crowded
Defying Gravity
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.
Satellite Shelving Facility
Use Create Lists to Identify Books With Low or No Circulation
Saved Query for Relocation Project
Exporting Fields
Raw Data Exported into Excel
Excel Data in “Finalized” Form
Working in the Stacks
Search Holds by Call Number
Summary Record of Item
Detailed Item Information
Detailed Circulation Information
Off-Site Shelving Trucks Ready for Processing
Item Use Three
Create List to Locate Item Use 3 Books
Retrieve Saved Query for Item Use 3
Rapid Update
Selecting fields
Select the Correct Location
Command table
Circulation Message
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
Stacks Management Project
After Shifting – Order Restored!
Benefits
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
