![Page 1: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/1.jpg)
Shaky StacksNew Modes of Collection Management for Uncertain Times
Doug BrighamShannon Simpson Danielle Westbrook
02 August 2012PNLA ConferenceAnchorage, Alaska
![Page 2: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/2.jpg)
What factors have most impacted your collections in the past five years?
![Page 3: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/3.jpg)
Issues UBC is facing
• Library-wide reviews
• Space
• Money
• Time
• Shifting priorities, formats, perceptions
![Page 4: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/4.jpg)
What is Collections Management & Planning (CMP)?
• A unit in Technical Services that focuses on emerging collections issues
• Mostly analyzing physical collections thus far
• Provide services for other Library units such as data analysis, project support, recommendations and tools for collections work
![Page 5: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/5.jpg)
1 Librarian & 2 SLAIS co-op Student Librarians
Unit is 1½ years old
Over 30 active projects
Collaborating with 70 colleagues in 20 UBC Library units
Working with 5 external partners
CMP by the numbers
![Page 6: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/6.jpg)
How we came to exist
• CMP Librarian is a new position
• Doug had been the systems librarian; moved to
eResources
• The Library's desire to start new collections
discussions
• Shannon & Danielle hired as co-op students to
provide support for emerging projects
![Page 7: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/7.jpg)
Tools & Techniques
![Page 8: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/8.jpg)
Collections Discussions
UBC Library Collection Profiles: First Round Analysis Report
Created collection profiles for each branch
![Page 9: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/9.jpg)
Suite of Collections Tools
• Circulation and Acquisitions Reports
• Duplicates Reports
• In House Use Tracker
• Item Flagging in the ILS
• WorldCat Analysis
![Page 10: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/10.jpg)
Circulation & Acquisitions Reports
Determine collections growth & use
• Annual breakdown items acquired• Annual breakdown of circulation
statistics
![Page 11: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/11.jpg)
Duplicates Reports
Identify and remove unnecessary duplicates to free up space and make our collections stronger
• Duplicates on the same bibliographic record• Can specify different duplicate thresholds
Partners• Serials• Cataloguing• Systems
![Page 12: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/12.jpg)
In House Use
Components• In House Usage Tracker • In House User Interface
Our Partners• Systems• Borrower Services• Library branches
Information about collection use not captured inour ILS
![Page 13: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/13.jpg)
Education Library
43% More Use!
![Page 14: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/14.jpg)
In House Use
Benefits• More accurate depiction
of use
• In House use patterns can be analyzed
• Layout of collections and user space
![Page 15: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/15.jpg)
Item Flagging in the ILS
Allows us to identify & mark items for later action – streamlines future collection management decisions
Flags for later action
• To ASRS
• From ASRS
• To IRL immediately
• To IRL if possible
• Do not remove to IRL
• Review for IRL in 3 years
• Please withdraw
![Page 16: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/16.jpg)
WorldCat Collection AnalysisTM
Identify gaps in the collection, overlap with other libraries and items unique to UBC
• Module of WorldCat
• Compares UBC Library collections to other institutions’ collections
• Great for gap analysis
• Potential for regional collection management and storage facilities
![Page 17: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/17.jpg)
Technical Services Workflows
Analysis done in Summer 2011 to support the Technical Services (TS) Review
• Over 160 workflows on TS processes
• Gave CMP an overarching view of material flow
• Learned how to extract and analyze workflows
![Page 18: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/18.jpg)
Benefits of the CMP unit
• A dedicated unit provides support for colleagues
that other units cannot
• Library-wide focus means we can connect the
dots
• We can assist with horizontal and vertical
integration for collections management
• We bring a unique blend of skills and perspectives
![Page 19: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/19.jpg)
Collections Projects
![Page 20: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/20.jpg)
Collections Pilots
Response to collections discussions and last copy guidelines in Art, Architecture & Planning (AArP), and Music
AArP
• Examine how the last copy guidelines would shape a weeding project.
Music
• Determine how to define and identify core items in a subject.
![Page 21: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/21.jpg)
Why Renew?
Summer 2012 special project with eResources colleagues
• Laying the groundwork for renewal decisions
• Greater scrutiny in the process
• Organizing usage stats & cost data
• What to put in the renewal calendar
• Initial phases of ERMS implementation
![Page 22: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/22.jpg)
Collections Moves
Branch closures and reclaiming of space trigger huge collections shifts
• Closing the Music Library to create a new Arts Library
• President taking the remaining half of a floor in Koerner library
• Need to shift collections in four branches plus ASRS ~ 930,000+ items in play
• Integrated Research Library slated to open January 2015
![Page 23: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/23.jpg)
The Big Picture
![Page 24: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/24.jpg)
Is there a big picture?
• Our work has been project-based
• No broader initiatives
• We have not secured ongoing buy-in from
colleagues
• There is a huge amount of potential in the unit
• We're surviving – but we're not yet thriving
![Page 25: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/25.jpg)
How to survive
• React to the current situation
• Develop solid solutions
• Build relationships across the organization
• Deliver successful projects
• Use data to support your actions
• Utilize the skills you have
• Work with the resources available
![Page 26: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/26.jpg)
Surviving
Some rights reserved by xlibber
![Page 27: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/27.jpg)
How to thrive
• Be prepared and forward-looking
• Get buy-in and sustain continuous dialogue
• Incorporate new skill sets - create ones that don't
yet exist
• Integrate your project experiences
• Use data to inform your decision making
• Devote time to research & development
• Support the unit with adequate resources
![Page 28: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/28.jpg)
Thriving!
Some rights reserved by W J (Bill) Harrison
![Page 29: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/29.jpg)
What do you think?
![Page 30: Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage,](https://reader037.vdocuments.net/reader037/viewer/2022110401/56649e175503460f94b02ccd/html5/thumbnails/30.jpg)
Thank you!
Doug [email protected]
Shannon [email protected]
Danielle [email protected]
CMP 2012.005/1