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ShakyCMP
- 1. Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage, Alaska
- 2. What factors have most impacted your collections in the past five years?
- 3. Issues UBC is facing • Library-wide reviews • Space • Money • Time • Shifting priorities, formats, perceptions
- 4. 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
- 5. CMP by the numbers 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
- 6. 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
- 8. Collections Discussions Created collection profiles for each branch UBC Library Collection Profiles: First Round Analysis Report
- 9. Suite of Collections Tools • Circulation and Acquisitions Reports • Duplicates Reports • In House Use Tracker • Item Flagging in the ILS • WorldCat Analysis
- 10. Circulation & Acquisitions Reports Determine collections growth & use • Annual breakdown items acquired • Annual breakdown of circulation statistics
- 11. 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
- 12. In House Use Information about collection use not captured in our ILS Components • In House Usage Tracker • In House User Interface Our Partners • Systems • Borrower Services • Library branches
- 13. Education Library 43% More Use!
- 14. In House Use Benefits • More accurate depiction of use • In House use patterns can be analyzed • Layout of collections and user space
- 15. 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
- 16. 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
- 17. 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
- 18. 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
- 20. 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.
- 21. 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
- 22. 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
- 23. The Big Picture
- 24. 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
- 25. 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
- 26. Surviving Some rights reserved by xlibber
- 27. 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
- 28. Thriving! Some rights reserved by W J (Bill) Harrison
- 29. What do you think?
- 30. Thank you! Doug Brigham doug.brigham@ubc.ca Shannon Simpson shannon.delay@gmail.com Danielle Westbrook danielle.westbrook@gmail.com CMP 2012.005/1