Getting It System Toolkit GIST Gift & Deselection Manager workflow demo

1. Getting It System Toolkit: GIST Gift and Deselection Manager streamlining evaluation and process Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan GIST Team State University of New York, Geneseo College Slideshow Dec. 23, 2010

2. GIST GDM 2 The Getting It System Toolkit (GIST) focuses on optimizing workflow by leveraging systems to do more work while reducing the staff time necessary to make informed decisions and process materials. Free Open-source standalone software Customizable configurations Automate evaluation and other processing Streamline decision-making and gifts & deselection workflow – make it easier and faster to move collections in and out of your library…

3. GIST GDM 3 GDM is designed to manage and streamline library work-flow for processing gifts and evaluating materials for weeding. How? By automatically gathering useful data for you…using web services data from: Amazon.com, Better World Books, Google Books, Hathi Trust, Index Data, OCLC, And by automating services like printing donor letters, or connecting and searching OCLC Connexion

5. Keep

7. Collection (donation collection)

8. MaRC record

10. “IDS” or Group 2 is a configurable set of OCLC symbols like consortia or local area. (FRBR-ized)

11. “NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)

12. Local Catalog link and imprint to compare editions of gift & holdings.

14. Collecting level evaluates item against configurable level of interest in growing the collection in this subject area.

15. Uniqueness evaluates item against configurable level of interest in duplicating your holdings. (group 2 & 3 holdings matter to weighting, but not uniqueness)

16. “If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.

17. “If Older Than” limits, by a factor or strictly, by the publication dates of donated works.

18. As you process gifts, you can adjust factors and re-caculate the weighting to see the effect on the recommendation.

20. Configuring GDM for the first time… This is the configuration screen, the required fields, labeled with an asterisk, must be filled in to run GDM. Worldcat API key – sometimes this takes days to get, so plan on some delay. Amazon API key and secret key are automatic and don’t take time. Librarian’s information is the collection development librarian – who ever you want to be the default reviewer and name on the donation letter. Library OCLC symbols OCLC cataloging authorization and password for automatic logon SMTP Server is your email server – so you can send the reviewer’s an email about the item to be decided upon. Weighting Limit allows you to assign the conspectus weighting number; when to keep or not – default is 100; anything higher is worth keeping. Library catalog information is the default location and search URLs, plus Z39.50 configuration. Consortial groups; the first could be your resource sharing or cooperative collection development group, the second can be your state, or as we configured, a specific set of NY libraries – those that use OCLC ILL. Lastly, the background color can be changed. Have your Amazon Key and WorldCat API key AHEAD OF TIME

21. Using Gift Manager 7 Assign Donor – unless anonymous (default) Wand in ISBN, or click Title Search on menu to search for a title. Note: Auto Erase clears previous data after you select keep/do not keep Title search Auto Erase

22. Title Search Go ahead, search by title, limit to phrase and/or year, format, and sort… Search – then double click on selection and GDM does the rest…

23. OCLC Connexion If you decide to keep this one, simply click on OCLC Connexion to catalog using your favorite platform.

24. OCLC Connexion: client or browser OK catalogers – you know what to do here to attach a symbol and download a record… Note: same process for individual deselection in deselection mode.

25. Donor Thank You Letter When you are done processing a particular donors books. Click Print Templates and select Thank You Letter to print all of the donations for that particular donation date. Note: you can customize the default letter with logo, etc.

26. 12 More about the GDM & how to customize it

27. View Use View to look and edit various GDM Features.

28. Book Lists Book Lists automatically flags you that Gifts & potential Weeded materials are included on various awards, society lists, or you can add custom lists, including highly circulating items (locally or consortial circulations). See documentation for details. During processing, Book List matches are flagged with a red tab

29. Conspectus: your collection building profile OCLC Conspectus provides 1,593 subject divisions & categories that map by Library of Congress & Dewey # - you can customize ranking and limits using this GIST conspectus to provide recommendations based on your collection building profile. Details: http://gettingitsystemtoolkit.wordpress.com/gift-deselection-manager/customizing-the-conspectus/

30. GIST Gift Manager Weighting Is “If Newer Than” or “If Older Than” a strict value? Does the item fall within the strict date range? Set preliminary weight to 500 Yes Yes No No Do more than 50 Group 3 libraries own the item? Set preliminary weight by age of item and “If Newer Than” and “If Older Than” preferences No Yes Divide 10,000 by pWeight to obtain weighting score pWeight = 1 Adjust pWeight by number of Group 2 holdings + 150 Adjust pWeight by number of Group 2 holdings + 2x the number of Group 3 holdings Adjust pWeight if date within “If Newer Than” and by uniqueness and collection level Yes No Yes Is the Deselection Manager activated? Is pWeight less than 1? Adjust pWeight for local holdings, uniqueness, and collection level No

31. Donor GDM Donors view helps you track donations, reprint letters if needed, or manage donor relations.

32. Reviewer: review at your own risk GDM allows you to mediate decisions via print or email to Collection Development library by default, or to designated reviewers based on Conspectus entries like this one. We encourage customize conspectus and base most decisions on the recommendation of your collection building profile.

33. Reviewer Queue: processing delays Review delays processing, but we made it as streamlined as possible.

34. Switching to Deselection Processing& Batch Analysis 20

35. GIST Deselection Manager: item by item 21 Switch to Deselection Mode (Click File), Wand in an IBSN, or search by Title, Evaluate, if weeding, click OCLC Connexion to detach your symbol.

36. GIST Deselection Manager: or Batch Analysis Mode 22 Rather than one at a time, we encourage you to run the Batch Analysis and use the data to make decisions and batch weed. 1. Click File and select Batch Deselection

37. GIST Deselection Manager: Batch Analysis Batch deselection Import ISBN &/or OCLC# using an ILS report (e.g. 0 or low use report as a simple delimited file) Run Batch Processing – GIST exports Excel file. Review GDM data: Free full text, price, accepted by Better World Books, regional holdings, & more. Sort by values, make decisions, then… Batch remove from OCLC using Connexion (or convert records for full-text holdings?) Uses: Works for books and journals; selection of works to digitize, Identifying special collections

38. Extreme Weeding + Extreme Gifting 24

39. GIST GDM & JSTOR Batch Analysis 25 GIST GDM can be used for journals, not just books. It can also be used to identify materials to digitize or move to special collections.

40. Gift Stats @ Milne Library SUNY Geneseo 26 July 1, 2010 – November 1, 2010 Gifts processed using GIST GDM: 3,000 (590 were published 2000-2010) Items added to Milne 360 (12%) Items not added 2,640 (88%) Items not added to Milne are sent to Better World Books for resale, & a portion of the proceeds sent to Milne Library; to buy new books.

41. 27 Thank you GIST Team Tim Bowersox, bowersox@geneseo.edu Cyril Oberlander, cyril@geneseo.edu Kate Pitcher, pitcher@geneseo.edu Mark Sullivan, sullivm@geneseo.edu http://gist.idsproject.org Special Thanks The GIST project is partially funded by the Rochester Regional Library Council through the Regional Bibliographic Databases and Interlibrary Resource Sharing Program Beta testing was by Adam Traub (St. John Fisher College) WorldCatAPI programming support was provided by Kyle Banerjee (Orbis Cascade Alliance) and Terry Reese (Oregon State University)