Using GreenGlass to Support Collection Management CAUL-CBUA Webinar - Collections Assessment and Weeding: There's No One Way To Do It – May 30, 2018 Heather MacFadyen - Resources Management Librarian, Dalhousie University Libraries

GreenGlass OCLC Subscription – Sustainable Collection Services Web application Explore and visualize collections in the context of the larger collections environment Quickly model deselection and print management scenarios Brings together data needed for analysis and decision making Holdings data Circulation data Print universe data

Greenglass Strengths: Queries Web interface easy to use with a short learning curve Multiple query facets support multiple approaches to collection management Queries can Be very quickly built and revised Can be saved and re-used Results can be exported to Excel for further analysis

Most Commonly Used Facets

Useful Query Facets: Dates, Circulation, Comparisons By combining Location and Class, these facets (and others), you can focus collection work on areas to be weeded, preserved, moved offsite. Across the Dal libraries used GG data in two ways identify weeding candidates very quickly and apply usual weeding guidelines. GG speeds up the process quickly since data can be assembled quickly and many of the steps in de-accessioning can be delegated. Found GG’s ability to show circulation data most valuable aspect. Can very quickly answer a question like: “What books in the Sexton Library in Q, QA, QB, QC, QD, QE have not circulated in the past 5 years?” Once the query has been refined, you can review results, make decisions, and pass part or all of the list to staff and students to pull books from shelf. Identify duplicates within library collection – able to identify in spreadsheet format rather than physically scanning a shelf.

Comparing Collections Preliminary answers to most questions can be answered in 5 or 10 minutes If we had to move books most directly connected to research on Apples from Dal to Acadia, how many boxes would we need? How many books could we move from the Military History Section (U) into storage if we decided to move items that haven’t circulated recently? Making decisions that more than one library or branch will take longer Can use GG to answer comparison questions – these are relatively small and imaginary queries Apples: The answer is probably 2 boxes: one from the MacRae library in Truro (22 books) and one from the Killam in Halifax (5). This query took me about 5 minutes to answer. Could be done manually but would require 2 people to go into the stacks and multiple emails/phone calls. Moving Military History at the Killam: 902 (circ less than 1)

Greenglass Limitations Snapshot in time – doesn’t reflect additions or removals from collection Not able to query below a subclass in the web application – need to shift to Excel Consortial view – queries sometimes need a bit more attention to focus on single library Need to be watchful for local cataloguing and ILS oddities Query pulls SB which includes SB 363 but not just SB 363 “Ghost entries” and multi-volume – can appear to be duplicates

Learning more SCS video tutorials (YouTube) https://help.oclc.org/Library_Management/SCS_and_Gre enGlass/SCS_GreenGlass_full_playlist Happy to explore ways of doing live demos to individuals or small groups through Skype or Video Conferencing heather.macfadyen@dal.ca