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 ,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 ,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

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) AdvantagesChallenges

Clean-up The most important step! Any book that is a problem comes to Tech Services Examples of common problems: Call number on list doesnt 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 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 Older editions of books for which we own newer editions. 2 nd copies of books that have not circulated regularly. Older reference books that arent 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 ,424 Circulation Statistics June 2006 – May items circulated June 2007 – May items circulated June 2008 – May items circulated June 2009 – May 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

QUESTIONS? Teresa LePors Shannon Tennant