ASERL Disposition Database As a Collection Management Tool Bill Sudduth, University of South Carolina Liza Weisbrod, Auburn University Adam Haigh, Lander University

“Proposed Southeast Region Guidelines for Management and Disposition of Federal Depository Library Collections” Built upon goals of IMLS grant Drafted by the ASERL Deans’ FDLP Task Force Approved April, 2010 at ASERL’s membership meeting Proposed the ASERL Disposition Website where offers lists would be posted

University of Florida’s Role Host the disposition database Register users (Docs staff) Provide support to users (Docs and IT staff) Ongoing enhancements (IT staff)

Are Depositories Using It? Registered Users *Kentucky – 95% (19 of 20) *Florida – 85% (29 of 34) Delaware – 80% (4 of 5) Tennessee – 77% (17 of 22) *S.C. – 70% (14 of 20) ^Virginia – 68% (23 of 34) ^Alabama – 73% (16 of 22) ^Mississippi – 64% (7 of 11) * IMLS Grant participant Maryland – 61% (14 of 23) Puerto Rico – 60% (3 of 5) N.C. – 56% (19 of 33) ^Louisiana – 67% (18 of 27) Georgia – 17% (4 of 23) DC – 12% (4 of 34) Virgin Islands – 0% (0 of 2) Total – 61% (191 of 314) ^ Steering Committee members

Politics and the Disposition Database Original purpose of the DD was to assist COE collection building First concern, retention of items within the state/region GPO’s concern – the database must reflect guidelines for disposition of materials

Current Disposition Process See – ASERL Disposition Database LibGuide – “When Will an Offer be Available to Me” tabWhen Will an Offer be Available to Me Primary Regional – regional in state of library – Within 24 hours (posts after midnight) – 5 days exclusive access; 45 days of access to offer Primary Selectives – selectives in the state of library – Available on day 6 (40 days of access to offer) ASERL CoE - items within the COE’s scope as defined by Needs List – Available on day 11 (35 days of access); non-COE falls under “Other” Other Regionals in SE – Available on day 26 (20 days of access to offer) Other Selectives in SE – Available on day 31 (15 days of access to offer)

Disposition database as of Tuesday, March 25, 2014 Offers lists – 2216 pages – South Carolina 251 pages (6 libraries) – 88 pages of ED materials 14 items listed by SC depositories – U. of South Carolina’s current claims ( 3 items) – U. of South Carolina’s Needs list (59 pages)

Database Usage – Discards by Libraries in Southeast Through October 31, 2013 Univ. of Miami (FL) Virginia Tech (VA) FL International (FL) CSU (SC) TN Tech (TN) Lander (SC) Stetson (FL) 9891 Lake Sumter CC (FL) 9571 Chattanooga PL (TN) 8366 Mary Washington (VA) 7745

Collection Building – Claims by Libraries through October 31, 2013 Central Florida3114 Mississippi2395 Kentucky 1997 South Carolina1515 Clemson 1471 Georgia Tech1224 TN State Library 700 U.S. Senate Library 680 Louisville 593 Florida 463 Auburn458 Lander416

Filling the Gaps – Extent of Needs Lists as of October 31, 2013 Florida Kentucky 8032 Mississippi 634 South Carolina 580 Virginia 437 Vanderbilt 359 US Senate 346 VA State Univ. 91 Others – Auburn (29) – Lander (5) – Winthrop (5)

Offers from SC Depositories October 1, 2012-October 31, 2013 Number of libraries – 13 libraries – Private academics (2); public academics (7); – Law; public libraries (2); state library Lists – 200 (about 15 per month) Items offered - >31000 – Average list has about 160 items Three libraries have submitted >35 lists

Offers from SC Selectives November 2013-February 2014 Total offers - 72 lists; 9 libraries Total items – 10,391 Average – 148 items per list Lists over 1,000 items (1) Lists with 500-1,000 items (6) Lists with items (12) Lists with < 100 items (41)

Most frequently offered classes C 3 Census Bureau Y 1.1/2Serial Set AAgriculture TDTransportation HHFlood Insurance EPEPA

More information ASERL – Collaborative Depository Library Program – Disposition Database Guide – List of Available Agencies by SuDocs stem – How to Become a Center of Excellence – Contact Bill Sudduth