ALCTS Catalog Management IG ALA Midwinter, January 21, 2012 Ruth Ziegler Authorities/Catalog Management Librarian University Libraries - Florida State University

What can prompt institutions to start major catalog management projects? The need for freeing up space for new materials and for repurposing for new services.

Most academic libraries today have crowded main stacks, basements and remote storage areas. Stacks at Florida State University were severely constrained, at 95% capacity for open stacks and 100% for 2 remote storage facilities.

Florida State University is a comprehensive national graduate research university. Faculty 1,524 PhD Fields 69 FTE Full-time 34,933 Total part-time 6,098 Graduate FTE Full-Time 6,789 Graduate Part-time 3,000 ARL Statistics

Library Buildings involved in the Projects: Robert Manning Strozier Library is FSU's main library. It was built in 1956 with a seven story addition in 1967.

Library Buildings involved in the Projects: The Paul A. M. Dirac Science Library is the main science library for FSU. It is a three story building that was constructed in The library houses over 500,000 volumes.

Library Buildings involved in the Projects: Engineering Library Remote Storage 1, 2 and 3 Remote 3 is currently housing materials that will go to a shared storage facility. This planned shared storage facility will be located in Gainesville for the state university system schools.

Withdrawal projects at Florida State University : JSTOR print, print journals duplicated by online back files, out of scope journals, Reference, Government Documents (federal, regional and state), LC classification Z (withdraw or reclassify to subject area), Engineering Library book withdrawal, Dirac Science Library reference book withdrawal, VHS/DVD weed, and selective withdrawal of multiple copies. There is also an inventory of the collections.

Who is Involved? Library Senior Leadership Team Library Collection Development Committee FSU Library Liaisons Faculty Senate Library Committee Departments Library Departments Involved with the Projects: Authorities/Catalog Management Serials Collection Access Library Fines Management Other: Florida Center for Library Automation (FCLA) - reports

Policy guidelines for these withdrawal projects were established by the library’s Collection Development Committee and endorsed by the library’s Senior Leadership Team. The following criteria were identified: 1. Maintenance of Relevant Collections 2. Preference for Electronic Access 3. Reduce Duplication 4. Coordinate the review of appropriate collections

Withdrawal – Sell or Not The 2006 Florida State Statutes Title XVIII (Public Lands and Property) Chapter 273 (State-owned Tangible Personal Property). Subsection d.: (d) Entering into contractual agreements with other entities, including, but not limited to, other governmental agencies or private vendors, which facilitate the final disposition of the property. Such agreements may include, but are not limited to, the leasing of storage space or arrangements for the disposal of scrap property.

Book Resale Companies After researching the book resale companies, the library picked a company based in Orlando, to consign the libraries material. In 2011, we switched to BookConsignments.com for a better return. We box materials and call when there is enough for pick up.

Several Project Examples Strozier Library Inventory. Project planning started the summer of We finished the inventory the summer of There was an Inventory Planning Committee. We found that it worked best using Collection Access staff in the stacks working on laptops who created barcoding lists and sent to Serials or Authorities/Catalog Management for linking. When possible errors were found, staff went to research the problems or we requested materials be sent to Technical Services.

Barcode List Example LB1027.E9, NO. 10 Educational innovation in Iran : study prepared for the Asian Centre of Educational Innovation for D c.2 LB1573.A2 C6 Proceedings of the Conference on Reading held at the University of Chicago v v v v v v v v v v

Project Examples - Strozier Inventory Print outs were sent to Library Fine Management for materials that were still checked out and the books were found on the shelf. We have finished the main stacks of Strozier, Remote 2 and are working in Remote 1. We still have DIRAC Science Library general collection.

Duplicate Copies Project Requested a report from Donna Alsbury, Systems Librarian at Florida Center for Library Automation (FCLA). FSU holdings report of materials that have subfield t copy number of 2, 3,4,5,6, etc. that have circulated fewer than 5 times. The report was generated from four Data Warehouse Oracle tables for FSU that contain Aleph (ExLibris) data normalized for reporting. While all data elements were available from the Aleph Oracle tables it was necessary to use the Data Warehouse tables in order to do a call number sort.

Duplicate Copies Project The report contained: holding system number, sub-library, collection, LC call number, and copy number. Working with the report, staff searched the Aleph Cataloging module and documented what they found. Once or twice a week, staff went to Strozier Library and pulled the duplicate copies from the general stacks and documented what was missing. Books were put in tubs, labeled and sent to Technical Services. If serial, the marked up page was given to Serials Cataloging for review.

Duplicate Copies Project Two reports were run: Holdings with no item records (141 pages / 7,304 no item records) Holdings with item records that circulated less than 5 times in all (553 pages / 28,736 item records).

Duplicate Copies We keep any copy 2 book where the first 2 copies have circulated five times within the last five years. If one copy is in better condition than the other, both will be sent to Technical Services. If only one copy has circulated, discard copy 2. If the other copy is in Special Collections, we will retain the circulating copy. If the book labeled copy 2 is the only copy listed in Aleph, we retain the copy and relabel.

Duplicate Copies Special Collections wanted to have books set aside for additional review from specific subject areas: History of Printing and Publishing Manuscripts Book Collecting Napoleon French History Floridiana In addition to these criteria, also set aside for Special Collections review anything with a publication date of prior to 1928.

Duplicate Copies Staff make print outs for the lost books. Collection Access searched for these materials in all locations and sent us the books if found or let us know if not. These lost books were then withdrawn. We added a note in the item record in the circ note: Withdrawn, if returned send to Catalog Management. Print outs were made for the Library Fines Management Unit for those items that are missing and still checked out. Problems were resolved by this unit and they contacted us for withdrawal. Books held for review were examined and decisions made in a timely manner. After three days, an item status note was added: In Cataloging.

Withdrawal Statistics July2007-June2008 July2008-June2009 July2009-June2010 July2010-June2011 Book 7,248 18,273 12,269 8,145 Serial 6,250 13,393 4,392 11,857 Journal 311 6,838 7,099 9,653 Gov. Doc. Book 11,933 14, ,660 Serial 1,455 48, FSU Annual Statistics

July 2007-June 2011 Withdrawal Statistics Book 45,935 Serial 35,892 Journal 23,901 Gov. Doc. Book 34,318 Serial 50,623 FSU Annual Statistics

Outcome Starting in 2007, there were several major renovations. Lower level is a graduate and faculty focused Scholars Commons. The main floor (the second floor) is an undergraduate focused Learning Commons. The renovations added smart study rooms, an enlarged computer area, new circulation, a tutoring center, and coffee shop. Open 24- hours on weekdays during the fall and spring semesters. Early planning is underway for other remodeling and an addition with much needed space. Architects and a university library planning committee have been working together.

Outcome Strozier Library – Main Level

Strozier Library – Ground Level

Outcome More Room in the Stacks

Recent Study University Leadership Council. Redefining the Academic Library: Managing the Migration to Digital Information Services The Advisory Board Company Washington D.C. c2011 Look at the "Top Lessons" learned from the study: p. viii-xiii the-Academic-Library.pdf

Recent Study Transformational Change in the Information Landscape : I. Leveraging Digital Collections II. Rethinking the Scholarly Publishing Model III. Repurposing Library Space IV. Redeploying Library Staff

Recent Study While predictions of radical change in library and information services are by no means new, a confluence of shifts in technology, changing user demands, and increasing budget pressures are now forcing academic libraries to either adapt or risk obsolescence. The library’s traditional role as a repository for physical books and periodicals is quickly fading, with important implications for space utilization, resource acquisitions, and staffing. Redefining the Academic Library: Managing the Migration to Digital Information Services

Contacts Ruth Ziegler Reports Donna Alsbury