Real World Data: Using Usage to Shape Libraries Ginny Steel University of California, Santa Cruz NISO Usage Data Forum November 1-2, 2007 Dallas, TX

“Wherever there is number, there is beauty.” --Proclus, A.D.

A tale of two libraries Both part of public research universities Both in building/growth mode Both in need of more resources while facing reductions in state support Both facing increased scrutiny on use of available resources

And the libraries struggle… To cope with the impact of prolonged, severe inflation in the cost of materials To support new academic programs To incorporate new and expanded technological capabilities that support teaching, learning, and research

Management challenges Management challenges Understand and ensure best use of resources Make hard decisions between multiple high priority needs Help all constituencies understand and accept established priorities Make the library’s case to university administration

Decision support data Counting inputs and outputs Calculating value Developing and refining strategies Setting priorities Explaining decisions

Uses for data Journals cancellations Justification for new subscriptions Storage and weeding Budget allocations Services Space Staffing

Types of data collected Circulation: checkouts, renewals, holds and recalls, in-house use Interlibrary borrowing and lending Gatecounts and hourly headcounts Numbers of transactions at service desks Expenditures

WSU journal use database Print and electronic journals Circulation and in-house use Database includes title, publisher, current subscription cost, use of print and/or e- versions, discipline(s) Dedicated staff time to create and maintain database

External relations “Number theorists are like lotus-eaters – having once tasted of this food they can never give it up.” --Leopold Kronecker

Key constituencies Faculty Administrators Students Donors and potential donors Funding agencies Library consortia

Other important constituencies Committee on the library Academic Senate Budget and planning office Institutional research office

Communication strategies Be prepared with numbers Maintain time series Emphasize overall usage, not just individuals or single departments Use cost per use data, not just use data alone Share data as openly as possible whenever possible, wherever it’s appropriate

One library manager’s dream of usage data heaven Accepted standardized methodology for tracking titles, publishers, subscription costs, packages, academic discipline(s) and usage by location Customizable fields to track other facets such as open-access Web-based with ability to control read-write and read-only access Can incorporate data generated by vendors/publishers and local institutions

The dream, continued Can incorporate a variety of data including ILL requests and new subscription requests Easily updated, maintained, and manipulated Able to be used to generate reports Data can be compared with other institutions

In conclusion, remember that… “The numbers are a catalyst that can help turn raving madmen into polite humans.” -- Philip J. Davis Questions???