Data management after the Education, Fine Arts & Architecture (EDFAA) Library flood Faith Rayney & Rashmi Madan University of Western Australia Library

Disaster recovery Disaster recovery plan existed and put in place immediately: Relocation and repair of collection where possible Identification and replacement of lost reserve items Streamlined and well organised

Initial data management No pre-existing plan Delay in commencing data management tasks Multiple lists run using different criteria Size of lists Working in isolation Strategy / other tasks not communicated New status “F”

Inventory Salvaged material placed on shelves in Reid Library Volunteers scanned barcodes into an Excel spreadsheets Issues: –Duplicates –Returns –In process items –Barcodes not scanning correctly

Data matching & analysis Used Microsoft Access to match EDFAA collection list against inventory barcodes spreadsheet Downloaded results of matching process into Excel Removed all ‘accounted for’ items Spreadsheet of ‘unaccounted for’ items sent to III III created list in Millennium Used III list to add “F” (EDFAA Flood) status to item records using Global update

Odds and ends Removed incorrect “F” EDFAA Flood status Item records numbers of scanned barcodes sent to III III created a list of these item records We used Global Update to remove the incorrect indicator Remaining records corrected manually

Data issues Processing times – Excel Quality of data Missing call numbers No barcodes Incomplete bibliographic records

Collection development Manual stock-take for serials, store & compactus Identification of unique titles Replacement or reassessment of collection? -Replacement of recent purchases -Replacing content rather than items -Shift emphasis to new collection areas -Faculty input on older material

Insurance Fund code created for replacement items Tally of lost items created “Missing items” based on stock take average Average cost of materials Forensic accountant required: –Primary evidence detailing items lost –Original cost of items lost –Replacement cost of items reordered

Lessons learned Snapshot of collection from Millennium with all data elements Should begin with end result in mind Operational staff collaboration Document control Documentation of process throughout Skills required in list creation, Excel & Access Insurance requirements are very detailed

Questions?