1. Collection Management (CM) in small to medium-sized academic libraries
Laura Turner
Head of Technical Services
Copley Library / University of San Diego

2. My CM experience . . .
USD – standing order cancellation project, format weeding
Elsewhere – massive weeding effort (books and journals) in a science library; format weeding projects; duplicate copy weeding tasks; govdocs annual purge
My experience in weeding e-content is limited to print / ejournal overlap
No previous consortial experience with the process, but I’m dabbling in that idea with SCELC

3. “Re-shaping the library collection” Bob Kieft, Occidental College
Who’s crafting the plan?
Target your objectives
To reallocate space?
To remove outdated material (content or format)?
Target your stakeholders
Users
Faculty
Students
Community
Librarians!!!

4. Types of “re-shaping” Automatic Facilitated
Frequently one-off applications tied to the collection development policy (bypass stakeholders??)
Create lists easily from the library catalog/Excel
Examples include weeding duplicate copies/duplicate formats/govdocs purge
Usually involves ongoing or larger projects and stakeholder feedback
Can use the library catalog /Excel for retrieving data and providing a user-friendly display
Examples include regular weeding in subject areas and massive weeding projects for space issues

5. Tools to Identify Material
Methods and Tools
Methods of
Identifying Material
Tools to Identify Material
Rules of thumb
Is MUSTIE still used?
Access Services
Subject Specialists/Faculty
Library Catalog
Bib-level information
Call number
Publication Year
Format
Item-level information
Circulation data
Copy data
Location
Circa / Inventory adaptations
Excel - To crunch and beautify the results!

6. Example – Results from Create Lists / Encouraging Librarian Collaboration within Excel
Call number for subject association
Total checkouts of item
Hyperlinked title to Webpac record
Colored librarian tabs for collaboration
Publisher/Publication Year

7. Recordkeeping Who should, and why do it? How? Even for small efforts?
In the catalog?
In spreadsheets?
Both?
Even for small efforts?

8. USD’s permanent recordkeeping in the catalog – at the item level
Suppress from display

9. USD’s permanent recordkeeping in the catalog – at the bib and item level

10. Internal Note regarding withdrawal
USD’s permanent recordkeeping in the catalog – at the bib and item level (cont’d)
Internal Note regarding withdrawal

11. Disposition of Materials
Your options depend on your institution – first ask that question
What I’ve tried:
Annual library booksale
Donating to public library
Better World Books / bLogistics
Recycling (my current option)
ACT (Missouri) and GreenDisk for VHS recycling (but now this activity is becoming a “local” effort)

12. Caveats when “re-shaping” your collection
Identify last copy / scarce copy (this is difficult to do during massive weeding projects without appropriate tools or adequate staff)
If you regularly add gifts to the collection, consider recent gift additions when using pub. date and circ. data to weed
Involve stake-holders but manage the process (requires thinking it through very carefully)
Match staff talents with appropriate weeding activities (there’s more than one way that they can be involved)

13. THANKS!!!

14. Appendix: How to prepare a hyperlinked Excel report to access records through the OPAC display (step-by-step)

15. Creating Attractive, User-friendly Reports in Excel from Millennium/Sierra
Learn the “ins” and “outs” of Create Lists
Be careful of what you ask for – even basic oversights in Create Lists can produce messy or incorrect results
Keep separate Excel files saved of your raw data and your cleaned-up data
Take the time to do (or delegate) careful cleanup of your Excel file

16. Excel Reports (cont’d)
Point your audience to the OPAC record (be sure to export corresponding bib record numbers if you export titles)
Otherwise, only include what they need or want to see
Make it interactive and collaborative; use color to convey information

17. Example – Preparing a Hyperlinked Weeding Report
From Create Lists, store Record type as Bibliographic and search Range of records fitting your criteria (call number area, location, etc.)
Export bibliographic record number and title (245|a) from Millennium/Sierra to Excel (can export other fields as well for future reference)
Strip out bib record number check digit and hyperlink title with bib record number for OPAC access (can do manually or program an Excel VBA macro to do this)

18. Example – Preparing a Hyperlinked Weeding Report: Opening the Create Lists File in Excel

19. Example – Preparing a Hyperlinked Weeding Report: Raw data in Excel

20. Example – Preparing a Hyperlinked Weeding Report: A little bit cleaned up

21. Example – Preparing a Hyperlinked Weeding Report: Add a column and strip the bib record number check digit

22. Example – Preparing a Hyperlinked Weeding Report: Add a column and “paste-special-value”

23. Example – Preparing a Hyperlinked Weeding Report: Add hyperlink to the value

24. Example – Preparing a Hyperlinked Weeding Report: Add hyperlink formula to pull the link to the title

25. Example – Preparing a Hyperlinked Weeding Report: Hide all columns except the hyperlinked title

26. Example – Preparing a Hyperlinked Weeding Report: Click on a hyperlinked title to access the OPAC