9.28 thurs session 2 - brandsma - oclc · carnegie classification –doctoral intensive univ. i...
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CollectionRightsizingwith
ItemInventoriesTERRYW.BRANDSMA
INFORMATIONTECHNOLOGYL IBRARIANUNCGREENSBORO, UNIVERSITYL IBRARIES
UNCGreensboroCarnegieClassification– DoctoralIntensiveUniv.IStudentFTE- 18,500LibrariesCollection◦ 2.8millionitems(books,govdocs,andmicroforms)◦ 42,666electronicjournals◦ 250+electronicdatabases
MigratedtoWMS– June2013
WalterClintonJacksonLibrary(1950)
TheNeed:ExpandStudentSpaceStudentworkandstudyspaceislimited&maxedout.Majorlibraryrenovationsorexpansionsnotintheforeseeablefuture.Shiftingfromprinttoelectroniccollections.Useofprintcollectiondeclining.Useoflibraryspacesincreasing.
WhatDotheStatsTellUs?FTEin2000:11,000FTEin2016:18,500
GateCount2000:646,600GateCount2016:1,198,803
Physicalcirculationsince2000isdown61%overall
StudentSpaceOptions?Crammoreseatingintoexistingspaces.Addseatinginopenlobbiesandhallways.Reclaimspaceusedforstudentservicesandoffices.Reducetheprintcollectionandremoveunneededshelving.
StrategiestoReducePrintFootprintJournalDeduplication– Compareelectronicholdingstoprint/boundvolumes.ShelfCompression – Fillshelvesto90%capacity–declareourcollectionlargely“nogrowth”.BookWeeding&ShelvingRemoval – Intermsofthenumberofthespacereclaimed,thisisthesmallestofthe3.Intermsofcampuscontroversy,thisisthebiggestarea.
StacksShelvingEvaluationA“shelvingunit”isdouble-sided.◦ Eachsidehas7shelvesthatare3feetwide◦ 42linearfeetofshelvingcapacity
2,475shelvingunitson8towerstacksfloors.Stackswereexpandedovertheyearstoaccommodategrowth.Toreducetooriginalstacksfootprint- remove247shelvingunits(10%).
OriginalStacksConfiguration
ExpandedOvertheYears
ExpandedShelving
ExpandedShelving– RearAlcove
Question1:Howmanyitemsareinthestacks?
Howmanyitemsareinthestacks?ImportItemInventoriesintoMSAccess.LimittoappropriateHoldingLocations,ShelvingLocations,andCurrentStatuses.JacksonLibraryStacksLocations:◦ Stacks◦ Stacks-AVMaterials◦ Stacks-BuildingUseOnly◦ Stacks-Oversize◦ Stacks-Oversize-BuildingUseOnly◦ Stacks-Theses-Dissertations
DonotcountWithdrawnitems.
OrUseMSAccessQueriesforQuickCountsItemCountIn“Jackson”“Stacks*”,not“Withdrawn”:
SELECT *
FROM [NGUITE~1]
WHERE [Holding Location] In ('NGUU')
AND [Shelving Location] LIKE ('Stacks*')
AND [Current Status] NOT In ('Withdrawn');
CountsBeforeWeeding945,600itemsinthetowerstackscollection.◦ 827,628books◦ 105,787journalvolumes◦ 12,185otherformats
IMPORTANT:Ourentirecollectionitemcount(print&electronic,alllocations)is~3.4million.
10%reductionofstacksitemsà about94,560items
Question2:Howmanystacksbookshaveneverbeencheckedout?
Howmanystacksbookshaveneverbeencheckedout?UsethesameItemInventoriesMSAccesstable.Limitto◦ JacksonLibrary◦ Stacks*ShelvingLocations◦ Notwithdrawn◦ Bookformat◦ 0circulations
(Note:weonlyhavecirc numbersbackto1992)
MSAccessQueryItemCountIn“Jackson”“Stacks*”,not“Withdrawn”,“Book”,“0”CirculationsSELECT *
FROM [NGUITE~1]
WHERE [Holding Location] IN ('NGUU')
AND [Shelving Location] LIKE ('Stacks*')
AND [Current Status] NOT IN ('Withdrawn')
AND [Material Format] IN ('Book')
AND [Issued Count] LIKE ('0');
PotentialsforBookWeeding827,628 bookitems(NOTtitles)intheStacks.Circ databackto1992.312,886 hadnorecordedcircs (37.8%).Includestitlesjustacquired,plusoldandpotentiallyrareitems.
Question3:Howmanynon-circulatingstacksbooksarethereineachcallnumberrange?
Howmanynon-circulatingstacksbooksarethereineachcallnumberrange?UsethesameItemInventoriesMSAccesstable.Limitto◦ JacksonLibrary◦ Stacks*ShelvingLocations◦ Notwithdrawn◦ Bookformat◦ 0circulations◦ CallnumberbeginswithJ
MSAccessQueryItemCountIn“Jackson”“Stacks*”,not“Withdrawn”,“Book”,“0”Circulations,callnumbersbeginningwith“J”SELECT *
FROM [NGUITE~1]
WHERE [Holding Location] IN ('NGUU')
AND [Shelving Location] LIKE ('Stacks*')
AND [Current Status] NOT IN ('Withdrawn')
AND [Material Format] IN ('Book')
AND [Issued Count] LIKE ('0')
AND ([Call Number] LIKE ('J*') OR [Call Number] LIKE ('f J*') OR [Call Number] LIKE ('ff J*'));
Countsbycallnumber&floor
Question4:Canwegetcountsbypublicationdaterange?Suchas1970-1979?
PublicationDate?PubDateisnotprovidedinItemInventories.Somecallnumbershaveadate,butnotall.Dateswithincallnumbersmaynotreflecttruepubdate,ortheremaybemultipledates.Canstillusethedateinthecallnumbertogiveusageneralideaofthecountsbydaterange?How?
ParsingtheCallNumbertoGetPubDateRequiresalotofcallnumbersplittingandmanipulation.“TexttoColumns”notavailableinAccess.ExportdatatoExcel(max65Klinesperexport).Use“TexttoColumns”asneededtosplitupcallnumberintosegments.Collect“dates”intothesamecolumnfordataevaluation.Pivottablesmakecountingbydaterangeeasier.
CallNumberSplittingCanBeComplicatedOvertheyearscallnumberformattingandlocalstandardshavechanged.Afewexamples:J10 .D74 1975
JK325 .B45 1966C
JK1899.M3 S3
JL27 .T713 1968-1969
JN276 .C917 1917 PT.1
JN6515 1961 .S35 1966
JV9125 .P70 (1943) 1970.
CallNumberSplittingCanBeComplicatedOvertheyearscallnumberformattingandlocalstandardshavechanged.Afewexamples:J10 .D74 1975
JK325 .B45 1966C
JK1899.M3 S3
JL27 .T713 1968-1969
JN276 .C917 1917 PT.1
JN6515 1961 .S35 1966
JV9125 .P70 (1943) 1970.
CallNumberManipulationCopyCallNumbercolumntothefarrightcolumnofspreadsheet.
Use“TexttoColumns”toseparateoutthecall#date◦ Delimitby“Space”and“Other:.(period)”◦ Sortcolumnstofindcall#dates◦ Copycall#datestonewcolumn◦ Somejudgementisrequired
Newcolumnshouldjusthavethesingle4-digitcall#date.
Nowyoucansortorpivottogetcountsbycall#date.
CountsbyCall#Year
BookWeedingUpdate827,628bookitemsintheStacks.312,886hadnocircs (37.8%).102,128nocirc,call#date1940-1999(12.3%).◦ Stillmorethanweneedtoweed,butgettingcloser◦ Totalvolumestoweed(books+journalvols)is94,560
Whatcriteriawillweusetoactuallypullthebooks?
BookWeedingCriteriaStacksonly.Nocirculations(databackto1992).Call#datebetween1940and1999.DoNOTpullif:
Circulatedafter1992Acquiredsince1999GovernmentDocumentFormerreferenceitem
BookplateFacultyauthorOCLCretentionstampASERLretentionstamp
Question5:CanwegetthepulllistssortedbyLCcallnumber?
CallNumberSortingAsimplifiedoverviewofthestructureofLCCallNumbers:◦ https://www.slideshare.net/akroeger/kroeger-lcclassification◦ LibraryofCongressCallNumbers:AGuideforNon-CatalogersWhoSuddenlyFindThemselveswithaCatalogingJob
◦ ByAngelaKroeger,Criss Library,UniversityofNebraskaatOmaha
TypicalLCCallNumberformatting:Z668.R3652000◦ Z668 - ClassNumber(canbeginwith1to3letters,andendwithupto4numbers)
◦ .R365- CutterNumber(morethanonecanbeassigned–singleletterfollowedbyupto4numbers)
◦ 2000 - PublicationDate
CallNumberSortingZ668 - ClassNumber◦ Sortedalphabeticallybyletter,thennumericallybywholenumber◦ AtoZ,1to9999
.R365- CutterNumber◦ Sortedalphabeticallybyletter,thennumericallybydecimalnumber◦ AtoZ,.1to.9999(e.g.,.365before.4)
2000 - PublicationDate◦ Sortednumerically
CallNumberSortinginExcelSplittheClassNumberapart:◦ Z◦ 668
KeeptheCutterNumbertogether,butremovetheperiod:◦ R365
Keepthedateasis:◦ 2000
Note:Excelcanhandleamassiveamountofdata:◦ 1,048,576rowsby16,384columns◦ Butwhenyougetto~250,00rowsyouwillseeperformanceissues
StepstoSplitUpCallNumbers1. CopytheentireCallNumbercolumntothefirstblank
columntotheright.
2. SorttheentirelistbytheCallNumberfield.
3. Removeanyprefixes(f,ff,REF,etc.)usingsearch/replace.
4. DetermineiftheClassNumberscontain1,2or3letters.Youneedtosplitseparatelybynumberofletters.
5. 1st split- useText-to-Columnsand“FixedWidth”toseparatethecallnumberimmediatelyaftertheletter(s).
6. Selectthenextcolumn,theonejustcreatedbythesplit.
StepstoSplitUpCallNumbers7. 2nd split– Text-to-Columnsand“Delimited”.Uncheck
“Tab”– check“Space”– addaperiodto“Other”– check“Treatconsecutivedelimitersasone.”
8. Addcolumnheaderstothenewsplitcolumns– call1,call2,call3,call4,etc.
9. UsetheData-Sortfunctiontodoamultiplecolumnsort:◦ Call1 Values A-Z◦ Call2 Values SmallesttoLargest◦ Call3 Values A-Z◦ Call4 Values SmallesttoLargest
SamplePullList,SortedByLCCallNumber
SummarySoFarItemInventories&MSAccess:◦ CountsbyShelvingLocation(Stacks*)◦ Countsof0Circ books◦ CountsbyCallNumberRange/Floor
ExtractedLists&MSExcel:◦ Counts/listsbyCall#Date(~PubDate)◦ WeedinglistssortedbyLCCallNumber
PullCriteria
TheRestoftheProcessSamplingof100books– 10times– toevaluatepullcriteria.
~80%ofitemsonpulllistswereactuallyweedable
~83,745itemstotalusingthecriteria◦ But,onlyneedtoremove96,000itemstotal(books+journalvols)◦ So…◦ Weedfullyinbusinessandsciences.◦ Afterjournaldedupingandshelfcompression,reworkformulatoweedlessheavilyinlanguages,literature,history,andclassics.
GettingtheWordOutPlanpresentedattheProvostCouncil.LetterssendtotheDean’sandDept.Heads.Meetingswithconcernedacademicdepartments.Postedtoourwebsite.
HowandWhattoCount?“Heavilyweeded”areas– reduceprintbookitemsby10%.Seemsshocking,but…Items,nottitles.◦ Includesmanyduplicates,oldeditions,orduplicateonlineaccess.Forthosethereisnotitleloss.
Wehavelargeebook collections.◦ BusinessandSciencestendtobemoreacceptingofe-accessandarelesslikelytouseprintthanhumanists.
ImpactonCollectionsShouldbelimited(itemshaven’tcirculatedin25years).
Actualimpactmaybedifficulttomeasure.
Totalcollectionsize continuestogrow:◦ Stillpurchasingebooks andsubscribingtoejournals – asweweedprint.
Totalcollectionuse continuestogrow:◦ Exceeds3,000,000/year– evenastheusageofprintdeclines.
ImpactonStudentSpace6th FloorExtraShelvingRemoved– SeatingAdded
ImpactonStudentSpace6th FloorAlcoveShelvingRemoved– SeatingAdded
Questions?
TerryW.BrandsmaInformationTechnologyLibrarian
UNCGreensboro,UniversityLibraries
336.256.1218