how it can work in a large, multi-campus, academic...

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Floating Collection How It Can Work in a Large, Multi-Campus, Academic Library ALCTS Webinar October 2, 2013

PRESENTED BY:

Barbara Coopey [email protected] Barb Eshbach [email protected]

Penn State University Libraries

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Barbara Coopey

Assistant Head of Access Services Penn State University

Barb Eshbach

Head Librarian Penn State York

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What we’re going to cover in this webinar:

• STEPS needed to implement a floating collection in an academic library

• CHALLENGES of making a floating collection feasible within a multi-campus environment

• BENEFITS of a floating collection 3

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Definition

Floating collection

a group of items that belong to whichever library has most recently discharged them

“Floating Collections.” SirsiDynix Knowledge Base

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Penn State University

students

campus locations campus enrollments range from

around 600 to 4,000 students

Main campus (University Park) has over 45,000 students

World Campus students online degrees

96,562

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12,000

We a

re . . .

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ERIE

HERSHEY

HARRISBURG

CARLISLE

YORK

BERKS

GREAT VALLEY

BRANDYWINE

ABINGTON

LEHIGH VALLEY SCHUYLKILL

HAZLETON

WILKES-BARRE

WORTHINGTON SCRANTON

UNIVERSITY PARK

DUBOIS SHENANGO

BEAVER

NEW KENSINGTON

ALTOONA

GREATER ALLEGHENY

FAYETTE MONT ALTO

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• Over 6 million volumes

• Rank 8th among North American research libraries

ARL Library Investment Index 2011–12

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• All library resources & services are offered to Penn State faculty, staff, & students, regardless of their campus affiliation or location.

• All locations, including health sciences & law libraries, share a single ILS.

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NOVEMBER

2009 “If the University Libraries collection is one collection, . . . “

MAY

2011 Pilot: 4 libraries

MAY

2012

FEBRUARY

2010 • Task force

formed • More

questions • Data collected • Floating

collection feature tested in the ILS

DECEMBER

2010 Preparation for the pilot

MAY

2011

JUNE

2012 “The task force recommends that a floating collection be made permanent for all campus libraries.”

NOVEMBER

2012 Phase 2: Additional 6 libraries

FEBRUARY

2013 Phase 3: Remaining 9 campus libraries migrated to a floating collection.

NOVEMBER

2010 Since a floating collection is a good example of our philosophy, it was decided to begin a pilot program.

+ 6

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© The Johns Hopkins

University Press

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The CAT

Item Details

I Want It Locations Detailed Information Title Eat that frog! : 21 great ways to stop procrastinating and get more done in less time

Author Tracy, Brian

Holdings

Penn State York

Call number Material Location

BF637.P76T73 2002 Book Being transferred between libraries

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“If the University Libraries collection is one collection geographically dispersed, why do we have to ship our books back to the library of origin after they have been returned by a patron?”

NOVEMBER

2009

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FEBRUARY

2010

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Task Force Formed

• Circulation

• Technical Services

• Campus public services

• Collection development

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Our original question . . .

led to many other questions

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2010

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1. Have other libraries tried this?

2. Would it save staff time and shipping costs?

3. Could our ILS support such a concept?

4. What materials should float?

5. Would a floating collection work for some libraries and not others?

Quest

ions

2010

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• Benchmarked other libraries, but couldn’t find any other academic libraries trying this.

• Surveyed internal stakeholders

• Analyzed data

Intransit data Shipping data Shelving space

Invest

igation

2010

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Invest

igation

2010 Risk Involved

• Would a floating collection work within a complex ILS environment across multiple locations with millions of volumes?

• Would it work in our ILS that had been customized over the years to meet our unique demands?

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• What could be some consequences of introducing floating books into this system?

• Would we end up with major technical and/or service issues as a result of a floating collection?

Invest

igation

2010 Risk Involved

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• Large, complex research library system

• Collections ranged from small campus libraries to subject specialized libraries to an overcrowded main library

Invest

igation

2010 Task Force: Early Observations

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• Librarians at each location develop their collection to meet their user’s needs but broad use as well

• On average, most books go intransit to University Park from campuses (larger user base)

Invest

igation


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• We are different from the public library systems with floating collections (mission, collection focus, usage patterns)

Needed to develop our own approach to floating collection In

vest

igation


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• Recommended weeding prior to our project was not going to happen

• Recommended merging the original owning or purchasing library into a “general stacks location” was not feasible

Invest

igation


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• Not everything should float

• How could we introduce a floating collection into the library without disrupting normal activities?

Invest

igation


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Could we create a subset of “floating” books for only

four campus libraries within the Libraries’

collections?

Can we narrow our focus?

2010 Q

uest

ions

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If so, would this subset of books function as other books in the system (holds, reserves, discharging), yet be recognized as “floating” and remain in the library which most recently discharged them?

Quest

ions

2010

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Can we narrow our focus?

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Invest

igation

2010

Data collected

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Invest

igation

2010

Data collected

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Floating collection feature tested in the ILS

Item library vs. Home location

Each library has many locations, such as:

• Penn State Harrisburg – Juvenile Coll – Stacks 3 Fl • Penn State Harrisburg – Leisure Reading – 1st Floor • Penn State Fayette – Juvenile Literature Collection • Penn State Fayette – General Collection • Penn State York – General Collection

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2010

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Floating collection feature tested in the ILS

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2010

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NOVEMBER

2010 Since a floating collection reflects the Penn State

University Libraries’ philosophy of

we should try a pilot program.

one collection, geographically

dispersed

Reco

mm

endation

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NOVEMBER

2010

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Pilot Preparation

DECEMBER

2010

MAY

2011

• What type of materials do we want to float?

• What if a library ends up with too many books?

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DECEMBER

2010

MAY

2011

Also considered . . .

• Security systems are not all the same

• Clean up system projects (mismatched library/location)

• Inactive reserves records

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DECEMBER

2010 LIMITED TO:

circulating monographs

general stacks

four campus libraries

MAY

2011 34

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DECEMBER

2010

MAY

2011

ILS vendor recommended creating a new item type for floating material.

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DECEMBER

2010 STAFF CLIENT prior to pilot

MAY

2011 36

© The Johns Hopkins University Press

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DECEMBER

2010

MAY

2011

Following ILS vendor recommendation, we created a new item type for floating material:

BOOKFLOAT

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MAY

2011

MAY

2012

STAFF CLIENT during the pilot

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DECEMBER

2010

MAY

2011

Each item type in the Staff Client has a corresponding description in the Public Catalog.

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DECEMBER

2010

MAY

2011

PUBLIC CATALOG prior to pilot

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DECEMBER

2010

MAY

2011

For the item type of Bookfloat, we chose the corresponding description

Book (floating)

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Staff client item type

Public catalog description

Book Book

Bookfloat Book (floating)

DECEMBER

2010

MAY

2011

Item type

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MAY

2011

MAY

2012

PUBLIC CATALOG during the pilot

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DECEMBER

2010

MAY

2011

The act of discharging the Bookfloat item type at a participating floating library, did not put the item in transit to the original owning library.

ILS Floating Collection Feature

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DECEMBER

2010

MAY

2011

PUBLIC CATALOG prior to pilot

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DECEMBER

2010

MAY

2011

Our ILS vendor recommended changing the location of floating items to a consistent, generic location, but we chose to do this ONLY in the public catalog description:

Stacks – General Collection

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Staff client home/current location

Public catalog location description

Stacks - YK Penn State York -

General Collection

Stacks - YK Stacks - General

Collection

DECEMBER

2010

MAY

2011

Location

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MAY

2011

MAY

2012

PUBLIC CATALOG during the pilot

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MAY

2011

MAY

2012

Pilot Program

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MAY

2011 Converted 358,867 items in the four pilot libraries.

MAY

2012 50

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MAY

2011 Acquisitions begins assigning the item type BOOKFLOAT to pilot libraries’ new books.

MAY

2012 51

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Place a hold for departmental user

Travels in hyper reality: essays / Eco, Umberto PQ4865.C6T7 1986 Copy: 2 ID:000063609172

Status In transit

In transit to: FAYETTE from HARRISBURG for a hold Date sent: 7/21/2011, 11:47 Name: Fayette Return Bookfloat user Placed: 7/21/2011 User ID: FERETURNFLOAT

STANDARD recall Expires: 9/19/2011 Pickup: FAYETTE . . .

Hold

JULY

2011 Testing the process for returning books to the original owning library

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JULY

2011 Testing ILL systems that interfaced with the ILS

Added new “mismatched” locations in the ILL systems

Shelving Location

HARRISBURG STACKS-FE

HARRISBURG STACKS-HN

HARRISBURG STACKS-YK

YORK STACKS-FE

YORK STACKS-HN

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JUNE

2012 The task force recommends that a floating collection be made permanent for all campus libraries.

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Reco

mm

endation

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JUNE

2012

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(floating)

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JUNE

2012 Discovery service

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JUNE

2012 We worked with our ILS vendor to combine material types in the Public Catalog

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Staff client item type

Public catalog description

THEN Book Book

pilot Bookfloat Book (floating)

NOW Bookfloat Book

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Staff client home/current location

Public catalog location description

THEN Stacks-YK Penn State York - General Collection

pilot Stacks-YK Stacks - General

Collection

NOW Stacks-YK Stacks - General

Collection

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NOVEMBER

2012

Additional 6 libraries

Phase Two

+ 6

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FEBRUARY

2013 Phase Three

Remaining 9 libraries

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ERIE

HERSHEY

HARRISBURG

CARLISLE

YORK

BERKS

GREAT VALLEY

BRANDYWINE

ABINGTON

LEHIGH VALLEY SCHUYLKILL

HAZLETON

WILKES-BARRE

WORTHINGTON SCRANTON

UNIVERSITY PARK

DUBOIS SHENANGO

BEAVER

NEW KENSINGTON

ALTOONA

GREATER ALLEGHENY

FAYETTE MONT ALTO

Bookfloat

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2013 STAFF CLIENT current

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PUBLIC CATALOG current

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2013

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The majority of the benefits are patron benefits.

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Results in a “refreshed” collection

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No “wasted” transit time returning books for reshelving results in patron holds being filled more quickly.

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All participating campuses reduced their number of shipments

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• Shelf space • Duplication • New books

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statistics: books floated

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statistics: shipments

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Unexpected Benefits

Discovered, and removed, thousands of inactive reserves.

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Unexpected Benefits

Discovered, and cleaned up, library and home location mismatches.

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What you need to succeed. . .

• An ILS that supports floating

• Staff willing to give it a try

• Good documentation

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Training Bulletins: Floating Collection • Floating Book Collection: A Detailed Process Outline

• Supplying Floating Books via Access PA

• How to Prevent a Monograph in Your Stacks Location from Floating

• Tracking Floating Collection Books by Library

• Returning Floating Books to the Original Owning Library

• System Configuration and Process Overview (Historical)

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• How can we expand?

• Can we include other material types

• Can we extend this to other locations?

• Analysis on the use of the floating collection

• Can a floating collection reduce duplication in

the collection?

• Analysis on shipping savings

. . . next steps

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. . .

Upcoming ALCTS CE Opportunities http://www.ala.org/alcts/confevents

Webinars

October 9 Libraries and MOOCs: Providing Solutions for Alt-Higher Education

October 23 Electronic Resources Workflows and Tools

November 6 MOOCs: Copyright Management for Online Courses?

November 13 Evaluating Print Book & E-Book Patron Driven Acquisitions

November 20 Assessment Strategies for Cataloging Managers

ALCTS Web Courses

October 21 to November 9 Fundamentals of Collection Assessment (Limited Space Remaining)

October 28 to November 22 Fundamentals of Preservation

http://www.ala.org/alcts/confevents

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