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OrUseMSAccessQueriesforQuickCountsItemCountIn“Jackson”“Stacks*”,not“Withdrawn”: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AND [Current Status] NOT In ('Withdrawn');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

twbrands@uncg.edu

336.256.1218