Floating Collection How It Can Work in a Large, Multi-Campus, Academic Library

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1 Floating Collection How It Can Work in a Large, Multi-Campus, Academic Library ALCTS Webinar October 2, 2013 PRESENTED BY: Barbara Coopey Barb Eshbach Penn State University Libraries 1

2 Barbara Coopey Assistant Head of Access Services Penn State University Barb Eshbach Head Librarian Penn State York 2

3 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 multicampus environment BENEFITS of a floating collection 3

4 Definition Floating collection a group of items that belong to whichever library has most recently discharged them Floating Collections. SirsiDynix Knowledge Base 4

5 We are... Penn State University 96, ,000 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 5

6 ERIE SHENANGO DUBOIS WILKES-BARRE WORTHINGTON SCRANTON BEAVER NEW KENSINGTON ALTOONA GREATER ALLEGHENY FAYETTE UNIVERSITY PARK HAZLETON SCHUYLKILL LEHIGH VALLEY HERSHEY CARLISLE BERKS ABINGTON HARRISBURG GREAT VALLEY YORK BRANDYWINE MONT ALTO 6

7 Over 6 million volumes Rank 8 th among North American research libraries ARL Library Investment Index

8 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. 8

9 + 6 NOVEMBER 2009 If the University Libraries collection is one collection,... FEBRUARY 2010 Task force formed More questions Data collected Floating collection feature tested in the ILS NOVEMBER 2010 Since a floating collection is a good example of our philosophy, it was decided to begin a pilot program. DECEMBER 2010 Preparation for the pilot MAY 2011 MAY 2011 Pilot: 4 libraries MAY 2012 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. The Johns Hopkins University Press 9

10 10

11 The CAT Item Details I Want It Locations Detailed Information Title Author Eat that frog! : 21 great ways to stop procrastinating and get more done in less time Tracy, Brian Holdings Penn State York Call number Material Location BF637.P76T Book Being transferred between libraries 11

12 NOVEMBER 2009 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? 12

13 FEBRUARY 2010 Task Force Formed Circulation Technical Services Campus public services Collection development 13

14 2010 Our original question... led to many other questions????? 14

15 Questions 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? 15

16 Investigation 2010 Benchmarked other libraries, but couldn t find any other academic libraries trying this. Surveyed internal stakeholders Analyzed data Intransit data Shipping data Shelving space 16

17 Investigation 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? 17

18 Investigation 2010 Risk Involved 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? 18

19 Investigation 2010 Task Force: Early Observations Large, complex research library system Collections ranged from small campus libraries to subject specialized libraries to an overcrowded main library 19

20 Investigation 2010 Task Force: Early Observations 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) 20

21 Investigation 2010 Task Force: Early Observations 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 21

22 Investigation 2010 Task Force: Early Observations 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 22

23 Investigation 2010 Task Force: Early Observations Not everything should float How could we introduce a floating collection into the library without disrupting normal activities? 23

24 Questions 2010 Can we narrow our focus? Could we create a subset of floating books for only four campus libraries within the Libraries collections? 24

25 Questions 2010 Can we narrow our focus? 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? 25

26 Investigation 2010 Data collected 26 26

27 Investigation 2010 Data collected 27

28 2010 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 1 st Floor Penn State Fayette Juvenile Literature Collection Penn State Fayette General Collection Penn State York General Collection 28

29 2010 Floating collection feature tested in the ILS 29

30 Recommendation NOVEMBER 2010 Since a floating collection reflects the Penn State University Libraries philosophy of one collection, geographically dispersed we should try a pilot program. 30

31 NOVEMBER

32 DECEMBER 2010 Pilot Preparation What type of materials do we want to float? What if a library ends up with too many books? MAY

33 DECEMBER 2010 Also considered... Security systems are not all the same Clean up system projects (mismatched library/location) MAY 2011 Inactive reserves records 33

34 DECEMBER 2010 LIMITED TO: MAY 2011 circulating monographs general stacks four campus libraries 34

35 DECEMBER 2010 ILS vendor recommended creating a new item type for floating material. MAY

36 DECEMBER 2010 STAFF CLIENT prior to pilot The Johns Hopkins University Press MAY

37 DECEMBER 2010 Following ILS vendor recommendation, we created a new item type for floating material: BOOKFLOAT MAY

38 MAY 2011 STAFF CLIENT during the pilot The Johns Hopkins University Press MAY

39 DECEMBER 2010 Each item type in the Staff Client has a corresponding description in the Public Catalog. MAY

40 DECEMBER 2010 PUBLIC CATALOG prior to pilot The Johns Hopkins University Press MAY

41 DECEMBER 2010 For the item type of Bookfloat, we chose the corresponding description Book (floating) MAY

42 DECEMBER 2010 Item type Staff client item type Public catalog description Book Book Bookfloat Book (floating) MAY

43 MAY 2011 PUBLIC CATALOG during the pilot The Johns Hopkins University Press MAY

44 DECEMBER 2010 ILS Floating Collection Feature 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. MAY

45 DECEMBER 2010 PUBLIC CATALOG prior to pilot The Johns Hopkins University Press MAY

46 DECEMBER 2010 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 MAY

47 DECEMBER 2010 Location Staff client home/current location Public catalog location description Stacks - YK Penn State York - General Collection MAY 2011 Stacks - YK Stacks - General Collection 47

48 MAY 2011 PUBLIC CATALOG during the pilot The Johns Hopkins University Press MAY

49 MAY 2011 Pilot Program MAY

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

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

52 JULY 2011 Testing the process for returning books to the original owning library Place a hold for departmental user Travels in hyper reality: essays / Eco, Umberto PQ4865.C6T Copy: 2 ID: Status In transit In transit to: FAYETTE from HARRISBURG for a hold Date sent: 7/21/2011, 11:47 Hold Name: Fayette Return Bookfloat user Placed: 7/21/2011 User ID: FERETURNFLOAT STANDARD recall Expires: 9/19/2011 Pickup: FAYETTE... 52

53 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 YORK STACKS-FE STACKS-HN 53

54 Recommendation JUNE 2012 The task force recommends that a floating collection be made permanent for all campus libraries. 54

55 JUNE 2012 (floating) 55

56 JUNE 2012 Discovery service 56

57 JUNE 2012 We worked with our ILS vendor to combine material types in the Public Catalog 57

58 Staff client item type Public catalog description THEN Book Book pilot Bookfloat Book (floating) NOW Bookfloat Book 58

59 THEN pilot NOW Staff client home/current location Stacks-YK Stacks-YK Stacks-YK Public catalog location description Penn State York - General Collection Stacks - General Collection Stacks - General Collection 59

60 NOVEMBER Phase Two Additional 6 libraries 60

61 FEBRUARY 2013 Phase Three Remaining 9 libraries 61

62 Bookfloat ERIE SHENANGO DUBOIS WILKES-BARRE WORTHINGTON SCRANTON BEAVER NEW KENSINGTON ALTOONA GREATER ALLEGHENY FAYETTE UNIVERSITY PARK HAZLETON SCHUYLKILL LEHIGH VALLEY HERSHEY CARLISLE BERKS ABINGTON HARRISBURG GREAT VALLEY YORK BRANDYWINE MONT ALTO 62

63 2013 STAFF CLIENT current The Johns Hopkins University Press 63

64 2013 PUBLIC CATALOG current The Johns Hopkins University Press 64

65 The majority of the benefits are patron benefits. 65

66 Results in a refreshed collection 66

67 No wasted transit time returning books for reshelving results in patron holds being filled more quickly. 67

68 68

69 All participating campuses reduced their number of shipments 69

70 Shelf space Duplication New books 70

71 statistics: books floated 71

72 statistics: shipments 72

73 Unexpected Benefits Discovered, and removed, thousands of inactive reserves. 73

74 Unexpected Benefits Discovered, and cleaned up, library and home location mismatches. 74

75 What you need to succeed... An ILS that supports floating Staff willing to give it a try Good documentation 75

76 What you need to succeed... 76

77 What you need to succeed... 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) 77

78 ... next steps 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... 78

79 Upcoming ALCTS CE Opportunities Webinars October 9 October 23 November 6 November 13 November 20 Libraries and MOOCs: Providing Solutions for Alt-Higher Education Electronic Resources Workflows and Tools MOOCs: Copyright Management for Online Courses? Evaluating Print Book & E-Book Patron Driven Acquisitions Assessment Strategies for Cataloging Managers ALCTS Web Courses October 21 to November 9 October 28 to November 22 Fundamentals of Collection Assessment (Limited Space Remaining) Fundamentals of Preservation

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