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floating collections

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floating collections

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    1. Floating Collections – Is it time for your library to convert? Nov. 9, 2007 CAL Conference Presentation Presenters: Ann Cress, Kathy Halloran, Kathy Munch Jefferson County Public Library

    2. A floating collection is based on the premise that a library has one collection to serve its patrons. In order to meet the needs of patrons at different locations in the system, the collection floats freely among all libraries in the system. Patron requests are the only triggers used to move materials throughout the system. If Kathy checks out a copy of the book Toddler Play at our Arvada library and returns it to the Lakewood Library. The material is put on the shelf at Lakewood and becomes available for the next borrower to use as soon as Kathy returns it. In a floating collection, there is no need to send an item back to a “home” or “owning” library within the system. At Jefferson County Public Library we have been floating our collection successfully for 13 years. We made the decision to change our collection management system because in 1994 JCPL was at a crossroads.A floating collection is based on the premise that a library has one collection to serve its patrons. In order to meet the needs of patrons at different locations in the system, the collection floats freely among all libraries in the system. Patron requests are the only triggers used to move materials throughout the system. If Kathy checks out a copy of the book Toddler Play at our Arvada library and returns it to the Lakewood Library. The material is put on the shelf at Lakewood and becomes available for the next borrower to use as soon as Kathy returns it. In a floating collection, there is no need to send an item back to a “home” or “owning” library within the system. At Jefferson County Public Library we have been floating our collection successfully for 13 years. We made the decision to change our collection management system because in 1994 JCPL was at a crossroads.

    3. 1994 – Crisis Point Issues demanding immediate attention Faced with hiring more staff, buying more vans to handle volume of materials Increasing ergonomic injuries Planning for the future Population projections New libraries Purchasing a new integrated library system We needed to figure out a way to keep from drowning in deliveries. Our largest Libraries were receiving 3 deliveries a day with 20-30 tubs per delivery. Circulation staff would barely finish one delivery when the next delivery arrived. Ergonomic injuries were increasing among staff, we didn’t have the trucks or personnel to handle the volume of materials we needed to ship back and forth everyday. We were scared because we knew if we did not do something right away, things would only get worse for the population was projected to continue to grow for the next several decades, we had new libraries coming on line that would increase the flow of materials. We also had to figure out how to handle the increased volume of materials before we went into negotiations for a new ILS since any changes we made would impact the configuration of our new system. Does any of this sound familiar? When I look at our crisis of more than a decade ago, I realize that libraries are facing similar situations today.We needed to figure out a way to keep from drowning in deliveries. Our largest Libraries were receiving 3 deliveries a day with 20-30 tubs per delivery. Circulation staff would barely finish one delivery when the next delivery arrived. Ergonomic injuries were increasing among staff, we didn’t have the trucks or personnel to handle the volume of materials we needed to ship back and forth everyday. We were scared because we knew if we did not do something right away, things would only get worse for the population was projected to continue to grow for the next several decades, we had new libraries coming on line that would increase the flow of materials. We also had to figure out how to handle the increased volume of materials before we went into negotiations for a new ILS since any changes we made would impact the configuration of our new system. Does any of this sound familiar? When I look at our crisis of more than a decade ago, I realize that libraries are facing similar situations today.

    4. JCPL Then and Now 1994 Circulation: 3.1 million Holds: 237,000 Library visitors: 2.1 million Library web site page views: 0 Resource Sharing: Items borrowed: 8,000 Items loaned: 4,600 2006 Circulation: 5.2 million Holds: 971,000 Library visitors: 2.6 million Library web site page views: 2.8 million Resource Sharing: Items borrowed: 82,000 Items loaned: 80,000 Our concerns were justified when you look at the increases of the past 13 years.Our concerns were justified when you look at the increases of the past 13 years.

    5. Growth over the past 5 years2001-2006 Library Visitors – 30% Web site visits – 180% Holds – 131% Circulation – 63% Resource Sharing - 164% Staff – 7% When you look at the impact of online libraries with their round the clock( 24/7) accessibility and the growth in business that has generated for all our libraries, it is no surprise that libraries are looking for more efficient and effective ways of doing business. This is the reason many libraries across the country from Hennepin County to Gwinett County and from Charlotte Mecklenburg to San Diego County in the west are all seriously looking at floating their collections.When you look at the impact of online libraries with their round the clock( 24/7) accessibility and the growth in business that has generated for all our libraries, it is no surprise that libraries are looking for more efficient and effective ways of doing business. This is the reason many libraries across the country from Hennepin County to Gwinett County and from Charlotte Mecklenburg to San Diego County in the west are all seriously looking at floating their collections.

    6. Difference in the Movement of Materials between a Floating and Non-Floating Collection (JCPL) This is the reason so many libraries are looking at floating collections. The chart depicts the difference between moving patron requested items only and moving patron requested items along with material being returned to a “home” or “owning” location. These statistics come from Jefferson County and reflect the 131% increase in holds and the 164% increase in resource sharing materials over the past 5 years. Fortunately,for Jefferson County PL, we only move patron requested materials, the items reflected in the left hand columns but even then the amount of material we need to move annually has increased by almost 20,000 bins over the last 5 years. Based on our statistical information that we collected in 1994 when we moved to a floating collection, we know that our delivery decreased by 66% as soon as we began floating our entire collection of materials. If we use that same ratio and base it on today’s numbers, we would be moving close to 100,000 bins a year at this point if we had not moved to a floating collection.This is the reason so many libraries are looking at floating collections. The chart depicts the difference between moving patron requested items only and moving patron requested items along with material being returned to a “home” or “owning” location. These statistics come from Jefferson County and reflect the 131% increase in holds and the 164% increase in resource sharing materials over the past 5 years. Fortunately,for Jefferson County PL, we only move patron requested materials, the items reflected in the left hand columns but even then the amount of material we need to move annually has increased by almost 20,000 bins over the last 5 years. Based on our statistical information that we collected in 1994 when we moved to a floating collection, we know that our delivery decreased by 66% as soon as we began floating our entire collection of materials. If we use that same ratio and base it on today’s numbers, we would be moving close to 100,000 bins a year at this point if we had not moved to a floating collection.

    7. Holds system Delivery system ILS partnership Good Communication Katy Halloran, JCPL’s system administrator, will talk about the ILS partnershipKaty Halloran, JCPL’s system administrator, will talk about the ILS partnership

    8. Floating Collection Custom development with III in 1996 Allows item locations to be changed to the location where they are checked in Compatible in Millennium Circulation and character-based circulation If your vendor does not have this ask for it! Kathy HallaronKathy Hallaron

    9. Float Actions Millennium Circulation consults the Float Determiner Table If the item floats Millennium Circulation checks in the item Changes the fixed length location field to the current check-in location Non Floating Items Checked in/in-transit Returned to owning location Kathy HalloranKathy Halloran

    10. Advance Planning Float all or part of a collection Material type Location Preferably a combination of both Test on a small scale first Plan for statistics changes Kathy HalloranKathy Halloran

    11. System Properties Automatic system prompt Return message Collection Balancing options Request balancing Priority paging Compatibility with other modules Weeding data for an entire system Kathy HalloranKathy Halloran

    12. Floating Collection Concerns Staff Apprehensions Patron response Shift in workload Knowledge of the collection Collection Management Issues Paradigm shift for staff Distribution of the collection Selection/weeding Kathy Munch talks about fears and reality today Patrons won’t find what they want – actually patrons commented on the increase in materials on our shelves Holds will increase Shift in workload Loss of “ownership” of the collection Natural drift of the collection – shifting materials Selection/weeding – need to approach from a one collection concept – trust issues “you might throw out an item I use all the time”Kathy Munch talks about fears and reality today Patrons won’t find what they want – actually patrons commented on the increase in materials on our shelves Holds will increase Shift in workload Loss of “ownership” of the collection Natural drift of the collection – shifting materials Selection/weeding – need to approach from a one collection concept – trust issues “you might throw out an item I use all the time”

    13. Benefits of a Floating Collection Patron-centered Increases materials availability Provides continuously refreshed collections Better browsing So what has floating collections allowed JCPL to do? Patron Centered patrons choose their own collection Online patrons are always viewing the collection as a whole Increases materials availability Finally, the materials are on the shelves available to patrons, not in tubs and trucks Physically, there is simply more on your shelves – CL example – new library did 25% of the system’s business, we could not keep books on the shelves Because materials float you don’t need to purchase as many copies of an item because you know the item will float through the system . We used to automatically purchase 10 copies of the dog breed book, one for every outlet, now we purchase 6 or whatever number we think we need First and foremost, the collections in our libraries are continuously being refreshed with items the browser might never come across if our collections were not floating. This is particularly valuable in our smaller facilities but all patrons like it. N.B. A training issue for patrons – you need to encourage holds because there is no guarantee that the This feature is especially valuable when it comes to new collections. We have just started a feature film collection. At this point, the collection is not large and having it float provided people all over the county the opportunity at one time or another to browse our entire collection from the shelves of their own library. A shared collection not only helps keep delivery costs down, it also helps with the materials budget. We no longer automatically purchase copies of certain items for all locations just to have it on the shelf. If we believe 4-5 copies are adequate for the title we purchase the 4-5 copies and let them float where they are wanted. This helps with shelf space as well and allows us to purchase a greater range of materials. Since we have minimized the amount of our own materials that we ship around the system, we have only added 1 new delivery position in the last 10 years. We were also in a position to take advantage of resource sharing opportunities when they came along. Currently, we have approximately 3800 items “in transit” in our system at all times. So what has floating collections allowed JCPL to do? Patron Centered patrons choose their own collection Online patrons are always viewing the collection as a whole Increases materials availability Finally, the materials are on the shelves available to patrons, not in tubs and trucks Physically, there is simply more on your shelves – CL example – new library did 25% of the system’s business, we could not keep books on the shelves Because materials float you don’t need to purchase as many copies of an item because you know the item will float through the system . We used to automatically purchase 10 copies of the dog breed book, one for every outlet, now we purchase 6 or whatever number we think we need First and foremost, the collections in our libraries are continuously being refreshed with items the browser might never come across if our collections were not floating. This is particularly valuable in our smaller facilities but all patrons like it. N.B. A training issue for patrons – you need to encourage holds because there is no guarantee that the This feature is especially valuable when it comes to new collections. We have just started a feature film collection. At this point, the collection is not large and having it float provided people all over the county the opportunity at one time or another to browse our entire collection from the shelves of their own library. A shared collection not only helps keep delivery costs down, it also helps with the materials budget. We no longer automatically purchase copies of certain items for all locations just to have it on the shelf. If we believe 4-5 copies are adequate for the title we purchase the 4-5 copies and let them float where they are wanted. This helps with shelf space as well and allows us to purchase a greater range of materials. Since we have minimized the amount of our own materials that we ship around the system, we have only added 1 new delivery position in the last 10 years. We were also in a position to take advantage of resource sharing opportunities when they came along. Currently, we have approximately 3800 items “in transit” in our system at all times.

    14. And more benefits… Cost savings Extends materials budget $$$ Cuts down on materials handling Reduces ergonomic injuries Helps extend life of materials Helps hold the line on delivery costs Good stewardship of resources Partnerships Union Catalogs Materials budget In today’s library, we are having to purchase new formats and start new collections almost every year. For us, we brought up downloadable audio and music last year and before that a feature film collection, DVDs. Being able to reallocate funds to these new collections without depriving patrons in other areas has been extremely helpful Delivery – damages materials Good stewardship of resources – our library board knows and approves of the fact that we have developed ways to cut costs and streamline systems Partnerships If we had to move all our own materials, we would not be able to take advantage of the additional movement of materials associated with resource sharing and help our own patrons and the people of Colorado have seamless access to library service. In 2006, we borrowed 82,000 items for our own patrons and lent 80,000 items to other patrons Since we have minimized the amount of our own materials that we ship around the system, we have only added 1 new delivery position in the last 10 years. We were also in a position to take advantage of resource sharing opportunities when they came along. Currently, we have approximately 3800 items “in transit” in our system at all times. Materials budget In today’s library, we are having to purchase new formats and start new collections almost every year. For us, we brought up downloadable audio and music last year and before that a feature film collection, DVDs. Being able to reallocate funds to these new collections without depriving patrons in other areas has been extremely helpful Delivery – damages materials Good stewardship of resources – our library board knows and approves of the fact that we have developed ways to cut costs and streamline systems Partnerships If we had to move all our own materials, we would not be able to take advantage of the additional movement of materials associated with resource sharing and help our own patrons and the people of Colorado have seamless access to library service. In 2006, we borrowed 82,000 items for our own patrons and lent 80,000 items to other patrons Since we have minimized the amount of our own materials that we ship around the system, we have only added 1 new delivery position in the last 10 years. We were also in a position to take advantage of resource sharing opportunities when they came along. Currently, we have approximately 3800 items “in transit” in our system at all times.

    16. Challenges Cultural shift for staff Development of new procedures Working with your ILS vendor Are there challenges. Oh course, there are always challenges when we change the way we do things. Look at the challenges of moving to self-service options. AT JCPL, we had to work with our vendors to develop the technology we wanted, we had to develop new procedures and staff had to rethink their paradigms about service. Is it worth it? Kathy? Kathy? Now we have time for a few questions. Are there challenges. Oh course, there are always challenges when we change the way we do things. Look at the challenges of moving to self-service options. AT JCPL, we had to work with our vendors to develop the technology we wanted, we had to develop new procedures and staff had to rethink their paradigms about service. Is it worth it? Kathy? Kathy? Now we have time for a few questions.

    17. Contact Information Ann Cress - Associate Director for Public Services acress@jefferson.lib.co.us Kathy Halloran - System Administrator halloran@jefferson.lib.co.us Kathy Munch – Head of Circulation kmunch@jefferson.lib.co.us

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