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Moving to More Electronic: Deselecting and Transitioning

Moving to More Electronic: Deselecting and Transitioning. Jennie Gerke University of Colorado-Boulder, Sandy Rizzo Mesa Public Library (AZ) Louise Treff-Gangler University of Colorado- Auraria. Introduction/Summary. Who we are What we are going to cover Why choose electronic selection?

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Moving to More Electronic: Deselecting and Transitioning

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  1. Moving to More Electronic: Deselecting and Transitioning Jennie GerkeUniversity of Colorado-Boulder, Sandy RizzoMesa Public Library (AZ) Louise Treff-GanglerUniversity of Colorado-Auraria

  2. Introduction/Summary • Who we are • What we are going to cover • Why choose electronic selection? • Handling the legacy collection • Handling the electronic collection • Lessons learned / Resource sharing • Q & A from you Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  3. Choosing Electronic Selection • Brief History • Advantages and Disadvantages • GPO versus Commercial Packages • Item Selection versus Commercial Products Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  4. Regional Perspective • Handling Needs and Offers (from print collection) • Providing access to print collections with region • Regional Libraries and the switch to electronic collections Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  5. History—Auraria Library • Large campus – 48,000 students • Home page: http://library.auraria.edu • 1996 began reliance on GPO electronic for Federal Register • 2004 started actively seeking electronic substitution • 2007 Colorado Alliance began cooperative collection development wiki to record agency strengths & commitment • 2008 began library wide effort to reduce library’s collections to increase student study space. Large scale weeding began. Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  6. Advantages/Disadvantages • Access to online publications outside of library • Publications often more current online. • Reduces physical space of collection • Reduces browsability • Fewer items that can be checked out. Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  7. GPO v. Commercial Products • GPO free to libraries and users • Commercial products provide enhanced searchability • Commercial products expensive • Commercial products not available for everything – mostly limited to legal, legislative and statistical publications Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  8. Item Selection v. Commercial • Purchased LexisNexis Congressional Digital Hearings 1980-2003 • Withdrew print hearings if no checkout record. • Sent copies to regional CU Boulder if needed. • Changed Marcive selection to only electronic documents – Documents without Shelves. • Catalog few remaining new print publications individually. • Did not change GPO profile; too time consuming. Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  9. Tools • Dropped and withdrew superseded publications. Created keyword lists from OPAC for generic titles, e.g. directory, manual, announcement, bibliography, regulations, etc. • Walked collection looking for big sets now online. E.g. FCC Record. • Used CU Boulder’s list of online serials not required to list; withdrew & dropped item numbers Six State Virtual Information Government Documents Conference

  10. Selection Changes • Dropped Congressional hearings if committee online with PURLS. • Dropped and withdrew fiche if online. Examples: Congressional Record, bills; NASA, GAO, climate, serials. 2010: receiving no fiche now. • Exceptions: Statutes, CFR, Foreign Relations, Presidential Papers. Reasons: Paralegal & other curriculum • Evaluate every new serial issue received and drop if online Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  11. Promotion • Classes • Online class and subject guides: http://guides.auraria.edu/content.php?pid=47972&sid=353382 • Reference desk Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  12. Collection Development Policy • Revised collection development policy to reflect: • Preference for electronic • Initiative to reduce collection size • Collection priorities: Congressional, legal, criminal justice, statistical Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  13. Staffing Implications • Work has shifted to deselection from checkin of new publications • Library technician manages dissemination of lists and distribution of publications • Students check serials, hearings, and maps against regional CU Boulder collection on OPAC for needs Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  14. Who we are • Mesa Public Library – Selective in Phoenix, AZ area • 20% Depository (almost 80% just two years ago) • Serve municipal population of over 460,000 • Depository at Main Library, 2nd floor area, with select items elsewhere in building (system has two smaller branches) • Depository since 1983 Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  15. Where we started • Strong depository – always with very involved, active Depository Librarians and supportive administration • For a time, goal was “Go, go, go!” - “more is better,” and “just in case.” • 1983 – strictly print and fiche • Advent of electronic – collection grew exponentially Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  16. Why we did it Mandate: • Get to ± 20% (requested April 2008 - we were at 79%) • Deadline - June 2009 Rationale at start: • Due to budget/staffing cuts, Fed Docs Assistant now required to carry several new, non-docs duties • Was everything received being used? • Reclaim space Additional from our viewpoint: • Perhaps our numbers became inflated – did we really need everything selected? • Administration often confused by numbers – rather have something we can explain Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  17. Steps Created written project transition plan • Articulated objective: gain space, time, cost in staff/volunteer processing, improve service Outlined steps in no particular order • Look at our library’s collection profile – are we in agreement? – Revise Documents Collection Policy to reflect changes • Determine which items we cannot cut; use FDLP Handbook, suggested core collection for PLs Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  18. More steps • Use FDLP Handbook, Chapter 13, Transitioning Depository Libraries • Go through rec’d shipping lists/Tech Notes – find non-desired items Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  19. More steps • Isolate print – biggest issue – use tool (Docs Data Miner 2: http://govdoc.wichita.edu/ddm2/gdocframes.asp) to evaluate and see what we no longer need • Use same tool (DDM2) to evaluate print items we want to continue receiving – offered as electronic item? Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  20. Yes, a few more steps • Talk with Legal Subject Specialist to discuss materials/usage • Do “touch every item” weed, allowing familiarity with items received from various item #s and whether still want to receive them • Get assistance from our Regional • Research other libraries that have gone this route Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  21. What to drop Determined doc types we didn’t want to collect in any format - a LOT of items!: • Newsletters • Annual reports & strategic reports • FOIA reports • Anything “dead” for a long time • Forms, grant notices, things easily dated and/or not searched for in catalog Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  22. More Drops • Anything geographically irrelevant to our users (only kept AZ maps of all kinds, world political/physical maps, cut special reports for other states) • Anything too technical, scholarly (Technical Reports, conference proceedings, etc.) • Bibliographies, publication catalogs, course catalogs • Committee/commission reports Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  23. Techniques that help • Print Item Lister report (http://www.access.gpo.gov/su_docs/fdlp/tools/itemlist.html) and mark colors to denote drops • Build spreadsheet, go bit by bit – can export through DDM2, useful when inputting drops • Indicate reason – someday may want to know why you dropped it • Keep looking – they grow themselves! Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  24. What this means: • Train library staff on electronic things new to them • “Someday” project - Clean up catalog! Clear all items no longer have or select • Systematic – keep chipping away – takes concerted effort over a long time • Every so often, do Item Lister again after a lot of drops – takes MANY items to make 1%! • You’ll learn your collection better Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  25. Results • Happy result: DID reach desired # without trying – just tried to keep needed, drop needed • Trained staff on GPOAccess (next: FDsys) so they can find/use Federal Register (dropped print) • Receive fewer tangible items – workload better • Removed 2 shelving units, nicer space • BIG project handling print offers – coop. with Regional; volunteer helped delete records • “Cleaner” profile – just watch for “item creep” Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  26. Tools • All of the tools mentioned in this presentation are listed on the wiki page for this presentation: http://virtualsixstate.pbworks.com/Moving-to-More-Electronic%2C-Deslecting-and-Transitioning • Know of more? Put them in the chat window and we will add them to the wiki! Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

  27. Questions and Answers • Please type your questions in chat. • The chat moderator, will speak your question out loud and let the other presenters answer. • If your question is not answered, please feel free to email the presenters at: • Jennie Gerke: jennifer.gerke@colorado.edu Sandy Rizzo: Sandy.Rizzo@mesaaz.gov Louise Treff-Gangler: Louise.Treff@ucdenver.edu Six State Virtual Government Information Conference  August 11-13 and 16-17, 2010

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