Shaky Stacks New Modes of Collection Management for Uncertain Times

1. Shaky Stacks New Modes of Collection Management for Uncertain Times Doug Brigham Shannon Simpson Danielle Westbrook 02 August 2012 PNLA Conference Anchorage, Alaska

2. What factors have most impacted your collections in the past five years?

3. Issues UBC is facing Library-wide reviews Space Money Time Shifting priorities, formats, perceptions

4. What is Collections Management & Planning (CMP)? A unit in Technical Services that focuses on emerging collections issues Mostly analyzing physical collections thus far Provide services for other Library units such as data analysis, project support, recommendations and tools for collections work

5. 1Librarian & 2SLAIS co-op Student Librarians Unit is 1½ years old Over 30 active projects Collaborating with 70colleagues in 20 UBC Library units Working with 5 external partners CMP by the numbers

6. How we came to exist CMP Librarian is a new position Doug had been the systems librarian; moved to eResources The Library's desire to start new collections discussions Shannon & Danielle hired as co-op students to provide support for emerging projects

7. Tools & Techniques

8. Collections Discussions UBC Library Collection Profiles: First Round Analysis Report Created collection profiles for each branch

9. Suite of Collections Tools Circulation and Acquisitions Reports Duplicates Reports In House Use Tracker Item Flagging in the ILS WorldCat Analysis

10. Circulation & Acquisitions Reports Determine collections growth & use Annual breakdown items acquired Annual breakdown of circulation statistics

11. Duplicates Reports Identify and remove unnecessary duplicates to free up space and make our collections stronger Duplicateson the same bibliographic record Can specify different duplicate thresholds Partners Serials Cataloguing Systems

12. In House Use Information about collection use not captured inour ILS Components In House Usage Tracker In House User Interface Our Partners Systems Borrower Services Library branches

13. Education Library 43% More Use!

14. In House Use Benefits More accurate depiction of use In House use patterns can be analyzed Layout of collections and user space

15. Item Flagging in the ILS Allows us to identify & mark items for later action – streamlines future collection management decisions Flags for later action To ASRS From ASRS To IRL immediately To IRL if possible Do not remove to IRL Review for IRL in 3 years Please withdraw

16. WorldCat Collection AnalysisTM Identify gaps in the collection, overlap with other libraries and items unique to UBC Module of WorldCat Compares UBC Library collections to other institutions’ collections Great for gap analysis Potential for regional collection management and storage facilities

17. Technical Services Workflows Analysis done in Summer 2011 to support the Technical Services (TS) Review Over 160 workflows on TS processes Gave CMP an overarching view of material flow Learned how to extract and analyze workflows

18. Benefits of the CMP unit A dedicated unit provides support for colleagues that other units cannot Library-wide focus means we can connect the dots We can assist with horizontal and vertical integration for collections management We bring a unique blend of skills and perspectives

19. Collections Projects

20. Collections Pilots Response to collections discussions and last copy guidelines in Art, Architecture & Planning (AArP), and Music AArP • Examine how the last copy guidelines would shape a weeding project. Music • Determine how to define and identify core items in a subject.

21. Why Renew? Summer 2012 special project with eResources colleagues Laying the groundwork for renewal decisions Greater scrutiny in the process Organizing usage stats &cost data What to put in the renewal calendar Initial phases of ERMS implementation

22. Collections Moves Branch closures and reclaiming of space trigger huge collections shifts Closing the Music Library to create a new Arts Library President taking the remaining half of a floor in Koerner library Need to shift collections in four branches plus ASRS ~ 930,000+ items in play Integrated Research Library slated to open January 2015

23. The Big Picture

24. Is there a big picture? Our work has been project-based No broader initiatives We have not secured ongoing buy-in from colleagues There is a huge amount of potential in the unit We're surviving – but we're not yet thriving

25. How to survive React to the current situation Develop solid solutions Build relationships across the organization Deliver successful projects Use data to support your actions Utilize the skills you have Work with the resources available

26. Surviving Some rights reserved byxlibber

27. How to thrive Be prepared and forward-looking Get buy-in and sustain continuous dialogue Incorporate new skill sets - create ones that don't yet exist Integrate your project experiences Use data to inform your decision making Devote time to research & development Support the unit with adequate resources

28. Thriving! Some rights reserved byW J (Bill) Harrison

29. What do you think?

30. Thank you! Doug Brigham doug.brigham@ubc.ca Shannon Simpson shannon.delay@gmail.com Danielle Westbrook danielle.westbrook@gmail.com CMP 2012.005/1