What’s Up With ReCAP ? Updates and Data Analysis

What’s Up With ReCAP?Updates and Data Analysis Zack Lane ReCAP Coordinator January 24, 2012 ReCAP Columbia University

Zack’s Ulterior Motives • Excuse to share • Find forum to share, examine, discuss and publish • Share what I do and how I do it ReCAP Columbia University

Outline • Review of ReCAP operations • Physical plant and new modules • Mellon Project • Websites • Data • Part 1: Why (bother) and how • Part 2: Boring data everybody’s seen followed by amazing breakthrough • Part 3: New leads from Department presentations • Part 4: Trailblazing • Feedback! ReCAP Columbia University

ReCAP: Physical Plant • 9.4 million books • CUL 3.9, NYPL 3.5, PUL 2.0 • 5 Modules complete • 2 planned for construction: Modules 8 & 9 • CUL manages transfers with quotas • Tours conducted once or twice every year ReCAP Columbia University

ReCAP: Physical Plant • Columbia will occupy 5 aisles of new modules • NYPL plans to transfer 5.3 million books • Quotas will expand to 250,000 accessions per year (FY15) • 2 new modules • 12 aisles each, same length as aisle 5 • Ground breaking in spring 2012, completed summer 2013 • Wow ReCAP Columbia University

Mellon Project • Mellon Foundation grant to run for 12 months, April 2012 start • “From Discovery to Delivery” • Making all general collections at ReCAP available to partners • Impetus: NYPL’s 5.3 million transfers • Issues: • Collection management • Collection development • Technological change • Governance • Policy • Cost-Sharing • Discover/Delivery ReCAP Columbia University

Mellon Project • Lizanne Payne, Planning Consultant • “Library Storage Facilities and the Future of Print Collections in North America,” 2007 • Process: • Strategic planning • Holdings analysis • Policy changes • Cost analysis • Cost-sharing • Workflow and tech requirements • Recommendations ReCAP Columbia University

New ReCAP Website!! ReCAP Columbia University

New ReCAP Website! ReCAP Columbia University

New ReCAPWebsite • All data sets are publicly accessible • All ReCAP sites are publiclyaccessible • Squeaky wheels get the grease ReCAP Columbia University

Data…always data • What have we been looking at? • What else is there to look at? • What can it tell us? • What do we think it tells us? • How do we manipulate it? ReCAP Columbia University

Circulation Data • Publicly available, all charges in Voyager both on campus and offsite • Summer 2010 Internship: “Understanding the Effects of Policy Changes by Evaluating Circulation Activity Data at Columbia University Libraries” Serials Librarian, v.64:no.1, 2012. • Policy changes and user behavior ReCAP Columbia University

ReCAP Columbia University

Zack’s Crystal Ball (extrapolation) • Drop in total on campus charges: 399,208 • Rise in total offsite charges: 29,282 • July-Dec= 51.87% of on campus, 48.59% of offsite) • User behavior: Faculty requestoffsite collections more and renew in greater proportion • Adaptation to technology takes time • Caveat: Causation is hard to prove ReCAP Columbia University

To Analyze Data is to Suffer • Translating and defining • Quantity of data • Software/hardware limitations • Automation • Time ReCAP Columbia University

Data Management • File types: • .txt • .xlsx • .accdb • .ppt and .pptx • Dynamic links • Changeable data sets • Delicate balance ReCAP Columbia University

Circulation Request Timing TIME_SUM Calculation in Access ReCAP Columbia University

Critical F(x)s • PivotTable/PivotChart • vlookup ReCAP Columbia University

Data: The Usual Suspects • General categories • Illustrate history of facility • Lacks detail and nuance • Provides big metrics we like • Low hanging knowables • How can the data be mined? • Key: Accurate calculation of request rate ReCAP Columbia University

Yawn Boring “Zack, we know we know. Show us something new.” Ok • Request rate calculated by “TIME_SUM” • Item-by-Item analysis • Allows focus on facets of bibliographic data • Begin by looking again at what we’ve seen before… TIME_SUM Calculation in Access ReCAP Columbia University

Request Rate • Primary metric of collection use • Percent of collection requested per year • Target : 2.00% • Target set to estimate staffing and costs ReCAP Columbia University

What is the CUL Request Rate? • 2.06% as of January 2012 • Does not include some staff, Google Book Project, Law, and other small outliers • Grotesque distinction between request and retrieval • Google Project is the Woodstock of ReCAP ReCAP Columbia University

Request Rate by Publication Date • Calculated for monographs with known publication dates between 1850 and 2010 • Volume of pre-1850 holdings is small in comparison and considered outliers • 1850-1990 : 1.74% • 1991-2011 : 6.73% • Increased overall rate attributed new acquisitions sent directly to ReCAP ReCAP Columbia University

Breakthrough • Analyze any point in time, not just summary • Calculate changing rates over time • Faceted, item-by-item analysis • Combination of TIME_SUM and new formula “Can the data get more specific?” Yes • Refined version of old news… ReCAP Columbia University

Breakthrough • Remember chart of request rate by publication date? • It will always look the same - high rate for most recent publications • Conceptually, there is something else going on • Track the request rate of each publication date by fiscal year ReCAP Columbia University

Department Presentations… • …lead to innovation • Examples: • Sciences: roll-out of subject analysis • Area Studies: focus on language, place of publication and high use serials • Opportunities: • Institutional knowledge • Variety of interest • Refining data ReCAP Columbia University

Request Rate by LC Class at Sciences • Iterative process of refining reports and data • Call number added July 2009 • Parsed call numbers added Nov. 2010 • LC/Non-LC (852 i1) added Jan. 2012 • For Avery it was a mess • Hard to analyze departments with non-LC alphanumeric call numbers ReCAP Columbia University

Area Studies and ReCAP • What is Area Studies? • Oops, I didn’t exactly know (it’s not “Lehman”) • Language/subject based selection • Focus on two CLIO locations: • “Area Studies Collection” = off,glx and off,leh • Pamela helped focus topic: language, high-use titles and request rate • New challenge: language codes ReCAP Columbia University

Accessions / Requests by CLIO Location • TOTAL : 1,482,420 / 181,195 (Request Rate 1.90%) • off,glx : 1,267,596 / 155,674 (1.81%) • off,leh : 214,824 / 25,521 (2.74%) “Libraries” consist of multiple CLIO locations (collections) ReCAP Columbia University

EDD (Electronic Document Delivery) • For several years there has been a steady decline for EDD requests • Likely due to e-access to current titles and purchase of backfiles • Individual patrons can have large effect on data (e.g. early 2009) • Pagination now required (August 2009) • Patrons must have active borrowing privileges to request EDD (August 2011) ReCAP Columbia University

High-Use Titles at ReCAP • A high-use title is any title that has been requested 5 or more times since accession • Includes both physical delivery and EDD • Desire by staff to study high-use titles • Initial purpose of ReCAP was to shelve low-use collections • Due to space need, selector decision and patron trends, some titles may be considered higher- or high-use • Excludes: eng, fre, ger and ita ReCAP Columbia University

What’s Up With ReCAP ? Updates and Data Analysis