Putting the Puzzle Together: Managing a Floating Collection

PresentersPresenters

• Ann Cress, Deputy Executive Director, Jefferson County Public Library

• Rhonda Glazier, Collections Manager, Jefferson County Public Library

• Linda Raymond, Materials Manager, Charlotte Mecklenburg Library

AgendaAgenda• Introductions• Floating Collections • Conversion Process• Break (around 10 AM)• Collection Management • Discussion/Questions• Wrap-up

• 10 Libraries

• Population: 548,000

• County size: 774 square miles

• Floating collection since 1994

• Collection: 1.2 million items

• 2009 Circulation: 7 million

• 2009 Filled Holds: 1.6 million

• Materials budget: $3.7 million

850,000 residents

2

24 Library Locations

2009-2010Operating Budget $32.9 M

Materials Budget $2.7 M

7,300,000 Circulation - up 7.6%

190,000 items added - down 8%

450 Staff

1.6 million volumes

Linda RaymondMaterials Manager at CML since 2003

•Centralized Selection•Outsource cataloging and processing with B&T •Began Sharing all items 1/2007•Population size 850,000

Elements of a Floating Elements of a Floating CollectionCollection

• One collection• Items float freely• Material remains at the location

where it is checked in• Materials movement is generated

by hold requests• Patron-centered collection

management system

Floating Collection Floating Collection RequirementsRequirements

• Holds system• Delivery system• ILS partnership• Good communication mechanisms

Issues And ChallengesIssues And Challenges

But what about….

How will I find…

Floating/Sharing ?Floating/Sharing ?

Benefits of SharingBenefits of Sharing

• One system • Reduced delivery

volume • Increased volume of

materials at all locations as a result of materials not being in transit on a delivery truck.

• Increased circulation • Distribution of materials

based on customer interests in certain locations.

• Time saving for staff who check in materials

• Time and budget savings for Collection Management

• Customers are minimally impacted

What we will NOT Share:What we will NOT Share:

• Reference, Docs, NCR • ML materials 5 years and older• Carolina Author collection • Crossroads Cafe, English Tutoring Program• Browsing Magazines • Circulating Encyclopedias• Book Club Kits• Storytimes to Go• CKT print• IMG Parent Teacher Collection

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FIRST DAY INSTRUCTIONS FOR OUR SHARED COLLECTION – January 2, 2008Be sure you have logged Horizon off and on again before beginning.

Remember starting today, it’s yours! Watch the screen when you check in an item, Horizon tells you if it needs to be sent somewhere. Because: There is no permanent owning branch unless it is on this list:

What NOT to ShareReference, Government Documents, NCR, ML Stacks, Think College/Career CenterML materials 5 years and olderCarolina Author collection World Language Center, Crossroads Cafe, English Tutoring ProgramFRL curriculum Browsing Magazines Circulating EncyclopediasBook Club KitsStorytimes to GoCKT printIMG scriptsProfessional Library MaterialsAdult Outreach / Group ServicesYouth Services

Items belong to the system not your branch.Remember:

You do not have to mark out the location.Check for condition before you put it on a cart. Weed if you would not want it in your home. Follow established weeding and mending procedures.When shelving always shift if needed to ensure some shelves are not over-crowded.ALL staff members are to be aware of what is in the stacks.

Need more info? Check email sent to all staff 12/26/07.

Questions? Check http://intranet.plcmc.lib.nc.us/shared/ / or email share@plcmc.org

Sub-Teams for Best Practices

Implementation

Re-distribution

Branch Holds Returns +/- CD's Shelving Needs +/- %CKO Impact

BC 33 38 1.15 402 38 40 + 16 OK

BFR 35 133 3.80 1969 180 197 + 20 MEDIUM

CA 13 24 1.85 652 27 65 + 30 LOW

COR 13 31 2.38 772 84 77 - 22 OK

D 11 19 1.73 808 42 80 + 19 LOW

FRL 44 47 1.07 1282 8 128 ? 22 OK

HG 11 34 3.09 554 27 55 + 26 LOW

IB 46 141 3.07 2025 109 202 + 34 LOW

IMG 27 76 2.81 1143 19 114 ? 43 LOW

MH 55 69 1.25 1903 33 190 ? 38 OK

ML 122 296 2.43 6007 202 600 ? 14 OK

MOR 53 212 4.00 2533 144 253 + 29 MEDIUM

MPK 12 25 2.08 618 12 61 ? 31 LOW

MS 31 76 2.45 1819 59 181 ? 39 LOW

MTI 13 17 1.31 917 40 91 + 37 OK

NCO 63 118 1.87 3434 165 343 + 30 LOW

PM 47 62 1.32 1138 40 114 ? 37 OK

SC 7 16 2.29 669 42 67 + 30 LOW

SOR 55 252 4.58 3240 156 324 + 49 High

ST 10 34 3.40 1304 66 130 + 39 MEDIUM

SUG 26 37 1.42 1115 123 112 - 24 OK

UC 45 122 2.71 3036 75 304 ? 44 LOW

WBL 34 40 1.18 1345 140 134 - 16 OK

Redistribution Spreadsheet

Re-Evaluate

Lessons Learned

Articulate Advantages of Articulate Advantages of Maintaining the Collection Maintaining the Collection

• Facilitates optimal use of the collection• Positively impacts library funding

Create OwnershipCreate Ownership

• Make all staff responsible for the collection

• Encourage staff to identify gaps in the collection

• Change the discussion

Selection ChangesSelection Changes

• Policies and guidelines need to reflect a floating collection

• Copies bought to meet demand, location irrelevant

Selection ChangesSelection Changes

• Budget needs to reflect a floating collection

• How the money is allocated may change

• Who is responsible for a budget line may change

Traditional vs. Floating Traditional vs. Floating Collection SelectionCollection Selection

Weeding is EssentialWeeding is Essential

• Find the best weeding strategy for your library

Know Your Weeding Know Your Weeding PhilosophyPhilosophy

• Weeding consistent with service objectives

• Collection weeded in a timely manner

Be Aware of Road BlocksBe Aware of Road Blocks

• Belief that one method is better than another

• Lack of guidelines for what, how and when• Lack of training

What Will Work For You?What Will Work For You?

• ILS reports• 2-year no circ reports• Circulated over “x” number of

times

• Customized reports

More Ideas!More Ideas!

• More customizable/useable reports• Ratio of circulation to number of copies

reports• Distribution reports – to enable staff to move

materials to other libraries or weed• Weeding guidelines inserted at time of order• Weeding location for bestsellers

Traditional vs. Floating Traditional vs. Floating Collection WeedingCollection Weeding

Number of copies dependent on entire system – not dependent on location

Weeding StrategiesWeeding Strategies

• Pull lists

How Pull Lists WorkHow Pull Lists Work

• Once a week a list of all items with a pull code is sent to each location

• Staff in the libraries pull items on the list from the collection• Front line staff have the authority to override a

pull code

• Materials are stamped weeded and boxed for the book sale

Using Weeding ListsUsing Weeding Lists

Disadvantages of a Weeding ListDisadvantages of a Weeding List

• Time• Staff intensive• System wide approach – doesn’t

respond to individual location’s collection

Weeding TeamsWeeding Teams• Teams that travel between the different

branches – and do the weeding instead of regular staff in that branch

Weeding Teams…..Weeding Teams…..

Advantage of Weeding TeamsAdvantage of Weeding Teams

Disadvantage of Weeding TeamsDisadvantage of Weeding Teams

• May cause localized weeding• Not all locations can be weeded at the same

time

EXPECT THE EXPECT THE UNEXPECTED!!!UNEXPECTED!!!

CONTACT INFORMATIONCONTACT INFORMATIONAnn Cress

Deputy Executive DirectorJefferson County Public Library

Ann.Cress@jeffcolibrary.org

Linda Raymond Materials Management Manager Charlotte Mecklenburg Library

lraymond@cmlibrary.org

Rhonda GlazierCollections Manager

Jefferson County Public LibraryRhonda.Glazier@jeffcolibrary.org

BREAKBREAK

Communication is Key Communication is Key • Transition of staff was longer than initially

thought• Three stages of transition

• Buy-in at the beginning, tweaking processes and procedures, ongoing maintenance needs

• Staff need to be able to articulate the advantages• Staff need to stay connected to the collection

• Maintaining ownership key to collection maintenance• Advantages need to be articulated to your library

board and community

Moving ForwardMoving Forward• Articulate the patron benefits & business

reasons to…EVERYONE• Recognize that this is a major transition and

plan accordingly.• Acknowledge the myths and address them

head on.• Involve staff leaders/influencers in the

planning• COMMUNICATE