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W-FL BOCES SLS Tips for inventory and weeding Katherine Hammill, W-FL SLS Coordinator, May 2014
W-FL BOCES SLS Tips for inventory and weeding
Katherine Hammill, W-FL SLS Coordinator, May 2014
Table of Contents
I. Library Collections and the APPR
A. SLMPE Rubric
B. NYSED Rubric/Standards
II. Best practices for inventory
A. What is inventory?
1. When to complete inventory?
2. Who can complete inventory?
3. How frequently should I do inventory?
B. Getting ready
C. Inventory Quick Start
1. Mandarin M3
2. Mandarin OASIS
D. Uploading data
1. Mandarin M3
2. Mandarin OASIS
E. Running reports
III. Best practices for weeding
A. Why weed?
B. Weeding criteria
C. Book conditions
Note:
In order to assist in the process of inventory, the W‐FL BOCES SLS has purchased one new tricode scanner for each
district. Tricode scanners will be housed in one school library at each district, but is intended to be shared with all
schools in the district. Additional scanners are available to borrow or purchase through the W‐FL BOCES SLS.
Please contact Sue Marcano [email protected] or Toby Gardner [email protected] for inventory needs, or call the
Edutech Help Desk at 1.800.722.5797. If you have any further questions, please contact Kate Hammill, SLS Coordinator, at
[email protected] or 315.332.2100.
To access guides & information for Mandarin (M3 and Oasis) tools and reports, go to
the Mandarin site: http://www.mlasolutions.com/
Username: wfl
Password: boces
I. Library Collections and the NYSED rubrics A. SLSA & NYLA‐SSL School librarian rubric
http://usny.nysed.gov/rttt/teachers‐leaders/practicerubrics/Docs/nyla‐rubric.pdf
In this rubric (adopted from Danielson), the
need for active collection development, and
thereby inventory and weeding, is referenced
in the following standards/categories:
1.3, 1.4, 1.5, 6.3 & 6.4: Independent Reading: Librarian provides materials and fosters independent
reading to support the curriculum, reading for enjoyment, and lifelong learning
1.1, 12 & 1.3: Differentiated Materials and Instruction: Librarian effectively embraces all
learning models (and builds collections) to reach all students
4.1, 4.3, 4.4 Library Facility: Librarian plans instruction, library space, and resources to meet
students’ cognitive, language, social, emotional and physical needs
4.2 Equitable Access: Library provides equitable access to information, literature,
and resources and extends the access beyond the school day through
technology
4.3 Collection Management: Librarian develops and manages the collection to
provide access to multiple perspectives and complex text and to meet diverse
student interests, needs, languages, and cultural backgrounds
B. NYSED SLMPE Rubric http://www.p12.nysed.gov/technology/library/SLMPE_rubric/home.html
Distinguished Proficient Basic Below Basic Examples
Resources and Materials
Student needs for learning resources are
met through well developed collections
of materials in a variety of formats
Comprehensive up-to-date collections in multiple formats are built collaboratively on Board-approved policy and evaluated continuously to support Standards, curriculum and diverse learning needs; weeded collection holds 15-25 print or electronic titles per student.
Up-to-date collections in multiple formats are developed with Board-approved policy to support the Standards and curriculum, with some faculty and student input; the weeded collection holds 10-15 print or electronic titles per student, including resources for students with special needs.
The collection is built following a district-approved selection policy and weeded regularly; average age of non-fiction materials is less than 15 years old; the weeded collection holds 5-9 print or electronic titles per student.
Aged collections in disrepair do not support Standards, curriculum or diverse needs, with little weeding, analyses, or collaboration in development; average age of non-fiction is over 20 years old; the weeded collection holds fewer than 5 print or electronic titles per student.
publicized policies governing selection and deselection
student and teacher evaluations of collections
published collection analyses cooperative purchasing resource sharing automated circulation system library catalog on Internet
What do these rubrics tell us? “Distinguished” and “Proficient” libraries have resources and materials that are up‐to‐date, support
curriculum, are diverse, and are regularly weeded and that “Highly effective” and “Effective” librarians
select materials, conduct inventories, analyze collection data & practice regular weeding in order to
maintain relevant and useful collections that positively impact student achievement and promote
literacy…it’s good librarianship, and helps to promote our libraries & library programs
II. Best Practices for Inventory A. What is inventory?
“Inventory is the process of checking the library's actual holdings against the online catalog to make sure
that the catalog is accurate. It allows the library to eliminate from the catalog items that have been lost,
stolen or misplaced.” http://www.mpc.edu/information/accreditation/Standard%202C/Collection%20Development%20Invventory%20Weeding%20Collection%20Management.pdf
1. When to complete inventory?
Inventory can be approached in different ways, and should be done in the way that best needs of you
and your library. Some librarians choose to complete inventory at the end of the school year. Other
librarians choose to complete inventory, in chunks (partial inventories), throughout the year.
2. Who can do the inventory?
Inventory schedule/needs should be determined and planned by the librarian, but actual scanning can
be completed by the librarian, library staff, such as TA’s or clerks, parent/community volunteers,
and/or other school support staff.
3. How frequently should inventory be done?
Inventory should be completed at least every two years, although you may choose to conduct an
inventory yearly, in order to maintain accurate records.
B. Getting Ready for Inventory http://www.esc11.net/cms/lib3/TX21000259/Centricity/Domain/73/Best%20Practices%20for%20Inventory.pdf
Step One: Create an inventory schedule 1. Determine who will be conducting inventory (i.e. librarians, aides, parent volunteers, etc.). 2. Determine when you are going to conduct inventory. 3. Decide if you want to inventory part(s) of your collection, or your whole
collection
Step Two: Prepare your collection 1. Return all items to their proper places. 2. Catalog any new books or items, so they will be in the system. 3. Review the resources below in order to get an overview of the basics for
performing inventory. Step Three: Prepare your equipment Identify how you will scan barcodes. The options are:
Tricode scanner (wireless)
Barcode scanner attached to a computer or laptop
Wand
C. Conducting Inventory Inventory should be integrated into the regular activity of managing a library collection. Inventory does not have to be an overwhelming task. Section the collection into manageable portions. Choose a portion of the library to inventory. For example, select the picture book
collection (Call number E). Many libraries remove selected Circulation types (Equipment, Bookroom). Portions of the collection can be scanned and inventoried in a timely manner. http://www.monroe2boces.org/techServices.cfm?subpage=2470.
For helpful information about conducting an inventory with a tricode scanner, please go to the W‐FL BOCES website and click on the following link on the Automation page: http://www.wflboces.org/files/filesystem/TricoderInventoryProcedure.pdf
1. For additional information for M3 inventory, go the MLA solutions website and click here: http://www.mpc.edu/information/accreditation/Standard%202C/Collection%20Development%20Invventory%20Weeding%20Collection%20Management.pdf
2. For additional information for Oasis inventory, click here:
http://mantech.mlasolutions.com/mantech/howto/Oasis%20Users%20Guide%20‐%20Using%20Inventory.pdf
D. Uploading data For information about uploading data, please go to the W‐FL BOCES SLS webpage and click here…
http://www.wflboces.org/files/filesystem/ReviewingData.pdf
E. Running reports Both Oasis and M3 Inventories allow you to conduct a full or partial inventory of your library’s holdings. Once the inventory procedure is complete, the Inventory module compares the results to the contents of the holdings database, producing nine reports. These reports detail all aspects of your library’s collection and provide in depth statistical information. After the reports are compiled, they can be printed to reconcile the inventory. If inventory cannot be completed at one time, the items that have already been processed can be saved and retrieved in order to continue the inventory process at a later time. (http://doc.mlasolutions.com/oasis_user_guide/using_inventory.htm?ms=AAAA&mw=MjQw&st=MA==&sct=MA==) (http://www.mlasolutions.com/mandarin‐m3‐‐ inventory)
Newly Found Items Missing Items Items with Invalid Barcodes Misplaced Items Loaned Shelved Items No Barcode Items Duplicate Barcode Items Out of Range(s) Items Inventory Statistics
For assistance with inventory and/or inventory reports, contact Sue [email protected] or Toby [email protected] or call the Edutech Help Desk, 800.722.5797
III. Best practices for weeding “A good library collection is like a good haircut. It’s not what you cut—it’s what you leave.”
Anne Felix, Grand Prairie (Texas), Public Library System (https://www.tsl.texas.gov/sites/default/files/public/tslac/ld/pubs/crew/crewmethod08.pdf)
A. Why weed? Six benefits: Adapted from https://www.tsl.texas.gov/sites/default/files/public/tslac/ld/pubs/crew/crewmethod08.pdf
1. YOU SAVE SPACE. Good practice says that shelves should never be more than 85% full (and 75% is even better). Weeding allows you to maintain the open, friendly appearance that is the hallmark of a good library.
2. YOU SAVE THE TIME of patrons, staff, and best of all, yourself. Shelves crowded with ragged books with illegible markings cost time.
3. YOU MAKE THE COLLECTION MORE APPEALING by replacing ragged, smudged books and unattractive rebinds with attractive new books. It is better to have fresh air and empty space on the shelves than to have musty old books that discourage investigation.
4. YOU WILL ENHANCE YOUR LIBRARY'S REPUTATION for reliability and currency and build trust. Patrons expect that library materials are selected by experts and that the information is up‐to‐date and reliable.
5. YOU WILL KEEP UP WITH COLLECTION NEEDS. Library staff that weed continuously have greater knowledge of the collection.
6. YOU HAVE CONSTANT FEEDBACK ON THE COLLECTION'S STRENGTHS AND WEAKNESSES. This information can be helpful when making decisions about purchases.
B. Criteria for Weeding The decision by the library staff to weed materials will take into consideration the following criteria:
obsolescence of the content;
physical state of the material;
availability of hardware and software to support the item;
adequate use for curriculum support.
C. Book conditions 5 conditions listed below should help in weeding library materials:
Adapted from http://www.mpc.edu/information/accreditation/Standard%202C/Collection%20Development%20Invventory%20 Weeding%20 Collection %20 Management.pdf
1. Condition: If a book is in poor condition, it may be considered for removal depending on your ability and willingness to mend it. Problems to watch for include:
broken spine
fragile or brittle paper or bindings
bent corners, torn or missing pages
defaced pages or covers
insect or mildew infestations and books that are just plain worn‐out.
2. Age: Evaluating an item's usefulness based on its age is a tricky issue for books. Some questions to ask when considering age as a reason to withdraw an item:
Is the book so fragile that it can't withstand normal library use?
Does this item have local historical value? If so, perhaps it should be given to the local historical society.
3. Frequency of Use:
When was the last time an item circulated?
How often is it used in the library?
If you want to keep the item, perhaps it could be moved to a more visible or attractive location.
4. Multiple Copies: Sometimes you will discover that you have many more copies of an item than you realized.
5. Currency/Accuracy:
When evaluating currency, the key issue is relevance.
History books may not be especially current, but if they are still relevant they should be kept.
Materials on computers, law, science, technology, health and travel on the other hand, need to be current to be useful.
Fiction can become outdated, too.
Please call the SLS Department, 315.332.2100 with any further questions &
thank you for all hard work that you do! Katherine Hammill, SLS Coordinator, [email protected]
