OCLC Online Computer Library Center NAST Report Attributes

OCLC Online Computer Library Center NAST Report Attributes ALA Midwinter 2007 Meeting January 21, 2007 David Millikin Product Manager, Library Logistics OCLC david_millikin@oclc. org

OCLC Online Computer Library Center Report Attributes – Agenda § Objectives § Methodology § Discussion Group Findings § Storage Facilities Overview § Report Attributes Desired § Attributes Needing Further Discussion § “Nice to Have’s” § Alternative Report Uses § Next Steps

OCLC Online Computer Library Center Objectives § Test usefulness of a report with potential users § Shared database of collections in storage § Offer tools and reports for comparing stored collections across institutions / groups § Libraries could use this information to inform their collection development decision § Determine attributes desired on report

OCLC Online Computer Library Center Methodology § Two Discussion Groups § Current storage issues § Usefulness of report concept § Specific report attributes desired § Review Results § NAST report team § OCLC Collection Analysis, Market & Data Analysis § This advisory group

OCLC Online Computer Library Center Methodology – Discussion Groups § First Group: Members of libraries who are very familiar with discussions § University of California § California Digital Library § Library of Congress § The Ohio State University § Vanderbilt University § Washington Research Library Consortium

OCLC Online Computer Library Center Methodology – Discussion Groups § Second Group: Members of libraries who have not participated in discussions § Boston College § University of Guelph § Purdue University § University of Texas at Austin § University of Washington

OCLC Online Computer Library Center Methodology – Review Results § NAST report team § Melissa Trevvett, Paul Gherman, Constance Malpas, Glenda Lammers § Ensure progress & preview findings § OCLC Collection Analysis, Market & Data Analysis § Glenda Lammers, Rob Ross, Janet Hawk, Joanne Cantrell § Review discussion group findings § Confirm attributes identified are detailed enough to take action

OCLC Online Computer Library Center Methodology – Review Results § This advisory group § Review report attributes § Discuss questionable attributes § Confirm next steps

OCLC Online Computer Library Center Discussion Group Findings – Facilities § Common Findings § All institutions interviewed have stored collections § All institutions circulate stored collections § Exceptions: Photos, Special, Rare Collections § Storage facilities are nearing capacity § Most have plans for increase of storage capacity § Storage initially filled without consistency in selecting items for storage

OCLC Online Computer Library Center Discussion Group Findings – Facilities § Disparate Findings § Facility Layout / Design § Environmental Conditions of Facilities § Weeding Practices of Facilities § Methods of Addressing Space Limitations

OCLC Online Computer Library Center Discussion Group Findings – Report § Institutions employ various techniques to make weeding / collection decisions § Benchmarking § Circulation Statistics § Item Age, Condition § Availability as e-Content (e-Journals; e-Books less frequent) § Preservation Goals § Report would be useful that draws from other institutions’ collection data for weeding and/or collection decision-making

OCLC Online Computer Library Center Discussion Group Findings – Report § Report Attributes Desired § Physical Location / Ownership of Stored Items § Age of Stored Items § Item is in a Special Collection § Condition of Storage Facilities § Physical Condition of Stored Items § Number of Stored Items § Ability to Export Report to Spreadsheet

OCLC Online Computer Library Center Discussion Group Findings – Report § Report Attributes Desired (Policies) § Knowledge of: § Institutions that don’t weed § Formalized lending, weeding & retention policies § Preservation policies § Last-copy policies § Circulation Availability: § Circulation policies (Does the item circulate? ) § Lending policies (How quickly will I receive item I requested; how long will I have the item? )

OCLC Online Computer Library Center Discussion Group Findings – Report § Report attributes needing further discussion 1. Number of Copies per Institution 2. Physical Location of Copies within an Institution § Second Group felt distinction that an item is in Storage versus regular circulating collection is not needed § If it exists within partner’s circulation, assume accessibility to the item 3. Knowledge of Circulation Frequency (low-circulating items)

OCLC Online Computer Library Center Discussion Group Findings – Report § Report “Nice to Have’s” § Knowledge of other institutions’ collection interests § Geographic proximity of other institution § Flag when an item exists in few institutions (rarity) § Scheduled reporting § Consortium-centric reports § Ensure copy preservation within a consortium § Consortial lending agreements § Extra-consortial reports § Preferred partners registry to inform reports

OCLC Online Computer Library Center Discussion Group Findings – Report § Alternative Report Uses § Retention & preservation decisions § Collection development (possibly via integration with ILL policies registry) § Inform other institutions about holdings to increase usage of stored collections

OCLC Online Computer Library Center Next Steps § Confirm questionable report attributes § Identify preliminary steps / groundwork of data / databases needed

OCLC Online Computer Library Center THANK YOU!