Finding the Easy( er ) Button: Simplified Withdrawals for a Multi-Campus Library System

Finding the Easy(er) Button: Simplified Withdrawals for a Multi-Campus Library System

Sofia Slutskaya and Amy Eklund, Georgia Perimeter CollegeGUGM, Middle Georgia State College, May 15, 2014

GPC Background

17K FTE, 5 campus libraries, central tech svcs

Count of Withdrawn Items, by Fiscal Year

FY10

FY12

FY14 (to 4/1/14)

0 2,000 4,000 6,000 8,000 10,000 12,000

Roles in WD Process

Stack maintenance

Marking item records WD using Circ. Pick & Scan

Physical removal of items

Campus Library

StaffReports

Catalog maintenance (Bib and Holdings)

OCLC holdings maintenance

Technical Services

Staff

WD Process Steps, Before 2012 & AfterWD item status/temp location

applied at campus (Pick & Scan)

Access report run on item status “withdrawn”

MANUAL: Items deleted; holdings and/or bib

suppressed

Holdings removed in OCLC as necessary

WD item status/temp location applied at campus (Pick & Scan)

Access report run on item status “withdrawn”

AUTOMATED: Barcodes to Location Changer; perm.

location set to WITH, holdings and/or bib suppressed

MANUAL: Serial and multipart items spot checked/ edited

Holdings removed in OCLC as necessary

Policies/Procedures Links• Georgia Surplus Property Manual (may be different

applications at each USG institution) See 17.1 “Other Disposal Methods” and 17.4 “Unique Disposal Items – Books” http://doas.ga.gov/StateLocal/Surplus/Docs_Surplus_General/GASurplusPropertyManual.pdf

• GPC Circulation Policy Manual: Collection Management http://guides.gpc.edu/content.php?pid=78796&sid=583626

• GPC Collection Development Policy: Deselection Criteria http://guides.gpc.edu/content.php?pid=109251&sid=2479714

• GPC Creating Lists in Pick and Scan http://guides.gpc.edu/loader.php?type=d&id=1108309

• GPC Marking Items Withdrawn in Pick and Scan http://guides.gpc.edu/loader.php?type=d&id=27532

• GPC Technical Services Procedure for Withdrawals http://guides.gpc.edu/loader.php?type=d&id=857266

WD Reports

Totals

Monthly Reports by

FY

WD Reports • Item count (Campus

and Total )• Items titles and

barcodes

Also by material type

Pick and Scan

Done by campus circ staff

WD Status in OPAC

GIL Classic Display

GIL-Find Display

WD Status in Circ.Still connected

to a patron record

Fines, fees, due date and other

circ. information is still attached

Gary Strawn’s Location Changer -http://www.library.northwestern.edu/public

Profiles for different

tasks

Change big batches of

records

Barcodes (from WD reports )

Gary Strawn’s Location Changer

Both suppressing and deleting is

available

Items statuses can be changed

Location Changer Logs• OCLC deletes.txt• VgerLoc.20140501.080903.Log.txt

Pros & ConsSaving staff time for both access services and technical services staff

Items remain connected to patron records if lost/have overdue fees

Faster removal of WD items from OPAC

File of OCLC #s

Human errors

Inconsistent with handling MFHDs with multiple holdings

Will not process items that are On reserve or Scheduled

Amy Eklund [email protected] Slutskaya [email protected]