Getting It System Toolkit: The GIST Gift & Deselection Manager: Redesigning gift and weeding work-flow in the library Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan GIST Team The State University of New York (SUNY) at Geneseo Charleston Conference: Issues in Book & Serial Acquisition November 6, 2010
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Getting It System Toolkit:
The GIST Gift & Deselection Manager: Redesigning gift and weeding work-flow in the
library
Tim Bowersox, Cyril Oberlander, Kate Pitcher, Mark Sullivan
GIST Team
The State University of New York (SUNY) at Geneseo
Charleston Conference: Issues in Book & Serial Acquisition
November 6, 2010
What is the GIST Gift and Deselection Manager (GDM)?
GIST GDM
3
The Getting It System Toolkit (GIST) focuses on optimizing workflow by leveraging systems to do more work while reducing the staff time necessary to make informed decisions and process materials. Free Open-source standalone software Customizable configurations Automate evaluation and other
processing Streamline decision-making and gifts &
deselection workflow
GIST GDM
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GDM is designed to manage and streamline library work-flow for processing gifts and evaluating materials for weeding.
How? By using… Web services data from Amazon.com, Better
World Books, Google Books, Hathi Trust, OCLC, and your catalog
Select Donor
Wand in ISBN, or OCLC#, or do a Title Search for donation
Item Information:Amazon Price;Full-text: Google & Hathi Trust;Better World Books acceptance of Library discard
Holdings Information:• Held Locally – do you hold work
(FRBR-ized)• “IDS” or Group 2 is a configurable
set of OCLC symbols like consortia or local area. (FRBR-ized)
• “NY OCLC ILL Libraries” or Group 3 is a configurable set of OCLC symbols like a state. (FRBR-ized)
• Local Catalog link and imprint to compare editions of gift & holdings.
• Worldcat Link to the right
Item Views:• Conspectus
(subject analysis)
• Collection (donation collection)
• MaRC record• Book Lists –
awards & custom book list alert serviceConspectus View: is your subject and configurable decision weighting tool
• Subject analysis matches on LC and Dewey, best matching conspectus values utilized.
• Collecting level evaluates item against configurable level of interest in growing the collection in this subject area.
• Uniqueness evaluates item against configurable level of interest in duplicating your holdings. (group 2 & 3 holdings matter to weighting, but not uniqueness)
• “If Newer Than” limits, by a factor or strictly, by the publication dates of donated works.
• “If Older Than” limits, by a factor or strictly, by the publication dates of donated works.
• As you process gifts, you can adjust factors and re-caculate the weighting to see the effect on the recommendation.
• The navigation bar at the footer allows you to view multiple conspectus values, if applicable.
Recommendation based on Conspectus and Weighting• Do not keep • Keep• Options:
What criteria are most important to you for determining…
Accept this Gift
?
Conspectus: your collection building profile
GIST Gift Manager WeightingIs “If
Newer Than” or “If Older Than” a
strict value?
Does the item fall
within the strict date
range?
Yes
Set preliminary weight to
500Yes
Set preliminary weight by age of
item and “If Newer Than” and “If Older
Than” preferences
NoNo
Do more than 50 Group 3 libraries own the item?
Adjust pWeight by number of Group 2
holdings + 150
Adjust pWeight by number of
Group 2 holdings + 2x the number of
Group 3 holdings
Yes No
Is the Deselecti
on Manager activated
?
Adjust pWeight if date within “If
Newer Than” and by
uniqueness and collection level
Adjust pWeight for
local holdings, uniqueness,
and collection level
Is pWeight
less than 1?
pWeight = 1
Divide 10,000 by pWeight to
obtain weighting
score
Yes
No
Yes No
Donor
Reviewer: review at your own risk
Reviewer Queue: processing delays
Questions about the Gift Manager…before we head to Deselection
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GIST Deselection Manager: item by item
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GIST Deselection Manager: Batch Analysis Batch deselection1. Import ISBN &/or OCLC# using an ILS report (e.g.
0 or low use report as a simple delimited file)2. Run Batch Processing – GIST exports Excel file.3. Review GDM data: Free full text, price, accepted by
Better World Books, regional holdings, & more.4. Sort by values, make decisions, then… 5. Batch remove from OCLC using Connexion (or convert records for full-text holdings?)
Possible Uses: • Book and journal overlap
analysis• Identifying works to
digitize• Identifying materials for
special collections
Extreme Weeding + Extreme Gifting
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13 % of titles in storage are available FULL-TEXT through Hathi Trust digital repository
31,436
4,136
SUNY Geneseo weeding project
Total titlesHathi Trust
GIST GDM & JSTOR Analysis
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Stats at Milne Library, SUNY Geneseo so far…
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July 1 – November 1, 2010 Gifts Processed using GIST GDM