STAFF RESOURCES

Minutes of August 6, 2014 meeting

Present:
Robert Krack (co-chair / Alexander), Soo Lee (Kilmer), Irina Radeva (Alexander), Fred Onorato (Alexander), Anthony Timek (LSM), Devin Gingery (Chang/Douglass), Elsa Alves (Institute of Jazz Studies), and Jimmie Staton (Smith Library), Betty Ciallelo (Smith Library)
Absent:
Andy Martinez (co-chair / Douglass), Jamie Smith (DTS), Theresa Macklin (Robeson)

Information Sharing

Please see end of minutes.

I. Unification of Statistics (Rob)

Everyone should use the same main form saved to a common network drive. Using a form already created and familiar to the person entering the statistics is fine, but the info must be transferred to the central statistics pages which are located on the Chang common drive. The current file path is:
\\changlib\common\NB Col Mgmt Group\Statistics\CMG Stats 14-15

Rob suggested linking current forms to the central pages on the Chang T-Drive so that they automatically update whenever information is added. The forms would have to be added to network drives so that they would be available to update the central pages, but shortcuts could be created on desktops to make them easy to access. Annual Report changes: Starting this fiscal year (2014-15), each library will have a spreadsheet, which will be linked to the stats form.

A. Key Statistics

1. Shelving: Rob emphasized that we shift our idea of shelving from one that deals with quantities to one that deals with quality. Other activities Collection Management activities concentrate on the quality of service we provide to patrons. Rob mentioned a YouTube video posted by a dissatisfied patron several years ago who could not find a book at Alex and how changing the focus of shelving to concentrate more on accuracy than speed helped reduce missing books and increase patron satisfaction at Alex.

2. In-Processing: This is a record of the number of items added to a unit, usually by item-type and call class. It is essential for using the space management database as it is needed for analyzing remaining free space in our collections. Each unit should evaluate their LC call number divisions to see if any adjustments should be made to the spreadsheet to better represent their collection.

3. Searching: There are several types of search lists. However, the annual report combines them and distorts the accuracy and effectiveness of searches. Rob suggested removing the "Total all searches" feature in the annual statistics as it did not accurately represent the results of our searches. Different types of searches would instead be represented separately to better demonstrate the effectiveness of each task.

a. Lost-Paid and Lost-Replace: Items on these lists have been paid for or replaced by patrons. If books appear on these lists we may have to offer refunds to patrons who may have paid for materials that they returned in good faith. We should not find items on either of these lists, as it means we were not diligent enough in our claims returned searches.

b. Stack Checks: Used mainly to find claims returned items or items that are on-hold for a patron. Although all RUL units search for these items, they can only be at one unit. So, the 'Not Found' rate is exaggerated in comparison to the searches.

c. Missing Book Form: The form is manually filled out when a patron cannot find an item that should be available. We need to improve the process, which Irina will look into. Many stacks checks are initiated without using this form, so missing book forms are only filled out after we have initially tried to find the book, skewing our results into the negative.

d. Claims Returned: some units keep track of this separately. Rob will talk to billing regarding the usefulness of this statistic.

e. Quarterly Missing Lists: These searches are essentially duplicates of items that were previously searched on monthly missing book lists. Items that were previously found would not appear on these lists, but items that could not be found re-appear. The likelihood of finding these materials is greatly diminished as they have already been search 2-4 times already (depending on the individual library's ability to do multiple searches.)

4. Shifting: This is when we move books from areas of high density into free space. We record which areas of a collection (call number or periodical title), how many sections (formerly faces) were moved, and time spent. Time is recorded in man-hours (2 people X 1.00 hour = 2.00 hours.) As we spend a significant amount of our resources on any shifting project, it is important to record our work on them.

5. Shelf Reading: shows active maintenance of our collections. Shelf reading statistics can also be used to gauge if a library needs to spend more time on shelf reading their collections.

6. Adopt-A-Shelf: a new program started at Alex (see July 16, 2014 meeting notes), this category will be added beginning with the 2014-15 annual report. Other units have expressed interest in begging this program.

B. Summary

  1. Centralize where stats are stored
  2. Standardize how stats are kept
  3. Ten years' worth of stats will kept in the current spreadsheet/annual report. Older than ten years will be in prior annual reports.

II. Space Management Database - Math Library Update (Rob)

L. Melanie Miller finished with measurements and entering them into the database.

Math Library is 94.88% full, according to their recently completed database. This indicates a severe shortage of free space compared to the recommended maximum of 86% full. Melanie is working with Mei Ling at Math and they are looking into ways of creating more free space (transfers, weeding, etc.)

Information Sharing

Alexander

Institute of Jazz Studies

Kilmer

LSM



 
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