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!