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Count of Withdrawn Items, by Fiscal Year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Access report run on item status “withdrawn”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Access report run on item status “withdrawn”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• GPC Marking Items Withdrawn in Pick and Scan http://guides.gpc.edu/loader.php?type=d&id=27532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]