Collection Management Procedures for Green Library
Instructions for Subject Coordinators
2005

Introduction

The chart listing curatorial responsibility for various subject areas is found at:
http://www-sul.stanford.edu/depts/green/where/libProgressRpts.html
Each curator listed on the chart is considered to be the Subject Coordinator for that respective area. The Subject Coordinator is responsible for producing a spreadsheet for the entire area.

The instructions on this page are for the Subject Coordinators.

Other curators are welcomed and encouraged to view the spreadsheets for areas in which they have a vested interest but which have been assigned to another curator to be the Subject Coordinator (and thus to be responsible for making the initial selection spreadsheet).
In particular, the Hs and Js, which were done by Tony Angiletta, cover areas of interest to many of us. Tony will accept all reasonable suggestions for items found on those spreadsheets that you feel need to be kept in Green.

Selectors who are not Subject Coordinators should follow the instructions immediately following the chart listing curatorial responsibility. http://www-sul.stanford.edu/depts/green/where/libProgressRpts.html#instruction

Overview

1. The goal of this project is to reduce our holdings in Green Library to 80% of capacity.

2. A website has been devised for this task at http://www-sul.stanford.edu/depts/green/where/relocate.html. Among other things, it will contain spreadsheets for each LC classification area that list items selected to be sent to SAL3.

3. Selectors will *not* place flags in books, but will use the systems-generated circ reports in Excel spreadsheets to do the decision-making. To run a circ report, go to http://jenson.stanford.edu:9817/pls/ora_sul/circ_stats_rpt.request

4. We are looking to maintain a relative sense of equity between areas in terms of the percentage of materials selected to be sent to SAL3. Curators may talk to Assunta about exceptions for certain call number ranges, but the goal should be to reduce your area to 80% as noted in 1 above. That means selecting at least 20% of the items in each range to go to SAL3.

General Selection Guidelines

Use these guidelines to come up with your first cut. They are almost purely “non-intellectual” and designed to make the process as fast and efficient as possible. However, remember there are no rules that automatically send things to SAL3 or keep them in Green without your having to review them. At some point in this process, you will want to scan the titles to make sure nothing is being sent to SAL3 that should be kept in Green.

1. Green items that have not circulated (including in-house use), should be considered as candidates to go to SAL3. Put another way, if any item has circulated in the last fifteen years (we only have circulation data for the last fifteen years), it stays in Green.

2. There will be exceptions for some materials (reference, those that require browsing, etc.)

3. 2000-2005 imprints that have not circulated will automatically stay regardless of country or language. You may wish to expand that date range in some cases.

4. If an item that has circulated is part of a terminal set or a serial, then the entire set or serial stays in Green. (See the exception in the next paragraph)

5. Serials are to be kept together with only one exception. If you wish to send older volumes of a serial title to SAL3, the title may be broken only by keeping the latest 10 years in Green (1996-) and sending the rest to SAL3 (-1995).
If a serial is found in JSTOR, print copies should be sent to SAL3. However, because JSTOR does not have the most recent issues, we will need to keep the “latest 10 years” here at Green.

Spreadsheet Procedures

In order for selectors' decisions regarding the disposition of Green materials be carried out properly and efficiently, it is crucial that these decisions be recorded in a clear and consistent manner. Therefore, please follow the instructions below carefully when recording your decisions in the spreadsheets.
These spreadsheets should list items being selected for SAL3. They should not include items that will stay in Green. (See Section 5 below for guidance on how to sort the finished spreadsheet) They may list items to be discarded or transferred.
.

1. Request Circulation Reports

For monographs:

Use the "Circulation counts for each copy" report as the basis of the spreadsheet that will contain your decisions. Do not use the "Circulation counts for each title" report for this purpose. The "each copy" report lists each volume within a multi-volume set or serial, and includes the barcode of the individual volumes. For subsequent flagging and record updating, it is important to have selectors' decisions at this (i.e. individual volume) level.

For serials:

Use the “Circulation counts for each title” report.

2. Marking the Spreadsheet

Use Column A ("Selector's Decision") to record your decision.

Use the following color codes, which correspond to the colored flags that will be inserted into the items for the movers (i.e. write the word "blue" in column A for volumes you wish to transfer to SAL3):

Blank (i.e. nothing in column A) = Retain at Green
Blue = transfer to SAL3
Cherry = transfer to another specified campus location
Green = withdraw
Ivory = transfer to SAL3, page to Spec. Coll. only
Purple = transfer to SAL3, page to specified library only
White = latest 10 (1995+) years of active LC serials only, send earlier volumes to SAL3

Please do this for *each* volume in a multi-volume set.

Note: If you have dozens or hundreds of consecutive items in column A you wish to mark with the same color code, it is not necessary to type in the specified color in each cell. You may type in the color code into the first cell. Then select it along with the rest of the consecutive cells in the column you where you wish to show the same code. Go up to the toolbar and click on “edit,” then click on “fill,” then click on “down.” That will mark all those cells with your selection.

Use COLUMN B ("Note") to record additional information that elaborates on the decision recorded in column A.

(a) For items for which the decision in column A is "cherry", input the "transfer to" location here.

(b) For items for which the decision in column A is "purple", input the "page to" location here.

(c) For SERIALS: use this column (B) to record retention information (e.g. Latest 10 years, or, Latest 10 years/JSTOR)

For current serials, volumes published before 1996 (last ten years) may be selected to go to SAL3. Do not break a serial title at another date.
Otherwise, either retain all volumes of an inactive serial title in Green or select all volumes to be sent to SAL3.

There are four categories of serials and what we expect the outcome to be:
1. Inactive serial – No circulation – Goes to SAL3
2. Inactive serial – One or more circulations – Stays in Green
3. Active serial – no circulation – Stays in Green
4. Active serial – One or more circulation – Stays in Green

The “Latest 10 years” note may apply to any of the four categories. By “Latest 10 years”, we mean 1996- stays. 1995 and before goes to SAL3

Classed-together analytics may be split. However, terminal sets (e.g. a 12 volume encyclopedia) should not be split.

Include your initials in Column C.

3. After you have finished marking the spreadsheet (blue, green, blank, etc.), please email a copy to Christopher Matson (cmatson@stanford.edu). Retain the items staying in Green on this spreadsheet. In the subject line of your email, please include the LC classification (e.g. BM relocation decisions)

4. Prepare the spreadsheet for mounting on the website.To make the process more manageable, we are only showing those items selected to go to SAL3. Sort all items in the spreadsheet by Column A (“Selector’s Decision”). Delete any rows that have a blank in Column A.

5. Email your “prepared” spreadsheet to Christopher Matson (cmatson@stanford.edu) who will mount it on the website. NOTE: Include only those items that have been selected to go to SAL3. Do not include items selected to stay in Green

6. Notify your faculty that the spreadsheet is available for them to examine. C-Lib approved our Collection Mgt. plan in December 2003. That document may be found on the website. If your faculty have not already seen this document, please feel free to share it with them as part of your discussion of the collection management process.
Since technical services will not be flagging books in Green until just before they are to be moved to SAL3, you will need to share with faculty the circ reports (Excel spreadsheets) that you are using to make your decisions regarding materials in Green.

7. Send an email when your work is finished.

After you have incorporated faculty and staff recommendations and are satisfied that this is the final spreadsheet, once again sort all items in the spreadsheet by column A (“Selector’s Decision”). Delete any rows that have a blank in this column. The remaining rows represent items that require follow-up processing by technical services staff.
Send an email to finalcollmgmtwg@lists.stanford.edu to say that your spreadsheet is finished, that you have contacted faculty and the faculty have approved the selections, and that technical services may begin to begin its work. This email will go to Assunta, Regina Wallen, Benjamin Stone, Sarah Seestone and Christopher Matson.