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Print Journal Analysis and Journal Removal Projects View metadata, citation and similar papers at core.ac.uk brought to you by CORE provided by University of New Mexico University of New Mexico UNM Digital Repository Projects Health Sciences Library and Informatics Center Winter 12-19-2019 Print Journal Analysis and Journal Removal Projects Robyn M Gleasner Follow this and additional works at: https://digitalrepository.unm.edu/projects Recommended Citation Gleasner, Robyn M. "Print Journal Analysis and Journal Removal Projects." (2019). https://digitalrepository.unm.edu/projects/1 This Report is brought to you for free and open access by the Health Sciences Library and Informatics Center at UNM Digital Repository. It has been accepted for inclusion in Projects by an authorized administrator of UNM Digital Repository. For more information, please contact [email protected], [email protected], [email protected]. Print Journal Analysis and Journal Removal Projects Authored by: Karen McElfresh, Resource Management Librarian Robyn Gleasner, Library Operations Manager December 19, 2019 Print Journal Analysis Objectives Our main objectives were: 1. To analyze the print journal holdings to determine which titles should be retained, donated, or discarded. 2. To develop a plan for retaining, removing, and consolidating selected material on both the 3rd floor of the library and in offsite storage in HSSB. Overview of Review Process We began by looking at only a subset of the journal collection, which were titles with 10 or more total uses (comprised of checkouts, Millennium soft use, and OCLC soft use). Each team member reviewed approximately 300-400 titles. The review process looked at several factors: availability of the title in electronic format, availability of the title in University Libraries’ collection, the number of libraries worldwide that have the title in print, availability of the title from the Texas Joint Library Facility (see section below for more information), and if the title is on the Abridged Index Medicus (AIM) list of core clinical journals. We also considered titles that may have local or special interest and items with a large image content. After our initial review determined that our criteria was successful analyzing the titles, we reviewed all 2,628 print journal titles. The entire review process took from February 2018 through April 2019. Decisions We made decisions about what to keep and discard by considering all of the criteria as a whole; recent use as measured by OCLC soft use was the strongest factor that led to a decision to keep a title. If we have access to the full electronic back run of a title, either perpetual access, open access, or access-only, we marked the title as a discard. Titles with little or no recent use were marked for discard provided they were available from the JLF. We also looked at recent ILL lending requests and decided to keep titles that we lend frequently so that we minimize adverse effects on our lending revenue. Titles that are on the AIM list and are not available electronically were also kept since these are considered core titles in each specialty. pg. 1 Joint Library Facility The Texas Joint Library Facility (JLF) is a joint collaborative print storage facility built by the University of Texas and Texas A&M University library systems to store print collections. By virtue of being SCAMeL members, UNM HSLIC receives free ILL from the JLF (see ‘ILL Policies for JLF’ on the JLF website: http://library.tamu.edu/joint-library-facility/). Because of this, we decided we could weed low and no- use journal runs that are available from the JLF, and rely on ILL to get access to these materials if our users request them. Because the ILL service is free, there should not be any adverse effect on the ILL budget; however, it is possible some items will need to be obtained from SCAMeL or non-SCAMeL libraries, which would carry a cost. We offered titles the JLF did not have and that we did not want to keep locally. This included individual volumes that the JLF was missing from their run. However, because we are not a Texas library, we are not eligible to join the JLF or send our collections directly to the JLF. Instead, we donated volumes to Texas A&M Medical Sciences Library; however, we were able to send them directly to the JLF. We donated over 3,000 volumes to the JLF. Summary of Analysis: After reviewing the journal titles, we determined that the collection could be reduced to fit in the library’s offsite storage space in the basement of HSSB and that the 3rd floor of the library could be cleared. Volumes to Keep, Discard, and Ship Volumes Titles Keep 37,000 583 Discard (3rd floor and annex combined) 64,000 2,045 Send to JLF 3,000 See Appendix A for a list of titles retained. See Appendix B for a list of titles discarded. See Appendix C for a list of volumes sent to the JLF. Potential Repercussions It is difficult to determine the long-term effects of discarding the majority of our print journal collection. While requests for material from the print journal collection have become less frequent over time, many HSC faculty, staff, and students still use this material. We have attempted to keep the materials that are most likely to be requested, but it is difficult to predict future use as research needs change over time. It is also difficult to capture the true use of print materials since many users reshelve journals themselves, which prevents library staff from capturing soft use statistics. In many cases, HSLIC has electronic access to the material so there should not be any loss of content, but electronic access is not always an adequate substitute for print. Electronic scans may have poor quality images and graphics, missing pages, and may lack retracted papers, superseded guidelines, and advertisements, which may be needed for research purposes. Furthermore, we do not own the electronic backfile for many journals; rather, we are merely being given access because we have a pg. 2 current subscription to the journal, or we get access through an aggregator database. This means we could lose access to the backfile content at any time. And while we have made every effort to ensure the titles we discard are available from other library collections, there is no guarantee we can borrow materials in a timely manner. Relying on other libraries should suffice, but we lose a certain degree of control when we no longer have materials locally. Backfiles During the review process, we identified titles for which we would like to purchase electronic backfiles if funding is available. If backfiles can be obtained, we can discard many of the print titles we are currently planning to keep. Electronic backfiles will also provide users with immediate access to older journal content, rather than having to wait for document delivery. Funding was not available to purchase the backfiles at the time this project was implmented. Project Outline Resources Needed for Project Due to the size and complexity of this project, all library employees served in some capacity to help complete it. Members of the Service Point and RAD helped mark items for various stages of the project. Members of Admin and RAD worked with UNM Purchasing and Shipping and Receiving to follow UNM policies regarding the disposition of university assets and follow safety rules for the position of dumpsters and removal of material. We hired Innovative Moving Systems, professional movers, to transport donated material to the JLF, remove discarded materials from offsite storage and the 3rd floor, transport materials being kept from the 3rd floor to offsite storage, remove and store material kept for decorative purposes, and remove shelving from the 3rd floor. Team Members Project Planning Robyn Gleasner, Library Operations Manager – project lead, selected and marked volumes for auction, worked with JLF on selection of titles and timeline for transportation, determined workflows for library employees and movers, supervised movers and maintained project timeline Kathleen Dull, Library Services Coordinator – supervised movers, marked volumes in all stages of the project, communicated project plan with team members, created signage for library users Karen McElfresh, Resource Management Librarian- selected items for auction Laura Hall, HSLIC Interim Co-Director - worked with UNM Purchasing on auction pg. 3 Sally Bowler-Hill, Manager of Administrative Operations – worked with UNM Purchasing on auction, researched alternative methods of disposal, work with UNM Parking and UNM HSC Facilities regarding dumpster location Marking Items Tim Mey, Library Operations Manager Jim Bynum, Library Operations Manager Jordan Bancroft, Library Information Specialist III Kristin Proctor, Library Information Specialist III Amy Weig-Pickering, Library Information Specialist III Overview of Move In order for the move to be possible, some work needed to be done in offsite storage. First, non- collection items were removed from the shelving offsite. This included the storage of HSLIC facilities materials (paint, ceiling titles, etc.) on ranges 35 & 36, HSLIC administrative files on range 12, and items being stored by non-HSLIC departments on range 54. In the routine maintenance of the shelving, The Improve Group determined that the electric shelving in ranges 1-12 were outdated and would no longer be maintained. It was too expensive to upgrade to the new electrical shelving and we decided to convert the shelves to mechanical assist. We hired Shelf Image to complete the conversion at the end of March. After the clean up and shelf conversion in offsite storage, the removal process included the following phases from March – July 2019. 1. Auction (March) a. Determined 10 titles, about 100 volumes located in the Annex to test at auction b. Marked shelving with volumes with electrical tape c.
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