Using Circulation Systems for Special Collections: Tracking Usage, Promoting the Collection, and Addressing the Backlogs Beth M. Whittaker Innovation and change are perennially hot topics in libraries: traditional library services are being rethought in response to emerging needs. At The Ohio State University (OSU) Libraries, a cross-departmental team responded to a new emphasis on assessment and outreach by using the circulation module of our integrated library system (ILS) to measure the use of special collections and archives materials.This endeavor enabled us to streamline workflow and document our successes, increasing knowledge across the libraries about circulation functions and practices. This project’s findings may apply at other institutions to assist librarians in planning and implementing such a project. t is worth underscoring a few plague many special collections, and bod- facts about special collections ies such as the Association of Research management. These valuable, Libraries’ Special Collections Task Force rare, or unique materials usu- have consistently aempted to address ally are consulted by patrons in a secure this issue, particularly through the “Ex- reading room. Any desired copying posing Hidden Collections” initiatives.2 or photography is handled by staff, to New resources are being directed to maintain the integrity of the materials and special collections to connect readers with to ensure proper preservation measures currently inaccessible materials. and compliance with copyright or use Traditionally, special collections operate restrictions. Despite perceived barriers parallel systems for many common library to their use, education and outreach have tasks. Registration of patrons is oen very become a greater focus for special col- thorough, providing an additional security lections in recent years, in keeping with screening and documenting users’research the educational mission of larger parent interest in the specific material consulted. institutions.1 The cultural heritage com- Retrieval of materials is also handled dif- munity has been increasingly concerned ferently, echoing pre-automation practices about the undocumented backlogs that with paper call slips. In many institutions, Beth M. Whiaker is Head, Special Collections Cataloging, at The Ohio State University Libraries; e-mail: [email protected]. The author wishes to thank Nancy Helmick, Library Catalog System Manager at the Ohio State University Libraries, and Nena Couch, curator of the Jerome Lawrence and Robert E. Lee Theatre Research Institute for the vision and cooperation that made this project possible. 28 Using Circulation Systems for Special Collections 29 these call slips are then used to mark shelf Throughout this article, the word location until the item is returned to its “circulation” refers to using the ILS to home. Although these paper records of electronically track usage of materials circulation could be analyzed for data, within a secure reading room, a definition time is short and this is rarely possible in of circulation specific to the special collec- the real world. tions environment. Although additional Special collections materials generally circulation of special collections materi- do not circulate outside a carefully con- als is possible, perhaps even desirable, trolled environment. Thus, many of the such as through interlibrary loan to other typical library circulation practices are secure environments or for inclusion at oen seen as superfluous in managing exhibits, such decisions are independent special collections and archives. Specific of this project.3 handling needs of these collections, such as frequent use by users not affiliated with Literature Review the holding institution, and the need to The topic of circulating special collections retain records of users in the event of the, materials is not very oen addressed in the often justify the belief that integrated literature, which is to be expected given library systems are insufficient to handle the peculiar nature of most collections’ records of the collections’ use. Since rare procedures.Articles on circulation analysis books, archives, and other materials are focus mostly on using circulation data to oen held by collections that are part make decisions about collection develop- of a larger library system, this means in ment, such as purchasing additional copies practice that an institution oen has two of very popular items. Circulation data for systems: a sophisticated and expensive special collections materials may also lead ILS for general collections and an idio- to collection development decisions, such syncratic, yet effective, local system for as acquiring resources in an area previ- special collections. ously thought less important to users. This, However, the increasingly sophisti- however, is not the primary motivation for cated needs of the “general collection”— implementing such a system. including the need to manage electronic Recent special collections literature resources and the growth of collections in has focused on a few issues brought to non-Roman languages—have driven ILS light by the current project, specifically vendors to develop more flexible func- the security of materials and records, and tionality. Special collections libraries can the need to increase outreach beyond the take advantage of this growth to eliminate traditional users of special collections redundant record keeping and reduce er- materials (i.e.,“scholars”). However, the rors. Positive results include greater staff author was unable to locate any study of efficiency, increased availability of user how implementing a circulation system statistics, and an overall greater under- could assist with these goals, suggesting standing of collection use paerns. the prevalence of a two-system mindset. This article focuses on the implementa- tion of the circulation module of our ILS Possible Obstacles for special collections at The Ohio State There are several possible objections to University to assist librarians in defining this type of project that could be advanced the appropriate scope of such an imple- by both special collections professionals mentation at their own institution. Details and colleagues from other parts of the will vary by institution, of course, but by library system. breaking out of the existing mindset that special collections “do not circulate,” cre- Maintenance of Circulation Records ative professionals will see opportunities The first obstacle, and perhaps that with to make similar changes. the most merit, is the need for security of 30 College & Research Libraries January 2008 records. In the event of the or vandal- Need to Mark Collections ism, special collections and archives rely To facilitate inventory control and rapid on perpetual records of who consulted checkout, books, manuscripts, and which materials, to track down wrongdo- other materials should be marked with ers. The primary professional organization barcodes or other tags that can be easily for special collections professionals in the recognized by the system. Even if the United States, ACRL’s Rare Books and larger “parent” collection of a library has Manuscripts Section, recommends that undergone a large marking project, spe- registration information (including name, cial collections might have been excluded. address, institutional affiliation (if any) Professionals are still discussing the pa- and photo identification) be collected for rameters for marking rare books. Many each researcher who uses special collec- options exist to aach identifiers, ranging tions materials and that these records be from those that are not permanent (such kept permanently. 4 Of course, this conflicts as paper flags or polyester filmstrips directly with a larger library ethos that val- with the information) to those of a more ues privacy and confidentiality, advocating high-tech nature, such as RFID (radio- purging records so that they cannot be mis- frequency identification) tags affixed to used. For example, the American Library materials.8 Marking a large collection can Association’s Questions and Answers on be very time-consuming, particularly if Privacy and Confidentiality states: done in one batch. At OSU, the majority of the books and serial volumes in the In protecting the privacy rights and special collections were labeled with call the confidentiality rights of library numbers and barcodes on acid-free flags users, librarians should limit the de- many years ago, and the remainder are gree to which personally identifiable being labeled during preparation for a information is monitored, collected, collections move or on an ad-hoc basis disclosed, and distributed.5 as they circulate. This approach certainly makes the task more manageable, and the As one special collections administra- result is more accurate volume counts tor has stated about this apparent conflict, and other information in the system. We “Most integrated library systems are not highly recommend such an approach to designed to facilitate the separate man- inventorying, regardless of whether a agement of special collections circulation circulation system will be used. records, if indeed they are designed to manage special collections materials at Lack of Flexibility of ILSs all.”6 Special collections librarians may have an The much smaller market share of unrealistically negative view of the flexibil- special collections means that most ILSs ity of their organization’s ILS, particularly are not designed to manage special col- if they do not have hands-on