From: Beth Jacoby <bjacoby_at_hshsl.umaryland.edu>
There were MANY responses to our query concerning the
automation of (print) journal use studies. Thanks to all who
responded. A summary follows.
* Do you count usage for bound journals?
Unbound? Both?
Everyone who responded scanned both bound and
unbound, and in some cases microform as well.
* How many times a year do you do it?
All but one library scans the used journals
continuously (at least once a day, in many
cases several times a day) as the journals
are being re-shelved. One library does a
month-long count each semester. Two
libraries scan the items as they circulate.
* Describe your methodology.
Most libraries use their integrated library
systems to record the usage data. Some use
portable scanners to scan barcodes, then
upload the data (either daily or less often)
into the circulation module. Others load the
journals on a truck and scan the journals on
the truck at a stationary ILS computer.
Several libraries reported using handheld
scanners, then loading the data into a
relational database such as Access or
spreadsheet like Excel where the data can be
manipulated in varying ways. Another library
mentioned using the Videx system (2 wands, 2
rechargers, a cable, and a program for MS
DOS) for data gathering, then loading the
data into Access. Several libraries scan
the data into their ILS, but then migrate the
data to a relational database periodically
where they can manipulate the data.
The ILS circulation modules have functions
such as “internal use count”, “browse”, or
“non-circulation count” depending on the ILS.
Reports can be generated from the ILS
depending on local systems staff expertise
and the existence of a report writer.
The placement of barcodes varies. Many
libraries barcode their bound journals,
create item records in their ILS, then scan
usage into their ILS. For unbound issues and
microform, most libraries use a notebook or a
rolodex with one barcode for each title
rather than barcoding the issues themselves.
For those using the ILS to record use, there
is one generic item record for the unbound
issues of each title with names such as
“current” or “current use”. Other libraries
have applied barcodes to the current
periodical shelves, one per title, which
works well in conjunction with handheld
scanners. Three libraries do not apply
barcodes to any pieces, but to a separate
notebook or rolodex for bound, unbound, and
microform.
* Do you collect data for each title for each
year, or by spans of years (e.g. 1980-1990)? If
so, which spans of years do you use, and why?
In many cases, stats are lumped together for
all years. At least one library is able to
get year by year data from their ILS. Two
libraries keep usage stats for only the past
three years.
One library wanted to distinguish spans of
years, but couldn’t figure out how to do it
with their current methodology.
* What equipment and software do you use?
The ILS’s mentioned include Innovative,
Dynix, Notis, DRA, Winebago, SIRSI.
Handheld scanners: Tricoder, Percon,
PalmPilot, Compsee Apex II
Videx system
* What are the pros and cons of your automated
method?
Set up for automating takes a fair amount of
time, but once it’s done, it much faster and
more accurate than the manual “tick-mark”
method.
Provides vital data for retention and
cancellation decisions.
Potential for shelving backlogs due to time
spent scanning.
Slight error rate in barcode scanning
accuracy, but more accurate than manual
method.
* Other comments
One library was struggling with how to define
“current issues”, which varies depending on
the binding schedule.
Several libraries mentioned that they post
signs asking patrons not to re-shelve their
own journals, but some patrons do anyway.
After automating the process, one library
found that the manual method for counting
usage resulted in usage stats that were way
too low.
Useful citation: Rick Ralston. “Use of a
relational database to manage an automated
periodical use study at Ruth Lilly Medical
Library”, Serials Review, v.24, no.3/4
(1998), p. 21-32.
Beth Jacoby
Head of Acquisitions/Serials
Health Sciences and Human Services Library
University of Maryland
601 W. Lombard St.
Baltimore, MD 21201-1512
Phone: 410-706-8856
Fax: 410-706-8860
--
John P. Abbott
Coordinator, Collection Development
ASU Libraries
Appalachian State University
Boone, NC 28608-2026
phone: 828-262-2821
fax: 828-262-3001
email: abbottjp_at_appstate.edu
Received on Wed May 24 2000 - 13:37:27 EDT