Summary of responses to journal use study query Jane Murray 23 May 2000 20:24 UTC
Dear Serialst readers, Thanks to everyone who responded to our recent query on automating journal use measurements. Many people responded, and this is a summary of those replies. ---------------------- Summary of Responses to Automated Journal Use Study Query *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 scan 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 is 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. ----------- Thanks again to all who responded. Jane Murray ******************************* Jane Murray Assistant Director for Resources Management Health Sciences and Human Services Library University of Maryland 601 West Lombard St. Baltimore, MD 21201-1512 voice:410-706-7378 fax: 410-706-8860 email: jmurray@hshsl.umaryland.edu