Data Visualization Dashboards Physical Books Retention and Physical Books Deselection (Apr. 3, 2024)

Summary

The webinar focuses on managing library collections, with an emphasis on retention and de-selection of books in both physical and electronic formats. It highlights how to utilize the library system’s tools to identify which books should be retained or removed based on loan history and other data factors. Participants learn to filter data, analyze loan ratios, and work with sets to optimize inventory management. The session also demonstrates the use of data visualizations, such as the 'Book's Retention' and 'Book's De-selection' workbooks, to guide decision-making. The webinar concludes with an overview of resources available for further learning.

Takeaways

• 😀 Efficient de-selection of physical books can be done by creating sets of items that need to be updated in Alma.
• 😀 It's essential to differentiate between physical and electronic items when performing retention tasks in library systems.
• 😀 Updating an item's status can be done through running a job in Alma, making retention management easier for library staff.
• 😀 The retention policy for books requires setting specific criteria to determine when to keep or de-select items in a collection.
• 😀 Regular updating and checking of the 2024 roadmap can help keep your library’s workflow aligned with new updates and tools.
• 😀 Training webinars are helpful in guiding library professionals through complex processes like book retention and electronic item management.
• 😀 Linking physical items to their electronic counterparts should be carefully managed, as de-selection of physical books may impact digital records.
• 😀 Reports can be generated to track the changes made in the retention process, ensuring that records are properly managed and up-to-date.
• 😀 The Alma system allows for modifications to existing records, facilitating smooth updates to library catalogs.
• 😀 Training resources, including YouTube channels and webinar pages, provide essential support and accessibility to staff for ongoing learning.

Q & A

What is the main focus of the webinar?

The webinar focuses on library management, specifically the retention and de-selection of physical items using data-driven approaches, including the use of a specialized 'retention' job to make decisions about which items should be kept or deleted.

What is the purpose of running a retention job?

The retention job helps identify which items in a library collection should be retained or removed based on criteria such as circulation data, item age, and other factors that indicate the item's relevance or usage.

How do you filter out items in the retention process?

Filters can be applied based on different criteria like item age, circulation frequency, or specific metadata. This allows the library to focus on removing items that are no longer needed or relevant.

What role do visualizations play in this process?

Visualizations are used to provide a clear representation of the data, helping librarians make informed decisions about which items to retain or remove. These visuals can show trends, item circulation, and other relevant data in an accessible format.

Can you delete items immediately after identifying them in the system?

No, items cannot be deleted immediately after identifying them. Instead, they are flagged and placed in a de-selection set, which requires further review before final deletion.

What is a de-selection set, and how is it used?

A de-selection set is a collection of items identified for removal. It allows library staff to review the items before taking action, ensuring that no valuable or relevant items are mistakenly removed.

How can you narrow down the items to review in a de-selection set?

You can apply additional filters, such as checking circulation history or analyzing usage patterns, to narrow down the list of items. This helps focus the review on those that are less likely to be needed in the future.

What happens if a library wants to reverse the retention decision for an item?

If a retention decision needs to be reversed, the item can be removed from the de-selection set and retained in the system, ensuring flexibility and the ability to make adjustments if necessary.

Where can the recorded sessions of the webinar be accessed?

The recorded sessions are available on various platforms, including the Training in Lebanon webinars page, the YouTube channel, and the 2024 roadmap webinar series page.

How does the use of data-driven decisions improve the library management process?

Data-driven decisions help ensure that items in the collection are relevant, used frequently, and serve the needs of the community. By utilizing real data on item usage and other factors, libraries can optimize their collections, save space, and improve user satisfaction.