Digital Cleanup! (Libraries no longer just physical)

Making sure there is enough room in your library for new material means not only being able to physically dispose or recycle hard copies of media, but also digital. Libraries today need computer systems that are up to date as well as well maintained. Just like a library a computer can get too much information that needs to be taken care of just like when a library has too much.

Even though digital storage technology is rapidly advancing, That does not necessarily mean that a libraries digital storage will have enough room. As software and operating systems are updated on a computer system, more memory is used. In the past, a personal computer system for example only needed a few gigs tops of memory. Today computers need to be able to store HD video and audio as well as being able to have enough space to update software.

In order to manage your digital space though, you need to know what type digital storage your system is using.

Here are the popular digital storage examples and what they are capable of.

1.  Hard Drives: HDD (Hard Disk Drive)  This is most likely what your own personal computer uses. Almost any file can be deleted to make room unless that file contains necessary programs to run your computer. These have moving parts, and are therefor more likely to fail than a flash drive (aka USB drive)

2. SSD: (Solid State Drive) Much more reliable version of the HDD. It has no moving parts and acts like a USB stick would only it is built into your computer. Also this type of drive works much faster so deleting and moving data is much quicker than with an HDD

3. CDs/DVDs: Re-writeable CD's do exist, however there is a limit to how often they can be re-written. The most popular CDs' used for storage however can only be "burned" once! So what you choose to store will be permanent.

4. Flash Drives: Just like a hard drive, flash drives can be re-written with ease. Generally they have a smaller capacity than an HDD or SSD (especially when compared to newer SSD's) but as they are carried around and exposed to more elements they are more prone to failure.  Unless your computer system is relying on software stored on the USB drive, anything can be deleted and added to your drive with ease.

It is always important to regular clean out your computers Hard Drive(s) just like your physical library. Redundant information and files paths can be problematic and lead to a memory shortage. It is always wise to clean out browser cookies, unneeded/outdated software as well as regularly running. Programs such as CCleaner are great for defraging and de-cluttering unneeded data from your system.

5 Ways to Recycle Unwanted Audio Media

Outdated audio has it's perks but not if it is cluttering up space in the library.  Compiled below are some fun yet practice ways to recycle the libraries out dated audio media.
1. Donate
Chances are there is someone who will gladly take those out dated cassettes (or gasp! 8-track tapes) off your hands.  If you happen to still have vinyl in your collection and don't plan to keep them around, those records are really hot items now and you just might makes someones year if you donate them, not to mention the possibility of a nice tax deduction!  (See Justin David's post "Places to Donate Materials" for ideas!) 
2. Sell
If you have a library shop bring out your outdated audio media and put it on display!  Any records you have will definitely bring in a nice donation for the library which could go towards updating the collection.  Cassettes are turning into the new ultra cool thing so selling those too might bring in a decent price, I'm not sure about those left over 8-tracks, but you never know!
3. Make Ornaments! (I'm kidding, kind of...)
Truth be told, you can't do much with a pitted scratch up CD, even after repeated cleanings and treatments (your library might consider investing in a disk repair machine, find a great model here  http://www.jfjeasypro.com).  If all attempts to save those war torn disks fail it might be time to call up your local reclaiming artist and see if they can make cool piece for the library.
4. Archive and Update
The format might be out of date but the material may be something special.  Make your library or local archivist day and have them document and update the media to a new age device, either CD and/or digital. 
5. Recycle
If all other attempts fail pay a visit to your local recycling company.  Most recycling facilities will know what to do with old tapes and CD's and will gladly take them off your hands.  It's better then throwing everything in the dump!    
        

Places to Donate Materials

When clearing/cleaning your library collection. Often times there will be materials that do not necessarily meet the all qualifications (be it  with MUSTY / CREW) to be kept within your library's collection. However, these materials are more often than not still in more than acceptable condition to be enjoyed by others. A quick google search for this gave me the following link/listicle ( my new favorite portmanteau )

The most common place suggested to donate books (other than another library) would be Thrift Stores such as the Goodwill, Salvation Army, However there are more options that may better fit the type of media you are trying to clear out of your collection. For instance not many places have uses for outdated encyclopedias, but there are places that ask from them such as SCARCE .

Other popular options include

1. Book Sale: Can be done as a fundraiser for your library system. This should only be done with gently used books.

2. Operation Paperback:  A non-profit organization that helps supply American soldiers with books who are overseas.

3. Tiny/Little Libraries: Such as the one pictured below.

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4. Books For Prisoners:  (This is something I did not think of) The importance/impact a prison library can have is easily seen in The Shawshank Redemption. Reading goes hand in hand with the expansion of ones mind which is essential for rehabilitation.

I also found a link with more great info on this from the American Library Association.

Happy Cleaning/Recycling fellow Librarians!

Weeding New Media - the MUSTY Evaluation

MUSTY - Coined in 1976 by the ALA in coordination with the Texas State Library this acronym stands for 5 negative evaluation factors to help determine a book's worth in the collection.  However, these factors are still a good initial benchmark for digital media.

• Misleading - has the information become dated or obsolete?
• Digital information changes rapidly, but it is still possible to have older websites worth retaining. As long as the links are still live, you can move worthy connections to an online archive. 
• The MUSTY method suggests taking books that haven't been circulated in 5 years out of the collection. This works with CDs, DVDs and videogames and other media. With webpages, if the site hasn't been updated in a year it may be worth removing from your library's online presence. 

• Ugly - is the information visually unappealing and beyond repair?
• Fun fact:  you can still access the original website for the 1996 movie Space Jam.  Go ahead and get a look at what a cutting-edge website for a blockbuster movie looked like way back then.  While this rule is generally applied to objects with a physical presence [books, CDs, videogames] it can also be applied to a library webpage and resource.  Does the homepage still look like it did in the 90s (even if the info is current)?  Is a linked resource functional, but not elegant? Then maybe it should be modified (if possible) or discarded.

• Superseded - is there a newer, better resource for the information?
• If Warner Bros were to create an updated site for Space Jam, there would be little point in keeping a link to the old site from an information perspective (it makes for a wonderful web time capsule though). Sometimes sites will create a different address to update, especially if modifying the current site and working around its limitations would be especially arduous.  
• Likewise, digital formats can change. Sure, you can have a collection of 8-track tapes and vinyl records, but it might be better to update to CDs.  There may be people who still VHS tapes, but more will have a DVD player.  Hard copies of videogames can become obsolete within  2 generations of new consoles, but there will still be some who don't upgrade to the next platform.  Be aware of current trends in hardware and the increase or decrease in media circulation.

• Trivial - does the information have permanent merit?
• This criteria may seem a bit subjective, common sense can prevail. Back to the Space Jam example: was it still a relevant resource in 2000? Or even in 1998?  Or think about the glut of Teen Paranormal Romance novels published in the wake of the Twilight Series? 



So many strange paramours, so little time

• If users are still checking out 'trivial' DVDs, CDs, and games, the triviality may be subjective.  But items of little "literary value" should be cleared out  when customer circulation eases off to make space for items that received less attention.

• Your collection has no use for the information.  If the material you have meet one or several of these criteria, the media should be discarded.  

For fine examples of the MUSTY principles in action, check out http://awfullibrarybooks.net/.

Do we really need to keep this? Management of long term book storage

http://web.b.ebscohost.com.proxy.lib.wayne.edu/ehost/pdfviewer/pdfviewer?vid=19&sid=f99cb323-5bd5-4f0c-ab25-a5954683ae4e%40sessionmgr120&hid=105

http://www.oclc.org/content/dam/research/publications/library/2007/2007-01.pdf

It should be pretty obvious that the amount of storage space available for physical documents or other types of media is not limitless.  While there are vast quantities of information that should be stored, is it necessary that every library keep all of their copies of important work?  This question is particularly critical for academic institutions since older material can still be relevant to current research.  What options are available to help manage items in long term storage?


1. Google Books and Google Scholar (mass digitization)- Google has worked in cooperation with several colleges and universities to scan books and journal articles.  This has allowed students world wide access to information.  If a scanned book does not have copyright limitations it can be downloaded by the user. As this technology continues to grow it may no longer be necessary for every library maintain it own physical copies.

2. Print Repository Networks - This is made of a group of libraries that all have access to items held in storage.  The idea is to keep only one copy of a book or journal but allow patrons of all the facilities in the network to have access as needed.  An arrangement like this would significantly decrease the storage of duplicate items while maintaining important collections.

3. Shared Journal Archives - An idea similar to the one previously listed.  Archives like this can really only be used with journals that have both print and digital versions.  A group of libraries make an agreement that only one physical copy of a journal will go into a shared depository while the digital version is made available to patrons.

4. Last or Single Copy Facilities - Another variation on the idea of maintaining one copy of an item.  Here the libraries involved agree to not send duplicate copies to storage and to allow all participating institutions permanent access.

Increased availability of digital versions of journals and e-books may eventually lessen demands on book storage space.  However, that is not yet the case.  In the meantime, let's use the facilities we have appropriately, though careful consideration of the materials we send there.

Help! We don't have room for all our important books!!

http://www.minitex.umn.edu/Storage/
http://www.bgsu.edu/library/nworbd.html

Does your library have books that are infrequently used but still valuable to your collections?  Is your shelf space limited but permanently eliminating some items will negatively affect a percentage of your patrons?  If so, then a book depository may be just the answer your library is looking for!

What is a book depository?

According to the Minnesota Library Access Center website, it is a "secure, climate controlled environment for high density storage of important but less frequently used collections owned by libraries".  In other words, it is a book retirement home!  (Please note:  the term book is specifically used because not all depositories can house other types of media.)  If a book is sent to a depository it can expect to encounter consistent temperature and humidity conditions.  It will also be treated to enhanced security measures such as multiple backup fire safety systems and no public access to the shelves.  In some cases, key cards or other additional security features further inhibit access to stored material.

Want to know how incoming material is processed?

Well, it might surprise you to know that it is not sorted by any of the commonly used categorization methods like the Dewey decimal system, alphabetical order, genre, or even library of origin.  In order to achieve maximum density storage, books are sorted by height and width.  This means that a book of children's fairy tales could end up between a text on the biology of African dwarf frogs and a biography of a serial killer as long as they have similar height and width!  The books are then put in cardboard trays made of acid free materials and each receives a label indicating which tray it is being stored in.  The trays are assigned a specific shelf space and the record for each item is altered to reflect its storage location.

What type of items can be stored?

This will depend, to some extent, on the depository facility you are using.  Generally, items placed in long term storage must still have some value but be infrequently used.  They must also be free of contaminants such as dust, mold, and insect infestations.  Some depositories have an archival department that can repair items but if not, the books must be in usable condition.  It is not in the best interest of a storage facility to house multiple copies of the same text so an item may be declined if there is already one in the depository.  Finally, it would be necessary to contact the facility to determine if other forms of media can be stored there as well.

What happens next?

Once an item is placed in storage it will remain there until it is requested by a patron or permanently removed from the collection.  A depository does not normally assume ownership of stored items so they can be returned to the original institution.  This allows a library to maintain control over its materials while not losing valuable shelf space to little used items.

Weeding New Media - CREW Method

CREW stands for Continuous Review, Evaluation, and Weeding, and is a portion of the collection development process created by the Texas State Library and Archive Commission.  It's an effective process, and when properly implemented, can enhance the collection by systematically and objectively identifying items that should be replaced.

The abbreviated process is:

1. Create a strong weeding and discarding policy that is agreed upon by library administration
2. Gather usage statistics about your collection and assets
3. Set aside time to do the weeding in the work calendar
4. Go through each book on the area to be weeded, looking for items that were published at least 10 years ago or have not circulated in 3, and meet MUSTY evaluation standards 
5. Inventory current holdings
6. Check availability of discarded items with online and digital resources
7. Dispose of  weeded items, discarding them according to policy, and order replacement items if necessary
8. Use the available space to highlight low circulating retained books.

When evaluating non-book media (such as AV software) the biggest deciding factors will be based on it's condition and frequency of use.  Generally if an AV item hasn't been used in two years, it's time for it to be weeded out.

E-books can also be culled using CREW.  While the information won't suffer from the wear-and-tear of physical items, unread books still take up a large amount of data and it is much easier to let the weeds build up.  And as seen in this case study with Louisiana State Libraries, purging digital content can be much more difficult to do depending on the E-service. 

External Links
The Full CREW Method 
More articles on Weeding Theory available from OCLC