Making a Collection Count by Holly Hibner & Mary Kelly

Author:Holly Hibner & Mary Kelly [Hibner, Holly & Kelly, Mary]
Language: eng
Format: epub
ISBN: 9780443161308
Publisher: Elsevier Science
Published: 2023-06-15T00:00:00+00:00

5.5 Physical statistics

Other helpful statistics that libraries can analyze relate to the collection’s physical attributes, such as the number of volumes (collection size) and shelf location. Statistics about the physical collection, how it is arranged, and the capacity of the library can assist with both collection management and efficient use of the space provided. In Chapter 7, we will discuss how the physical arrangement of the collection has implications for accessibility. Items on shelves that are too high or too low have the potential to limit the browsing ability and findability of items. Crowded shelves or poorly arranged stacks can affect the use of the collection. Libraries should consider statistics about how many items are located on the top and bottom shelves, and how their use compares to that of the materials at a more comfortable level of access. Merle Jacob, a guest columnist for Reference & User Services Quarterly, suggests “If we can get books off the top and bottom shelves, they’ll have a much better chance of going out, especially as our aging patrons find it difficult to reach those shelves” (Jacob, 2001, p. 236).

Understanding how physical space affects the collection overall and by individual subject is helpful for management and for long-term planning. For academic libraries, issues of student enrollments, in-person classes versus remote learning, and even discontinuation or creation of academic programs require appropriate division of space and resources. Public libraries also face similar strategic decisions with respect to their communities. Is the population growing? How are the demographics changing? Are electronic items becoming more important than physical items? Is the space being utilized effectively? Both management and the individual librarian in charge of a collection need to be cognizant of changes that are constantly happening. Physical statistics about space allocation can guide decision-making in these areas.

For the individual librarian managing a particular collection, understanding the capacity of your allotted shelving and the total number of volumes in your collection can provide you with some solid ranges for tracking your collection. Let’s say you are in charge of a certain call number range, and at the moment your shelf list was produced it showed that there were 1500 items in the collection. Of that 1500 items, 300 were checked out, 15 were marked missing, and 2 were damaged. In addition, approximately 30 items that were checked out had been overdue for more than 12 months. That means that there should be 1183 items on the shelf. If you run another shelf list of the same collection on another day, these numbers will be different. Materials will be returned, items will be purchased, and other items will be weeded. Using a weekly report, you can determine an average range of available items. Because of the fluctuations, it is important that you understand your shelf space. Crowded shelves might require you to pare down your collection or force your collections beyond their designated borders. Having statistics related to the number of volumes in your collection and their status at any given time gives you an easy way to calculate the percent that is new or weeded each year.

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