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.
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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.
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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