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Managing Deselection Projects with INNOPAC

Coordinator/Presenter:

Alfred Kraemer, Medical College of Wisconsin

Kraemer presented a detailed account of the phases of a deselection project using INNOPAC data and the OCLC CATME for Windows. While his project was for a small, specialized library, his procedures could well be integrated into much larger projects for much larger institutions.

Redefining the Deselection Process

Evaluate available criteria. Certain criteria, such as scope, will depend on the institution. Additional concerns might include space considerations. (Be sure that deselection is included in the mission of the library.)

Other criteria may include data available from INNOPAC, including YTDCIRC, LYRCIRC, publication date, accession date, etc. For his project, Kraemer used the following:

• TOT CHKOUT <5 OR INT USE<5
• AND
• FIXED FIELD (From Bib record): DATE ONE<1992
• CREATED >01-01-1994
• LOC=murph (=Murphy Library Branch)

Outline of the Sequence of Tasks

1. Generate a list of 100 items at a time from the review file, including:
   • From bib record: Call number, title, edition.
   • From item record: Volume, call number, status, barcode.
2. Collection development librarian reviews listing for items to be retained in spite of low usage.
3. Retrieve items from stacks according to review list.
4. Items are scanned using rapid update function and assigned a code for the ICODE1 field.
5. Scanned items are counted and placed in a separate area not accessible to patrons.
6. A second review file is generated using the ICODE1 field inserted above.
7. Counts of the review file are compared with manual count reported after scanning, to guarantee quality control.
8. Two subsets are separated from the review file, one for unique copies, one for duplicate items (bib location=multi)
   • For unique items:
     • Produce a list of OCLC numbers for holdings deletion from OCLC.
     • Delete the item and bib records from the local system with the "Delete Records of Any Type" function.
   • For duplicate items:
     • Print list for manual corrections of the location field in the bib record.
     • Delete item records for the withdrawn items.
9. Discard items.

Holdings Deletion from OCLC

1. From the review list, make a list of OCLC numbers and save it to a text file.
2. Add the # symbol to the numbers using the search and replace function in any word processing program.
3. Save the resulting list as an ASCII text file.
4. Import this file into OCLC CATME for Windows and delete holdings on OCLC.

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