Anne C' Elguindi, Kari Schmidt, and Michael A' Matos

1
Streamlining the Materials Ledger to Reflect the
Realities of Campus Demographics, Collection Use,
and the Increase in E-Resource Expenditures

• Anne C. Elguindi, Kari Schmidt, and Michael A.
  Matos
• American University Library

2
Presentation Layout

• Introduction
• Ledger Past
• Challenges with the Past Ledger and Allocations
• Possible Models for a Future Ledger Structure and
  Allocation Strategy
• Conclusion

3
Current University Structure
KOGOD Marketing, Management, Accounting/Taxation,
Finance/Real Estate, International Business
CAS Art, Biology/Environmental Science, History,
Physics, Chemistry, Economics, Education,
Sociology, Literature, Psychology, Anthropology,
Jewish Studies, Performing Arts, American
Studies, Health/Fitness, Philosophy/Religion,
Language/Foreign Study, Mathematics/Statistics,
Women's/Gender Studies, Computer Science and Info
Systems
SIS International Service
SPA Government, Public Administration, Justice,
Law Society
SOC Communication
4
Changes Over the Past Decade

• University changes
• Discontinuation of four PhD programs
• Expansion of selected programs and professional
  certificates
• Growth of selected Schools

5
Changes Over the Past Decade

• Library changes
• Reorganization
• Access Services Technical Services
  Information Delivery Services
• Serials E-Resources Serials E-Resources
• Monographic Acquisitions Serials Print
  Acquisitions
• Shifts in spending print to digital

E-Resources
Print Acquisitions
Serials E-Resources
Acquisitions
Access Services
2008
2001
6
Ledger Past (Through 07/08)

• The Big Buckets Summary Funds of Three General
  Types
• Content
• Approvals
• Books
• Media
• Serials
• Standing Orders
• Collection support
• Binding
• Collection maintenance
• WRLC (Consortium)
• Special routes of financial input
• Additional Funds
• Deposit Accounts
• Expensive Purchases
• Restricted Funds

7
Ledger Past Further Detail

• For the content funds, each broke down into
  subjects at the allocated level, followed by
  specific formats
• Media
• Biology
• DVD
• VHS

8
Where is the E-Content hiding?

• Books
• Book
• CAP
• EBook
• Microform
• Multi-Media
• Standing Orders
• CD-ROM
• Database
• EBook
• Print
• Serials
• CD-ROM
• Database
• EBook
• E-Journal
• Microform
• Print

9
Challenges with the Past Ledger and
AllocationsThe dramatic rise of electronic
expenditures
10
Responding to Programmatic Changes Computer
Science
11
Responding to Programmatic Changes Computer
Science
12
Responding to Programmatic Changes Computer
Science
13
Challenges with the Past Ledger and
AllocationsPrint Journal Usage
14
Responding to Programmatic ChangesFocus on
Graduate Programs
15
Responding to Programmatic ChangesFocus on
Graduate Programs
16
Responding to Programmatic ChangesFocus on
Graduate Programs
17
Responding to Programmatic Changes School of
International Service
18
Responding to Programmatic Changes School of
International Service
19
Responding to Programmatic Changes School of
International Service
20
Principles of change

• The allocations should be balanced along the
  factors of usage and FTE, and, as much as
  possible, the structure should facilitate quick
  evaluation of spending by subject.
• The ledger should provide a clear format divide
  between print and electronic, and broaden the
  scope of electronic formats.
• Only funds in use should be kept in the ledger.

21
Potential Models for the Ledger Model 1

• Anthropology
• Approvals
• Books
• Databases
• Digital Collections
• EBooks
• EJournals
• Media
• DVD
• VHS
• Microfilm
• Print Serials
• Reserves
• Print
• Electronic
• Standing Orders

22
Potential Models for the Ledger Model 2

• Electronic
• Anthropology
• Databases
• Digital Collections
• EBooks
• EJournals
• Media
• Anthropology
• DVD
• VHS
• Microfilm
• Anthropology
• Reserves
• Anthropology
• Print
• Electronic
• Print
• Anthropology

23
Potential Models for the Ledger Model 3

• Anthropology
• Electronic
• Databases
• Digital Collections
• EBooks
• EJournals
• Reserves
• Media
• DVD
• VHS
• Microfilm
• Print
• Approvals
• Books
• Reserves
• Serials
• Standing Orders

24
Potential Models for the Ledger Model 4

• Approvals
• Anthropology
• Databases
• Anthropology
• Digital Collections
• Anthropology
• EBooks
• Anthropology
• EJournals
• Anthropology
• Media
• Anthropology
• Microfilm
• Anthropology
• Print Books
• Anthropology
• Print Serials
• Anthropology

25
Conclusion

• What has been done so far
• A general cleaning of the ledger, including the
  elimination of over 135 obsolete fund codes
• The development of a data warehouse by subject
  and school
• A preliminary streamlining of formats, such as
  the removal of e-format materials from the
  Standing Orders fund
•  Future considerations
• Closer attention to usage and population served
• The rising demand for electronic materials and
  decreasing use of print materials
• The need for the ledger to effectively adapt as
  e-formats continue to grow and change
• The consequences of changing a ledger structure