As e-learning gains traction, physical books in certain disciplines are being gradually supplemented or replaced by digital resources, allowing libraries to evolve alongside changing educational practices.”
Getting the data
“In 2024, with limited time and resources, libraries can no longer afford to spend hours manually extracting and analysing data,” Jamie said, adding that this is the job that collectionHQ does for over 8,000 libraries across Europe, APAC, and North America. It uses a methodology developed in Scotland to streamline the lengthy and labour-intensive pro- cess of assessing collection performance and identify areas needing improve- ment. A task Jamie said “previously took days, weeks, or even months.” The aim of the process was to collect data that would create ‘a proxy cus- tomer consultation’ enabling librarians
to make decisions about collections that would help library users.
Asked how CollectionHQ had evolved or added to this proxy consultation, Jamie said: “As the number of librarians entering the field declines and retire- ments increase, the resulting knowledge gap is a growing challenge.” He said that this meant continuously evolving the product. For example in April 2024 collectionHQ introduced a barcode so when staff scan a book they get a “Recommended Action”. He points out this could be “assessing content rele- vance e.g., checking for outdated materi- al, determining if the book is core to the library’s mission, identifying whether it supports diversity, equity, and inclusion (DEI) goals, evaluating if it’s ‘dead’ stock, or recommending transfer to a location with higher demand. With a simple scan, collectionHQ now provides staff with the same insights a librarian would, enabling more efficient and informed collection management.”
Centralised view
However Jamie also says that it is useful having a wider view. “With a customer base of over 8,000 library users, collec- tionHQ processes a vast volume of data. This wealth of information guides our decisions on future product develop- ment. For example, through customer feedback and usage data, we discovered that librarians were spending less time in the system due to the growing demands on their schedules. In response, we de- veloped the ‘Recommended Actions’ tool, designed to streamline and accelerate the stock management process.” Data from outside the system is also
used. Jamie said: “At collectionHQ, we combine multiple data sources with a library’s own data to deliver a complete and detailed picture of their collection. This holistic approach enables libraries to make informed decisions about their stock. For instance, in 2021, we introduced a Di- versity, Equity & Inclusion (DEI) module to help libraries identify and strengthen their collection of DEI materials. To ensure comprehensive coverage, we utilise five key data sources in addition to peer data comparisons.”
Are all LMSs equal for data? collectionHQ relies on library manage- ment systems for its data, and Jamie adds: “We collaborate closely with all major LMS providers and have a strong understanding of their customer needs. By partnering with them, we ensure they supply the precise data required for customers to effectively use collectionHQ. We also continually refine our processes to gather this data as efficiently as possible.” He said: “The data we receive from var- ious library management systems (LMS) is processed through our systems and tailored to meet our customers’ specific information needs. This enables users to access insights in a single action plan, eliminating the need to sift through multi- ple spreadsheets generated by their LMS.”
Ebooks
Asked how the increased use of ebooks has affected collection management, Jamie said: “Since 2019, the role of ebooks in libraries has undergone a significant trans- formation. Once considered a supplemen- tary “nice-to-have” service, e-books have now become an essential component of library offerings. This shift reflects the growing demand for digital access and the evolving needs of library patrons. By analysing usage patterns libraries determine which content delivery models – digital or physical – are best suited to their patrons’ preferences. For example, should a library allocate more resources to expanding its e-book catalogue, or is there a sustained demand for physical books?” BG
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