Local Holds Workgroup Agenda

May 17, 2022, 10:30 am

Phone/video conference (Zoom)

Goal: Identify factors and identify ways to address them, including data (by June ILS Committee meeting)

Meeting Documents:

1. Call to Order

a. Introduction of guests/visitors

b. Changes/Additions to the Agenda

2. Approval of previous meeting notes: 5/3/2022 review at next meeting

3. Action Items

a. Charge:

i. Original: Examine the issues with allowing a local holds only policy and provide information and/or data to address issues

ii. Revised: Examine the factors involved with implementing a local-holds and local-use-only policy for new materials. Gather information to assist with this charge

4. Discussion

a. Review parameters discussion from 5/10 Circulation Services Subcommittee

b. Review known concerns and discuss data dimensions

i. Will the time for holds to be filled increase?; Will patrons have to wait longer for items not owned by the library? (Tim)

1. Pre-local holds pilot lending/borrowing ratio – this is a baseline and should be monitored to determine if there is are significant changes.

2. Holds filled latency report – monitor to determine if it’s taking longer to fill holds during local holds pilot.

ii. Will total loaned/borrowing change as a result of the pilot? Will libraries who are not participating be affected? (Tim)

1. Total Loaned and Borrowed/Stats Summary (check percentage of CKO by library’s own collection).

iii. Will circulation go down? (Tim)

1. Look at circ data for BKA14/BKA28 and DVD7/DVD28 data – show trend of historical data by library.

iv. Will items sit on the shelf that would otherwise be filling holds at other libraries? (Cindy and Heidi)

v. Will libraries need to purchase more copies and increase their materials budgets?

1. Suggestions from workgroup members

2. Purchase alert might be an option. Could we look at how many titles a particular library has had on the purchase alert over time to see if there is a change?

vi. Will this cause an Erosion of resource sharing system-wide?

vii. This is adding another layer of collection management and processing.

5. Review Timeline

1. April 6, ILS Committee discuss project and approve forming a work group

2. Form work group to identify issues to study (including data)

3. May 3, Work group meets

4. May 10, Circulation Services Subcommittee: discuss parameters for pilot

5. May 17, Work Group meets

6. May 19, All Directors—update on project

7. May 24, Work Group meets

8. June 1, ILS Committee vote on pilot project (June 15 through December 30)

9. If pilot is approved, the project progresses as follows

10. Recruit pilot project participants and begin setup

11. June 15, Pilot project begins

12. Work group continues to meet to study issues through November 30

13. July 21, All Directors—update on project

14. October 5, ILS Committee decides if vote should be done by ILS Committee cluster reps at November 17 All Director’s meeting or December 7 ILS Committee

15. November 17 All Directors meeting: Work group provide information on project

16. November 17 or December 7 vote

17. December 30, pilot ends

6. Plan for Next meeting:

a. May 24, 1 pm or 2:30 pm (clusters not represented 6, 9/10)

i. Review survey results

ii. Identify top concerns and top benefits (factors)

iii. Identify data dimensions

iv. Identify parameters for proposed pilot present to (Circulation Services Subcommittee)

1. All libraries or some libraries

a. SCLS suggests all libraries participate

2. Select new titles or all new titles

a. SCLS suggest a select group of titles with an identified “normal” group of titles for comparison

3. All formats or select formats

4. Length of loan (Item loan type)

a. The parameter that has been suggested by some libraries is 14 days

b. Length of time materials are held for local holds:

i. 30, 60 or 90 days (Reduced Transportation holds is 60 days)

v. Prepare information for ILS Committee

7. Adjournment

For more information about the Local Holds Workgroup, contact Vicki Teal Lovely.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

Local Holds Workgroup/Agenda/5-17-2022