Using Circulation Systems for Special Collections: Tracking Usage, Promoting the Collection, and Addressing the Backlogs

Innovation and change are petrreandniitaillyonhaolt library services are being rethoAtught in r The Ohio State University (OSU) Libraries, a responded to a new emphasis on assessment circulation module of our integrated librar use of special collections and archives mat ustostreamwlionrekflaonwdocumeonustruccesisnecsr,easing knowledge across the libraries about circul This project's findings may apply at other in planning and implementing such a projec t is worth underscoring a few plaguemanyspecialcollections,andbodfactsaboutspecialcollections ies such as the Association of Research management.Thesevaluable, Libraries' Special Collections Task Force rare,oruniquematerialsusu- have consistently aempted to address ally are consulted by patrons in a secure this issue, particularly through the E-x reading room. Any desired copying posing Hidden Collections initiative2s. or photography is handled by staff, to New resources are being directed to maintaintheintegrityofthematerialsand specialcollectionstoconnectreaderswith to ensure proper preservation measures currently inaccessible materials. and compliance with copyright or use Traditionally,specialcollectionsoperate restrictions. Despite perceived barriers parallelsystemsformanycommonlibrary totheiruse,educationandoutreachhave tasks.Registrationofpatronsisoenvery become a greater focus for special col- thorough,providinganadditionalsecurity lections in recent years, in keeping with screeninganddocumentingusers'research the educational mission of larger parent interest in the specific material consulted. institutions.1 The cultural heritage com- Retrieval of materials is also handled di-f munity has been increasingly concerned ferently,echoingpre-automationpractices about the undocumented backlogs that withpapercallslips.Inmanyinstitutions, - BethM.WhiakerisHead,SpecialCollectionsCataloging,atTheOhioStateUniversityLibraries;e-mail: . The author wishes to thank Nancy Helmick, Library Catalog System Manager at the Ohio State University Libraries, and Nena Couch, curator of the Jerome Lawrence and Robert E. Lee Theatre Research Institute for the vision and cooperation that made this project possible. Using Circulation Systems for Special Collections 29 these call slips are then used to mark shelf Throughout this article, the word location until the item is returned to its circulation refers to using the ILS to home. Although these paper records of electronically track usage of materials circulation could be analyzed for data, within a secure reading room, a definition time is short and this is rarely possible in of circulation specific to the special collecthe real world. tions environment. Although additional Special collections materials generally circulation of special collections materido not circulate outside a carefully con- als is possible, perhaps even desirable, trolled environment. Thus, many of the such as through interlibrary loan to other typical library circulation practices are secure environments or for inclusion at oen seen as superfluous in managing exhibits, such decisions are independent special collections and archives. Specific of this project.3 handling needs of these collections, such as frequent use by users not affiliated with Literature Review the holding institution, and the need to The topic of circulating special collections retain records of users in the event of the, materials is not very oen addressed in the often justify the belief that integrated literature, which is to be expected given library systems are insufficient to handle the peculiar nature of most collections records of the collections use. Since rare procedures. Articles on circulation analysis books, archives, and other materials are focus mostly on using circulation data to oen held by collections that are part make decisions about collection developof a larger library system, this means in ment, such as purchasing additional copies practice that an institution oen has two of very popular items. Circulation data for systems: a sophisticated and expensive special collections materials may also lead ILS for general collections and an i-dio to collection development decisions, such syncratic, yet effective, local system for as acquiring resources in an area previspecial collections. ously thought less important to users. This, However, the increasingly sophisti- however, is not the primary motivation for cated needs of the general collection implementing such a system. including the need to manage electronic Recent special collections literature resources and the growth of collections in has focused on a few issues brought to non-Roman languageshave driven ILSlight by the current project, specifically vendors to develop more flexible func- the security of materials and records, and tionality. Special collections libraries can the need to increase outreach beyond the take advantage of this growth to eliminate traditional users of special collections redundant record keeping and reduce er- materials (i.e.,scholars). However, the rors. Positive results include greater staff author was unable to locate any study of efficiency, increased availability of user how implementing a circulation system statistics, and an overall greater under- could assist with these goals, suggesting standing of collection use paerns. the prevalence of a two-system mindset. This article focuses on the implementation of the circulation module of our ILSPossible Obstacles for special collections at The Ohio State There are several possible objections to University to assist librarians in defining this type of project that could be advanced the appropriate scope of such an imple- by both special collections professionals mentation at their own institution. Details and colleagues from other parts of the will vary by institution, of course, but by library system. breaking out of the existing mindset that special collections do not circulate, c-re ative professionals will see opportunities to make similar changes. Maintenance of Circulati The first obstacle, and perhaps that with the most merit, is the need for security of As one special collections administrator has stated about this apparent conflict, Most integrated library systems are not designed to facilitate the separate management of special collections circulation records, if indeed they are designed to manage special collections materials at Lack of Flexibility all.6 Special collections librarians may have an The much smaller market share of unrealistically negative view of the flexibi-l special collections means that most ILSsity of their organizations ILS, particularly are not designed to manage special col- if they do not have hands-on experience lections in the way they accommodate with its setup or management. Special resource sharing among large library collections staff may not have contributed systems or patron-initiated checkout, to initial decisions about ILS impleme-nta but the OSU (...truncated)