Redirecting Duplicate Copies at Check-In
For libraries using floating collections, the system should support automated redirection of duplicate copies at the point of check-in to other branches that do not currently hold a copy of the title.
The system should surface eligible destination branches automatically, eliminating the need for manual title-level analysis by staff.
In multi-branch library systems, the workflow should allow configurable prioritization rules to determine the destination branch when redistributing items.
Prioritization logic could be applied in the following order:
1) No copy of the title is currently available/on the shelf at the receiving branch
2) Title (or item if not possible) has never circulated at the receiving branch
Benefits and Use Cases
Operational efficiency for staff
Currently, staff must manually identify duplicate copies after check-in and shelving, then query the ILS (Sierra) to determine which branches do not own the title. There is no visibility into branch-level circulation history (e.g., whether a title has ever circulated), resulting in time-consuming and inconsistent decision-making.
Improved collection distribution
Large hold queues can result in excess copies being retained at a single branch after demand subsides. Automated redistribution reduces title saturation at individual locations and supports a more balanced floating collection.
Increased circulation and collection value
Routing items to branches where the title has never circulated increases the likelihood of first-time use, improving overall circulation metrics and maximizing the return on investment for collection materials.
Elizabeth Wright
shared this idea
-
Elizabeth Wright
commented
There would definitely be a number of ways to do this, but I don’t think staff would want to respond to a prompt at each check-in. Instead, I’m envisioning something that builds on the existing hold pickup location model.
1. Each branch could be assigned a configurable maximum number of duplicate titles allowed on the shelf. (eg. Larger branches might allow 3–4 copies, while smaller branches might allow only 2).
2. At check-in, if the number of duplicates on the shelf exceeds that maximum, the system would automatically determine where to send the copy using the priority established in a table similar to the hold pickup location.
What is fantastic about the hold pickup location table is that priority can be based on a randomized group of locations or individual branches.
3. The system would never redirect a copy to a branch that already has it on the shelf unless everyone has a copy. In that scenario, the maximum number of duplicates would be checked by the system.
-
Shawn P. Farrell
commented
An automated redirect would be terrific! I've been working at Millennium/Sierra libraries that have floated collections for 16 years now & the potential for pooling multiple copies for the reasons Elizabeth mentions is considerable. Staff have resorted to workarounds by noting titles & the number of duplicates available in shared spreadsheets so other branches can view at a glance & request them & for a while, duplicates would just be sent to a large room at NYPL's Library Services Center, where branch staff could visit & "shop" for titles they wanted at their branch.
Automating the refusal of a float-in would eliminate so much extra work for staff. Do you see it as being entirely automated, or coming with some sort of prompt at check-in like "X copies currently available at Branch. Do you wish to check-in or return to pool?"