Is there a SUNY "last copy" policy? How can our campus get a list of titles where we're the only holding library, and how can we customize that list to include local data like call numbers and last usage date?
Answer
Table of Contents:
There is no official SUNY Last Copy Policy that would prevent anyone from weeding a title where their campus is the only holding library. Starting in 2008, the OLIS-backed C4D Project: Comprehensive Colleges Coordinated Collection Development met regularly to review system-wide collection development initiatives, such as attempting to build a shared SUNY collection that could be delivered where needed via ILL. During that time, a last copy policy was discussed, but nothing was formalized. For more information, see Jennifer Smathers' article "C4D Project: Comprehensive Colleges Coordinated Collection Development ;Strengthening collections; Collaborating creatively; Coordinating efforts" in the July 2011 edition of SUNYergy, the former SUNY OLIS newsletter.
To request a report that lists all of the NZ titles where your library is the last holding library, contact info@sunyolis.libanswers.com.
Customize the Last Copy Report
The report that SUNY Library Services will send you includes OCLC number, Title, Resource Type, Publication Date, Barcode, and Holding ID. Because it's looking at all holdings across SUNY, it's not a report that can be copied and run in your own institution's analytics. In addition, because only bibliographic records are managed in the NZ, and not your local holdings, we can't pull Call Number or Location information for you. However, you can use the Excel file to generate a report that includes local data by using Alma Data Visualization.
The following information is based on Yoel Kortick's excellent article in the Developers Network.
How To:
- Rename the file that you received from SLS so that it has a simple name, like OLD last copy. The (1) in the original file name seems to cause problems when loaded into Data Visualization. Make sure the first row of the file includes the field names
- Log into your Alma and go to Analytics, Data Visualization (if you don't see this option, make sure you have analytics roles)
- In the top right, click on Create, and choose Dataset
- Either drag and drop or browse for the file that you want to upload
- When your data shows up, verify that the data type for OCLC number and Holdings Id columns are text and not number. Do so by clicking on the pink icon in the header of the column and going to the bottom left area of the screen and checking the data type field
- Add the data set by clicking on Add at the top of the screen
- Then create a new Workbook by clicking on Create Workbook
- You should see your last copy data in the left panel
- Now you need to add the IZ analytics that you want to match on the last copy file, usually the Physical Item subject area. Click on the plus at the top of the left panel and click Add Data Set, and then toggle from Data Sets to Subject Areas, choose Physical Items, and then Add to Workbook. You'll now see both your Last copy file info and the Physical Items analytics options on the left side of the screen.
- Make sure that your type of visualization is Table
- To connect the two data sets, click on Data in the header
- You should see 7 connections between the two sets of data, meaning that the system found the same field names in both areas. Click on the number between the two sets to see the connection
- Pick the fields that you want to display in the spreadsheet and drag and drop them from the left panel into the table design area. You'll need to add at least one column from the last copy data because that's what will limit the spreadsheet to just those last copy entries. If you don't use one of those fields, you'll get results for all of your Alma data, not just the last copy titles. This step can take a lot of trial and error. Suggested fields:
- OCLC # from the last copy data
- Title from Physical Items
- Barcode from Physical items
- Permanent Call Number from Physical Items
- Location Name from Physical Items
- Temporary Location Name from Physical Items
- Once your report meets your needs, make sure to save the projects (top right save) and then export it by clicking on the Share icon and choosing File