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07-18 Refresh Your DVD Collection

Refresh Your DVD Collection

 

The end of summer is a great time to refresh your DVD collection!

 

When weeding your DVD collection here are a few questions you should ask yourself:

  • Is it circulating?
  • How many times has it circulated?
  • Condition of the DVD: Does it have gashes, does it look worn out, is it cracked, or does it need to be cleaned?
  • Condition of the case: Does it need to be replaced? Is it worn out or shabby to the point that you would not take it out yourself?
  • How many copies does your library own and do they ALL circulate? Maybe you only need 1 copy instead of 3. See how many other libraries have a copy. Maybe consider placing one in storage for a backup.
  • Are you missing a part of a series from a TV show? Can it be replaced or has it been discontinued?
  • Travel DVDs- How old are they? If they are from 2013 or older, they are not useful to the traveler, as countries have changed in regards to security, laws, and economies. Order the latest travel videos like you would for travel guides.
  • Documentaries- How old are they? Is the information still relevant, or has some of the information changed with new discoveries?
  • Fitness DVDs- Look at the cover. If the image shows people in 1980s or 1990s leg warmers & workout gear, it is time to weed it out! Is there a newer revised edition from the same fitness guru? Are there newer fitness trainers with the latest workouts available? Remember, your old fitness DVDs may be circulating because patrons choose what is offered to them. Not everyone will request from other libraries. Do your research.
  • World Language DVDs- Does your collection have movies that are not relevant to your community? If you have a particular demographic (or a diverse demographic) that is represented within your community, get movies that they would be interested in. For example, only buy Bollywood movies or Korean dramas if your community is interested in them.

Read on for step by step instructions on how to refresh your DVD collection using Simply Reports (complete with screenshots!)

  1. On the www.bccls.org website, click Staff.

  2. Click Simply Reports.

  3. Type in your User name and Password, then click Log in
  4. This is the screen that pops up. Click the grey Items tab.
  5. There are several options available based on what information you will need for weeding.
    • Under Report output columns click on the options that you are interested in. Then click on the arrow to the right to transfer them into the middle section (Columns selected for output). Repeat this step until you've selected all the options you need. At this point, you can change the order in which these options display in your report by using the up and down arrows within this section.
    • Click on the arrow to the right of the middle section to transfer the option(s) you want your report to be sorted by into the last section (Column selected for sort). At this point, you can change the order of what you want to sort by first, second, third and so on by using the up and down arrows within this section.
    • Make sure there is a checkmark in the box next to Excel file.
    • For my report, the options I chose were:
      • Item barcode
      • Item lifetime circ count
      • MARC title
      • Item call number
      • You might also choose Item first available date and Item last cko/renewal date. Depending on your collection, you might even include Item shelf location.
      • Note: If you are NOT filtering by Circ status (see step 6) you will probably want to include Item circ status to see item statuses.
  6. Item general filters- There are many aspects of an item record that can be used to customize your report. Click to place a checkmark in the box to the left of a category to activate its drop down menu and make your selections.
    • For example, I selected:
      • Branch- Hawthorne
      • Collection- Adult Media
      • Material Type- DVD (If you have Blu-rays, you can select Blu-ray too)
    • Note: If you already have a record set in Polaris you'd like to run a report on, you can click Item record set, choose your assigned branch, and choose the record set you created. You can then further customize your report and run it.


    • Other categories you might use are:
      • Stat code- This is only useful if your library uses stat codes. (Hawthorne assigns a stat code for every item linked.) For example, if you want to evaluate your dystopian DVDs, you can select the stat code Dystopian to run a report just for those items.
      • Circ status- I sometimes use this. If I want a true inventory list, I do not touch this option and ALL DVDs in my library will be listed on my report. The advantage of this is that you really get to clean up the database of any errors. Or, for example, if you want to run a report on all missing items, click Circ status and select only the Missing status.

  7. Item relative date filters (prior to a specified date)- Use this for limiting the time frame for circs when you are weeding. For example, if you want to see DVDs that haven't circulated in 2 years or more, select First available date more than and Last check out or renewal date more than and type 2 into both text boxes, then drop down the menus to the right of each number to select Years. Also check the box next to Not present for Last check out or renewal date to include any items that have never circulated. (Note: Including First available date is necessary to avoid weeding brand new items that haven't had a chance to circulate yet.)

  8. Item circulation filters- Can be used if you want to focus on DVDs with no circs, or even high circulating DVDs. For example, if you want only DVDs that have a lifetime circ of 100 or more, then select Lifetime circulation and Greater than or equal to, then type in 100. You can use the resulting report to check the condition of DVDs that might be “Grubby” from frequent use. You choose what is right for your collection.

  9. Once you've made all your selections, click the Submit button on the bottom of the screen.

  10. Next, your Excel preview will generate, where you will see the first 100 items in your report. If this is not the information you need or you need to make adjustments, you can click Close window to go back and change your parameters. Otherwise, if your report looks good, click on Download report output. You can also click on Create item record set from report results, if you'd like to work with the items in Polaris using a record set.

 

Step by Step Cheat Sheet for Weeding DVDs Using Simply Reports

  1. On the www.bccls.org website, click Staff.
  2. Click on Simply Reports.
  3. Type in your User name and Password, then click Log in.
  4. Click the Items tab.
  5. Under Report output columns, select Item barcode. Then click the arrow to the right to transfer it into the next section (Columns selected for output). Repeat this step for Item lifetime circ count, MARC title, and Item call number. Additional selections to consider are Item first available date, Item last cko/renewal date, Item shelf location, and Item circ status.
  6. Within Columns selected for output, select Item call number. Then click the up arrow to move it to the top so it will display first in your report. Reorganize the rest of your selections as you would like them to appear in your report.
  7. Within Columns selected for output, select Item call number. Click on the arrow to the right to transfer it into the last section (Columns selected for sort). Repeat this step for MARC title, so your report will be sorted first by call number, then by title.
  8. Make sure there is a checkmark in the box next to Excel file.
  9. Item general filters
    • Branch- Your Library
    • Collection- Adult Media
    • Material type- DVD (optional- include Blu-ray)
    • Stat code (optional)
    • Circ status (optional)
  10. Item relative date filters (prior to a specified date)
    • First available date more than 2 Years before the report run date
    • Last check out or renewal date more than 2 Years before the report run date OR Not present (check the box next to Not present)
  11. Item circulation filters
    • Lifetime circulation (optional)
  12. Click Submit.
  13. Check the preview of the first 100 results. If you need to make any adjustments, click Close window to go back and change your parameters. Otherwise, if your report looks good, click on Download report output. You can also click on Create item record set from report results, if you'd like to work with the items in Polaris using a record set.

 

Suggestions for Weeding - Fitness

Suggestions for Purchase - Fitness

  • 30-Minutes to Fitness: Amped-up Cardio Live with Kelly Coffey-Meyer, 2017 (UPC 812073022090)
  • Jillian Michaels Killer Cardio, 2017 (UPC 018713626608)
  • Pure beginner: designed for real people with zero yoga experience, 2017 (UPC 191091449196)
  • Atletica: Vol. 1 by Powerstrike, with Ilaria Montagnani, 2018 (UPC 812073024506) - this is part of a series (vols. 1-4)
  • Leslie Sansone Just Walk: Ultimate 5 day Walk Plan, 2018 (UPC 812073025077)
  • Leslie Sansone Just Walk: Walk it off in 30 Days, 2018 (UPC 812073025114)
  • Tai Chi Fit Over 50 with David-Dorian Ross, 2017 (UPC 822003006052)

Suggestions for Weeding - Travel

Suggestions for Purchase - Travel

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