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Users Meeting

January 29, 2026

Rebecca Rosecrans

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🆕Updates

Conclusion

👩🏻‍⚕️Collection Maintenance

💢Item Statuses

Agenda

🕒Due Dates

📄Reports

🌐BLUEcloud

🔍ISearch/Fetch

Weeding Report

CREW Method

MUSTIE Factors

🌟Library Spotlight

ILL

DISCARD

HOLDS

LOST (3 types)

MISSING

REPAIR

SHADOW

WEEDED

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CIR : Overdues and Notices

Issue: Email setup included a text box for the user to enter a FROM address which could result in the emails being identified as SPAM.

Resolution: The notices format has been updated to have a CC address instead of having a From Address.

Conclusion

Report Updates

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CIR : Overdues and Notices

Issue: Price was falling off the page for schools with lengthy call numbers.

Resolution: The replacement cost moved to the next line after the dates.

Conclusion

Report Updates

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PAT : Users with Lost Items

Issue: Running the report without going to the Output options tab resulted in landscape as default view.

Resolution: Report setup corrected.

Conclusion

Report Updates

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Customized Receipts & Slips

BLUEcloud 25.06 Updates

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Mark Item Lost

BLUEcloud 25.06 Updates

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Mark Item Missing

BLUEcloud 25.06 Updates

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ISearch

Language

Filter

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Fetch Visual Search

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Fetch Visual Search

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America 250 Resources

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America 250 Resources

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Due Dates

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Update Library Calendar

Conclusion

Snow Days & Fines

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Bookdrop check in

Conclusion

Snow Days & Fines

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OHmodifyduedates.sh (script)

Snow Days & Fines

Edit Due Dates Globally Report

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OHmodifyduedates.sh (script)

Renew Annual Checkouts

Edit Due Dates Globally Report

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Training Spotlight

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Register Online

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Norwayne Elementary

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Norwayne Elementary

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Norwayne Elementary

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Norwayne Elementary

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Norwayne Elementary

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Norwayne Elementary

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Triway Elementary

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Triway Elementary (Kindergarten)

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Triway Elementary (grades 1-2)

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Triway Elementary (grades 3-5)

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Triway Elementary (grades 3-5)

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Weeding

Last time I presented Weeding was October 2023. From the introduction of the CREW Method document “...lack of funds to replace outdated or worn items is never an excuse for not weeding.

From “Before we start the process” page 11 https://yln.libguides.com/ld.php?content_id=72690387

“knowing where the library is and where you want it to go is the first step in weeding. Even if you do not have a formal planning process, it is likely that you have some idea of what the community wants from the library and know what you need to do to accomplish that mission. As you make decisions about the budget, look for additional sources of funds (such as grants and gifts), and select material to add to the collection, you must also keep in mind what is already in the collection and, perhaps of equal or greater importance, what needs to be culled from the collection. As good library managers, we have a responsibility to maintain a collection that is free from outdated, obsolete, shabby, or no longer useful items.”

A rule of thumb held by many library professionals is that about 5% of the collection be weeded every year.5 This allows for turnover of the collection every twenty years. pg 17 of the CREW Method

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YOU SAVE SPACE

6 Benefits of Weeding

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YOU SAVE SPACE

6 Benefits of Weeding

2. YOU SAVE THE TIME

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YOU SAVE SPACE

6 Benefits of Weeding

2. YOU SAVE THE TIME

3. YOU MAKE THE COLLECTION MORE APPEALING

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YOU SAVE SPACE

6 Benefits of Weeding

2. YOU SAVE THE TIME

3. YOU MAKE THE COLLECTION MORE APPEALING

4. YOU WILL ENHANCE YOUR LIBRARY'S REPUTATION

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YOU SAVE SPACE

6 Benefits of Weeding

2. YOU SAVE THE TIME

3. YOU MAKE THE COLLECTION MORE APPEALING

4. YOU WILL ENHANCE YOUR LIBRARY'S REPUTATION

5. YOU WILL KEEP UP WITH COLLECTION NEEDS

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YOU SAVE SPACE

6 Benefits of Weeding

2. YOU SAVE THE TIME

3. YOU MAKE THE COLLECTION MORE APPEALING

4. YOU WILL ENHANCE YOUR LIBRARY'S REPUTATION

5. YOU WILL KEEP UP WITH COLLECTION NEEDS

6. YOU HAVE CONSTANT FEEDBACK ON THE COLLECTION'S STRENGTHS AND WEAKNESSES

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Continuous

CREW Method

Review

Evaluation and

Weeding

The method called CREW (Continuous Review, Evaluation, and Weeding) This method makes it easier to routinely remove outdated and unused materials from the collection while also learning where the collection has gaps or needs new items.

For more than 40 years, The CREW Method from the Texas State Library and Archives Commission has provided guidance to librarians and staff in small and medium sized public libraries about how to cull outdated and no longer useful materials from their collections. Since its inception in 1976, The CREW Method has become the benchmark tool for weeding library collections.

CREW Quick Reference Card

https://shortgrass.ca/sites/corp/media/files/managers_manual/3.2%20Weeding%20Cheat%20Sheet.pdf

This document was originally written for small to medium public libraries. In February 2025 the Texas State Library has archived the full CREW Manual but it can be found other places.

Full Documentation: https://yln.libguides.com/c.php?g=1077306&p=7958012

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text

The first figure refers to the years since the book’s latest copyright date (age of material in the book)

The second figure, refers to the maximum permissible time without usage (years since it’s last recorded circulation) CHECKED OUT

The third refers to the presence of various negative factors, called MUSTIE factors, which will influence the weeding decision.

Using these formula can be AND/OR -the three variables listed. It’s up to you.

PG 61 goes into detail about the guidelines listed here by Dewey Class.

If you see an X as a variable in the formula, it’s not a factor. For example, if X is the first figure, then ‘years’ doesn’t matter --see Folklore 398, Earth Science 550. Graphic Novels are a ‘format’ not a genre and most are paperbacks. Because of their popularity, consider weeding based on last circulation (1 year). Then weed using the MUSTIE factors.

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M = Misleading (and/or factually inaccurate)

U = Ugly (worn and beyond mending or rebinding)

S = Superseded (by a truly new edition or by a much better book on the subject)

T = Trivial (of no discernible literary or scientific merit; usually of ephemeral interest at some time in the past)

I = Irrelevant to the needs and interests of your community

E = The material or information may be obtained expeditiously elsewhere through interlibrary loan, reciprocal borrowing, or in electronic format.

MUSTIE Factors

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M = Misleading U = Ugly S = Superseded T = Trivial I = Irrelevant E = in electronic format

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M = Misleading U = Ugly S = Superseded T = Trivial I = Irrelevant E = in electronic format

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M = Misleading U = Ugly S = Superseded T = Trivial I = Irrelevant E = in electronic format

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text

Weeding Report

https://www.infohio.org/images/ZOO_DOCS/wfhandbook/Reports /INFOhio/REPORTS_INFOHIO_CATWeedingList.pdf

Item Selection Tab

11. Click the gadget next to Library to select your library.

12. Click the gadget next to Date last checked out to adjust the date to include the date range before the decided cutoff date. If left unadjusted the list will include anything that has not been checked out for 3 years or older. NOTE: The list will always include Items NEVER checked out.

13. Click the gadget next to Date created. Adjust the date so that it will not include any books that might be newer to the collection and have not been checked out yet. NOTE: If left unadjusted the list will include items with a creation date of 3 years or older.

Lori’s Feedback: I like to use older than 5 years instead of 3; I also like to narrow it to less than 2 instead of never loaned. But, if that report is too overwhelming then 0 loans might be a better option. For those that haven't weeded for a long time, adding an item group (easy, etc) makes this task more manageable and not so overwhelming.

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Weeding Report: Duplicates

This report is helpful to find duplicate copies of books in your collection. However, if books are on two separate records they will not be included in the report.

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Removing Items: Workflows & Collection

Remove item from Workflows

Review the last discharged date and total checkouts to help you decided if the item needs replaced with a newer version or if it just needs removed.
Be sure to ONLY remove your copy not all copies if the book is in another building within the district.

Use a permanent marker to black out the barcode
Stamp the item (withdrawn, discarded, canceled) near your school stamp

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What to do with Weeded Books: Types of Disposal

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Sell It

Better World Books
Cash 4 Books

What to do with Weeded Books: Types of Disposal

From Lori: I would definitely reinforce staff need to communicate with administration and treasurer's office to determine what to do with weeded books. We are NOT allowed to sell library books. Our policy is to allow students and teachers to select withdrawn books. Then we donate the remaining to thrift stores or community book sales.

To the public or to a used book dealer or pulp dealer (usually in large lots through online sales)

Follow your district policy on selling. The items may need to be transferred to a PTO group or ‘friends of the library’ for the sales.

Various online sellers such as Better World Books, http://www.betterworldbooks.com/ ,

Cash 4 Books, http://www.cash4books.net/ , and

Each company has specific requirements related to condition (ex-library books may not be saleable but you may make money on donations that can’t be added to the collection).

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Sell It

What to do with Weeded Books: Types of Disposal

Donate It

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Sell It

What to do with Weeded Books: Types of Disposal

Donate It

Trade It

Duplicates Exchange (DEU)

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Sell It

What to do with Weeded Books: Types of Disposal

Donate It

Trade It

Recycle It

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Sell It

What to do with Weeded Books: Types of Disposal

Donate It

Trade It

Recycle It

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Sell It

What to do with Weeded Books: Types of Disposal

Donate It

Trade It

Recycle It

Destroy It

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Item Status Types

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DISCARD

Set by library staff using Global Item Modify when weeding or manually when items are damaged beyond repair.

HOLDS

Set by library staff to reserve a book for a user or by patrons online through the OLC.

TRANSIT

Set by library staff to request an item from another library.

Item Statuses

Set Items to DISCARD Report, Convert DISCARD Items report & Remove DISCARD items report (library SUPPORT staff only)

selects items based on location and catalog, call number and item characteristics and changes the current location of the selected items to DISCARD.

part of the inventory process to change MISSING to DISCARD (steps 6 & 7)
Change items with a location of LOST-CLAIM or LOST-ASSUM to DISCARD
To discard a full collection or portion of a collection (discontinuing periodicals, closing a library)

HOLDS

Place a checked out item on HOLD so when it is returned it is ‘reserved’ for ‘next in line’. This prevents the item being checked out by another patron.

TRANSIT

When an item goes in transit, WorkFlows creates a transit record for each item that is going to another library. The transit record is linked to the item, and stores information such as which library the item came from, the library to which it is going, the reason it was put in transit, and the date/time it was put in transit. The workstation beeps when WorkFlows places an item in transit.

Special circulation Functions Group > Pending Transits & Receive Items in Transit Wizards.

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LOST-CLAIM

Manually Mark an item as lost

remains on user’s charge list

LOST-ASSUM

The Assumed Lost report automatically marks items as Lost after a specified period of time.

remains on user’s charge list.

LOST

The item cannot be found and was checked out to the MISSING user.

Is not associated with an actual user.

Item Statuses

What report can I use to automatically mark items as Lost?

The Assumed Lost report can be set up to run periodically and mark items as Assumed Lost after a certain number of days the item is overdue. The item remains charged to the user, and the item’s location is changed to LOST-ASSUM.

How do I mark an item as Lost if the item is charged to MISSING?

If you cannot locate an item charged to MISSING, you can mark the item as Lost.

To mark MISSING items as Lost DEMO

1 Click Item MaintenanceGroup > Mark Item Lost wizard.

2 Use the Item Search helper to locate the item.

If a list displays, select one of the items in the list, and then click Mark Item Lost. The Billing for Lost Item/Processing Fee window appears.

Under Billing User, the MISSING user information appears.

Under For Lost Item, information for the missing item to be marked as Lost appears.

3 Depending on your library’s policies, the item price or the default price appears in the Lost Item box under Billing Info. Because you do not want to bill the MISSING user for the lost item, click Cancel Lost Item Bill.

4 Continue marking items as Lost, or click Close to exit the wizard.

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MISSING

Is set by library staff manually or by the inventory process. (step 4) Items not scanned are set to missing.

REPAIR

Being fixed/mended

SHADOW

Hides a title from public view.

Item Statuses

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Item Statuses

WEEDED

Item was deliberately removed by staff and is not a problem item.

In school libraries, Weeded is often used at the end of a school year to remove outdated nonfiction, damaged books, or surplus copies, while still allowing staff to run weeding statistics before final deletion.

This is from Chat GPT.

Examples statistics would be.

“How many outdated science books were removed this year?”

“How much shelf space was freed?”

“How many items were weeded before purchasing new curriculum-aligned titles?”

Reports you can run to get statistics

Count of Items Weeded: Total number of items withdrawn

In WorkFlows, from the Custom tab > Run OH Item Count (LIBRARY) -before you start weeding then later after you have weeded to have start and end numbers to compare.

Often broken down by:

Date range (e.g., this school year)

Branch / library

Collection (Fiction, Nonfiction, Reference, etc.)

Used for annual reports, audits, and state reporting

Weeded by Call Number / Subject: Shows what subject areas were reduced

Examples:

Dewey ranges (e.g., 500–599 science)

Fiction vs. nonfiction

Helps justify curriculum alignment and collection balance

Replacement Cost / Value of Weeded Items: Sum of item prices for weeded materials

Used for:

Insurance documentation

Budget justification

Demonstrating lifecycle management of the collection

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THANK YOU

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