AHEAD of the CILIP Supplier Showcase in Manchester on 21 November we are sharing content of interest to buyers in all sectors from our supplier partners - many of whom will be exhibitors at the event.

In the article below, from our 2025 Buyers' Guide magazine, Jamie Wright, Director, Customer Experience at collection HQ, takes a look at the challenges that data can solve in public and academic libraries.

But something else of possible interest to buyers in the newsletter this week is "Perpetually intensifying AI bot attack" in which Green Libraries Conference keynote Gordon Johnstone discusses a report on AI bots in library management systems from CILIP supplier partner, Open Fifth (who are also exhibiting at the Green Libraries Conference).

Another item of interest to buyers at the Green Libraries Conference is a talk about a sustainable purchasing toolkit developed by Lucy Gilham, Knowledge Specialist at Hampshire Hospitals Library Service, Basingstoke & North Hampshire Hospital. Register for the Green Libraries Conference here and the CILIP Supplier Showcase here.

Data driven decisions during a crisis

LIBRARIES face challenges on all levels from book buying to physical spaces and workforce. Where data is available, Jamie Wright, says it is becoming increasingly important to use it. “Over the past several years libraries have been under extreme pressure to do more with less. We have seen the number of librarians coming into the sector reduce year on year meaning libraries need to adapt how they operate their service. We have seen an increased dependence on data driven decision making.”

"The public library sector is witnessing a promising return to pre-COVID footfall and borrowing rates, marking a positive shift in community engagement."

He said: “As the Director of Customer Experience, I visit libraries worldwide, and while the accents of the staff may vary, the challenges in library stock management are remarkably consistent. The most common challenge libraries face today is a shortage of staff needed to run services at their best.”

Trends

Despite the crises in library funding and staffing, Jamie says: “The public library sector is witnessing a promising return to pre-COVID footfall and borrowing rates, marking a positive shift in community engagement. This resurgence is partly due to libraries expanding their electronic offerings, including e-books, e-magazines, and e-newspapers, making it easier for patrons to access diverse resources digitally.

“A trend among inner-city libraries is the creation of additional study spaces for students. This shift in usage is prompting libraries to adjust their physical collections, carefully deciding which materials stay on the shelves, which go into storage, and which are weeded.”

Collection management

“Modern library management systems increasingly incorporate data analytics tools to support informed decision-making,” Jamie says, adding that it “gives libraries a way to analyse usage patterns and make evidence-based choices”.

This is the area in which collectionHQ operates, using evidence based stock management methodology to manage existing collections and make purchasing decisions.

As an illustration Jamie said a tool that has seen significant global growth in usage is its “Transfer Tool” which analyses demand across libraries, identifying underutilised materials that could satisfy needs elsewhere. He said: “By redistributing books more effectively, many libraries have boosted their annual circulation figures, demonstrating how thoughtful data-driven strategies can enhance both resource utilisation and reader engagement.”

Physical space

Collection management is part of physical space management. Jamie said: “Balancing traditional collections with modern demands for space is a strategic challenge, as libraries strive to meet evolving community needs.”

The company has recently been responding to these trends in academic settings, particularly in the US, and introduced “cHQacademic” in July 2024 for university library collections.

Jamie says: “The University of Virginia is managing a collection of over five million books spread across campuses and storage. As more students rely on digital resources, the university is working to streamline its physical collections to better support contemporary learning environments.

“This trend is evident elsewhere as well; the University of Central Florida, for instance, noted that its storage facility – originally projected to serve for nearly a century – has already reached capacity. As e-learning gains traction, physical books in certain disciplines are being gradually supplemented or replaced by digital resources, allowing libraries to evolve alongside changing educational practices.”

Getting the data

“In 2024, with limited time and resources, libraries can no longer ­afford to spend hours manually extracting and analysing data,” Jamie said, adding that this is the job that collectionHQ does for over 8,000 libraries across Europe, APAC, and North America. It uses a methodology developed in Scotland to streamline the lengthy and labour-intensive process of assessing collection performance and identify areas needing improvement. A task Jamie said “previously took days, weeks, or even months.”

The aim of the process was to collect data that would create ‘a proxy customer consultation’ enabling librarians to make decisions about collections that would help library users.

Asked how CollectionHQ had evolved or added to this proxy consultation, Jamie said: “As the number of librarians entering the field declines and retirements increase, the resulting knowledge gap is a growing challenge.”

He said that this meant continuously evolving the product. For example in April 2024 collectionHQ introduced a barcode so when staff scan a book they get a “Recommended Action”. He points out this could be “assessing content relevance e.g., checking for outdated material, determining if the book is core to the library’s mission, identifying whether it supports diversity, equity, and inclusion (DEI) goals, evaluating if it’s ‘dead’ stock, or recommending transfer to a location with higher demand. With a simple scan, collectionHQ now provides staff with the same insights a librarian would, enabling more efficient and informed collection management.”

Centralised view

However Jamie also says that it is useful having a wider view. “With a customer base of over 8,000 library users, collectionHQ processes a vast volume of data. This wealth of information guides our decisions on future product development. For example, through customer feedback and usage data, we discovered that librarians were spending less time in the system due to the growing demands on their schedules. In response, we developed the ‘Recommended Actions’ tool, designed to streamline and accelerate the stock management process.”

Data from outside the system is also used. Jamie said: “At collectionHQ, we combine multiple data sources with a library’s own data to deliver a complete and detailed picture of their collection. This holistic approach enables libraries to make informed decisions about their stock. For instance, in 2021, we introduced a Diversity, Equity & Inclusion (DEI) module to help libraries identify and strengthen their collection of DEI materials. To ensure comprehensive coverage, we utilise five key data sources in addition to peer data comparisons.”

Are all LMSs equal for data?

collectionHQ relies on library management systems for its data, and Jamie adds: “We collaborate closely with all major LMS providers and have a strong understanding of their customer needs. By partnering with them, we ensure they supply the precise data required for customers to effectively use collectionHQ. We also continually refine our processes to gather this data as efficiently as possible.”

He said: “The data we receive from various library management systems (LMS) is processed through our systems and tailored to meet our customers’ specific information needs. This enables users to access insights in a single action plan, eliminating the need to sift through multiple spreadsheets generated by their LMS.”

Ebooks

Asked how the increased use of ebooks has affected collection management, Jamie said: “Since 2019, the role of ebooks in libraries has undergone a significant transformation. Once considered a supplementary “nice-to-have” service, e-books have now become an essential component of library offerings. This shift reflects the growing demand for digital access and the evolving needs of library patrons.

By analysing usage patterns libraries determine which content delivery models – digital or physical – are best suited to their patrons’ preferences. For example, should a library allocate more resources to expanding its e-book catalogue, or is there a sustained demand for physical books?”