Collection Management

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Collection Analysis Plus Solutions (CAPS)
Collection Analysis Results
Export MARC Records
Frequently Asked Questions

Collection Analysis Plus Solutions (CAPS)

With Mackin you can manage your collection directly from your workstation. Run an analysis whenever you like and promptly receive your results right on your computer screen. Using those results, you can partner with Mackin to map out a direction for your collection. On the Home page, choose Library > Collection Analysis > Analyze Collection.

If you need a Custom Collection Analysis, our staff of in-house librarians can provide personal assistance through the entire process. Please email or call 800.245.9540.

Collection Analysis Results

To view your Collection Analysis results, log into and choose My Account > Collection Analysis > Collection Analysis Results.

Export MARC Records

To activate TitleMatch, please export your MARC records and send them to us. Detailed instructions for exporting your MARC records can be found here.

Once your records have been exported, you can send them to us through online file transfer, email, or FTP transfer.

Go to Library > Collection Management > Send Records

Scroll to the bottom of the page and choose the option that works best for you.

Frequently Asked Questions

Cannot Export MARC Records

Since CAPS Online is capable of accepting a large amount of records, you might want to check with your technical staff to see if your district has a firewall that prevents you from sharing your MARC Records with Mackin. If there is not a firewall issue, there may be a size limitation restricting your sending large electronic files. In either case, you can ask your technical staff to send the MARC Records to us for you or burn them on a CD and send them to Mackin.

Incorrect Data

When was the last time you sent your MARC Records to Mackin? You may want to send a fresh copy and rerun your analysis.If your MARC Records are updated, you may want to check to see if you have multiple tags and subfields that contain your Dewey information. The Online CAPS system will go to the first tag and subfield you list to see if there is a Dewey number or a prefix contained within it. If it does not find it there, it will go to the next tag and subfield listed. If there is not one, the records will be placed within the Unclassified Call Numbers Report instead of your analysis. Look over this report to see if you can classify them and then rerun your analysis.

Unclassified Call Numbers Report

To help you have the most accurate report possible, Mackin has provided you with a list of your library’s MARC records that have unrecognizable call numbers or no Dewey numbers at all. The total number of items within this report is found in the “Other” part of the “Additional Category” section of your analysis. You may want to revise your analysis by adding in the prefixes found on the Unclassified Call Number Report in your profile and rerunning it.

Comparison Collections

A comparison collection is an exemplary collection based on size, age and percentage recommendations. Size recommendations are based on the goal you specified for the number of books per student (BPS). If unsure of what BPS to use, find out if your state or district has a standard for BPS. The BPS is multiplied by the number of students in your school and then multiplied by the recommended percentage of each particular area. For example, if you selected 18 books per student, this figure is multiplied by the number of students in your school. If you have 1,000 students, then the total titles needed would be 18,000 titles. The 18,000 figure is then multiplied by each section’s percentage to get the number needed in each section. This is carried out to the 18th decimal point.

Adjustments are made according to the grade levels of the school we are analyzing. For example, a K-3 library will obviously have different percentages than a K-6 library. Keep in mind these numbers will probably increase after you weed your collection.

Additional Titles Needed

The Additional Titles Needed do not take into account overages by section. For example, if you currently have 375 titles in the Natural Sciences & Math section and recommendations say you only need 350, the 25 extra are not recorded in additional needed. Instead a “0” is indicated. This is done for overall balance. For example, say your collection currently has 240 titles in the 590s (animals). Recommendations say this area should have 310 titles. A shortage of 70 titles is recorded.