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The End is Here…
for the Reference
Collection
Mark A. Vargas, DirectorUniversity LibrariesSaint Xavier University
CARLI, October 2008
2
Purpose
To explain why and how Saint Xavier University eliminated 95% of its print reference collection.
3
Context
SXU is a comprehensive, private Catholic university for both men and women.
Two main campuses, and over sixty off-campus teaching sites.
Offers undergraduate and graduate programs in the arts and sciences, business, education, and nursing.
5,600 students.
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Library was Sinking… Fast
Shelves were at 140% of capacity.
Collection was dated.
Lack of budget control.
At least 25% of the print budget went for reference materials and standing orders… and no one knew why.
5
Where We Started
ServicesServices
FacilitiesFacilities
PersonnelPersonnel
ResourcesResources StrategicPlan
StrategicPlan
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Two Approaches
1. Get the budget under control
2. Get the physical collection under control
Library’s Budget Priorities
Redefining the Hoops
8
Established Collection Priorities
LibraryBudget
University Curriculum
AnnualReview
Collection Development
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Reference Collection Policies
Evolved over several years. Changed in context with other collection issues.
10
Collection Review
Collection must accurately reflect the curriculum.
Need to accommodate vast majority of students who never enter the library.
No new funding; instead, reallocate existing funds.
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No Sacred Cows
End the “we’ve always done it this way” approach.
Willing to review all aspects of collection development.
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New Primary Focus
Base collection development on curricular area, not format
Up-to-date circulating book collection. Best possible array of web-based databases.
Low priority
Print reference collection. Print journal collection.
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Budget
Circulating Books Reference Books Databases Serials
Art
Business
Art
Business
Art
Business
Chemistry
Mathematics
Nursing
Chemistry
Mathematics
Nursing
Chemistry
Mathematics
Nursing
Art
Business
Chemistry
Mathematics
Nursing
Previous Budget Model
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Budget
Art Business Chemistry Mathematics
AV
Books
AV
Books
AV
Books
Databases
Serials
Databases
Serials
Databases
Serials
AV
Books
Databases
Serials
New Budget Model
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Reallocation of Expenditures
Collection Development, by Format
0%
10%
20%
30%
40%
50%
60%
Fiscal Year
Pe
rce
nta
ge
of
Bu
dg
et
Circulating Books Reference Books Periodicals Databases
Library’s Facility Priorities
Making room for more… with a lot less
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Off-Site Storage Program
Used third-party vendor (records management firm) for storage and retrieval.
Eliminated political problems with weeding the collections.
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Off-Site Storage Program
60% of book collection to off-site storage. Any circulating items not used in the last 10
years.
99% of print journals to off-site storage. Any cancelled titles, and anything more than 5
years old.
1 business-day delivery
19
Essential Questions
Is the curricular need better served with an item in reference or the circulating collection?
Would you buy it again? Could the funds be better spent on circulating
books or other resources?
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Basic Early Policies Adopted
Electronic versions of reference materials were preferred.
If available electronically, hard copy taken out of reference.
Bibliographies taken out of reference.
About 30% of reference.
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“Process of Elimination”
Lists of remaining titles given to each librarian.
Each person reviewed the lists and made their priorities.
Options: keep in reference, send to stacks, send to storage, or weed.
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“Process of Elimination”
Combined reviewed master list was discussed and decisions made.
There were no pre-assigned targets or quotas.
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Results
Not every subject needs to be represented.
For most primary subject areas (music, for example), we retain one general, multivolume set and keep it current.
Almost all single volumes less than 5 years old went to the stacks; older items sent to off-site storage.
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Results
New titles with “Almanac, Atlas, Bibliography, Encyclopedia, Index,” etc. no longer automatically put in reference.
Reference may not have the most current materials (Mental Measurements Yearbook).
If in doubt… let it circulate.
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Where the Items Went
0%
10%
20%
30%
40%
50%
60%
Retain in referenceSend to circulating collectionSend to off-site storage
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Outcomes
We can tie the reference collection directly to curricular needs.
We know why what we have in reference is there.
Released extensive funds for better use.
No problems with students or faculty.
Recommended