The Other Side of the Coin:De-selecting Material from a Research Library’s Storage

FacilityCharleston Conference

November 4, 2010

Suzanne M. Ward

Head, Collection Management

Purdue University Libraries 1

Outline• Why de-select?

• Purdue’s experience– Serials in storage– Serials from digitized runs– Books

• Using WorldCat Collection Analysis (WCA)

• Next steps & future trends

• Q & A2

Why de-select?

• Easy answer: Recover space

• Real answer: – Local collection assessment is part of

collection management– Huge number of very low use or unused titles– Digital copies increasingly available– National scale: aggregate demand can be met

with a reduced inventory 3

Why de-select from storage?

• Easy answer Recover space; avoid construction costs

• Real answer– See previous slide– We’re all storing the same low use titles

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One research library’s de-selection experience

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Purdue University Libraries• Public university

• 40,000 students

• 12 libraries

• 2 storage facilities– Central campus repository (Hicks)– Second repository (light & dark) (Lynn)

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Hicks Repository• Opened in 1982

• SpaceSaver shelving (compact storage)

• 20 miles of shelving (104,000 linear ft)

• 3 full-time staff + supervisor + students

• Circulated 6,375 items FY 2009/10

• “Full” by 2006

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Dealing with “Full”

• Withdraw duplicates

• Two unsuccessful weeding attempts

• Declare moratorium on transfers (98% full)

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Serials de-selection project2006-2008

• Short/incomplete runs held entirely in storage

• Systematic identification

• Quick access to consortial copies

• Review by subject specialists

• Dedicated staff to manage project

• Develop de-selection criteria9

Serials de-selection project2006-2008

• Criteria– Relatively short run / few volumes (storage only)– Publication start date: 1989 or earlier– Held by at least 2 of 4 benchmark libraries– Held by at least 25 OCLC libraries– Not U.S. government documents– Not in-state publications

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List development: WorldCat Collection Analysis (WCA)

– OCLC product / consortial subscription– Compare your library’s holdings against . . .

• Group– Pre-defined consortium– Custom (up to 10 libraries)

• Single library (with permission)

– Collection building tool11

List development

– WCA (32 divisions, 500 categories, 7000 subjects)

– Local holdings and locations– Benchmark libraries’ holdings– Language tiers

• English• French, German, Spanish• Other languages

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Serials de-selection project2006-2008

Three ranks for each subject list 1. Fit criteria exactly

2. Fit most of the criteria

3. Fit some of the criteria13

WorldCat Collection Analysis

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Selector Review

Final outcome

• Withdrew 36,571 volumes

• Freed 4,892 linear feet (4.7%)

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For more details:

Ward, Suzanne M. and Mary C. Aagard. 2008. The dark side of collection management: Deselecting serials from a research library’s storage facility using WorldCat Collection Analysis. Collection Management 33(4): 272-287.

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WorldCat Collection Analysis

Dark Archive Project

2008-

– JSTOR

– Major publisher

• All volumes from all locations (52,224)• Current 5 years on shelf• Remove holdings from OPAC• Resource sharing from “e” allowed

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Storage Book De-selection Project 2009-

– 1920-1979– Held by 5+ consortial partners AND– Held by 50+ OCLC libraries– Add circulation information– Selector review

LOW USE, HIGH DUPLICATION ELSEWHERE 18

Holding

Count Check AllClear All

Held by 1 Held by 3 Held by 5 Held by 7 Held by 8 Held by 9 Held by 10

Held by 2 Held by 4 Held by 6

Format Check AllClear All

Archival Materials Continually Updated Resources, Electronic

Serial Publications, Electronic

Archival Materials, Electronic Continually Updated Resources, Microform

Serial Publications, Microform

Archival Materials, Microform Maps Sound Recordings

Articles Maps, Electronic Sound Recordings, Electronic

Articles, Electronic Maps, Microform Sound Recordings, Microform

Articles, Microform Musical Scores Texts, Electronic

Books Musical Scores, Electronic Visual Materials

Books, Microform Musical Scores, Microform Visual Materials, Electronic

Computer Files Serial Publications Visual Materials, Microform

Continually Updated Resources

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2. Statistical sampling for audit and control  Author: McRae, T. W. 1933- Publication: London, New York, Wiley 1974Document: English : Book Libraries Worldwide: 478 | Regional Holdings | State Holdings   CIC Holdings

3. Statistical auditing /  Author: Roberts, Donald M. Publication: New York : American Institute of Certified Public Accountants, 1978Document: English : Book Libraries Worldwide: 434 | Regional Holdings | State Holdings   PURDUE UNIV CIC Holdings

4. The auditor's report ing obligation; the meaning and implementation of the fourth standard of reporting Author: Carmichael, D. R. 1941- Publication: New York, American Institute of Certified Public Accountants 1972Document: English : Book Libraries Worldwide: 411 | Regional Holdings | State Holdings   CIC Holdings

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OCLC Title Author(s) ImprintPublisher Physical Description

1264068Princes in the making; Marples, Morris, [1965](London) Faber and Faber 211 p. illus. ports. 28 cm.

4073894

Politik der Schulreform im Teufelskreis der Kompromisse. Lengert, Rudolf. [1969](Neuwied a. Rh. u. Berlin) Luchterhand ix 132 p. 21 cm.

1238360

The great investment : a secondary education in a democracy ... /

Briggs, Thomas Henry, 1930... Cambridge : Harvard University Press, x, 143 p. ; 18 cm.

66438

New lamps for old; one hundred years of urban higher education Knepper, George W., 1970][Akron, Ohio, University of Akron, 407 p. illus., ports. 28 cm.

454048

New York State and private higher education; report. New York (State). 1968[Albany] 155 p. 26 cm.

1996917

College of the Empire state; a centennial history of the New York State college for teachers at Albany,

French, William Marshall, French, Florence Smith, 1944][Albany?] 271 p. 23 cm.

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OCLC Title Author(s) Imprint Publisher LOCATION CALL_NO BROWSESCHARGES

00102152Quantitative research methods for business and economics

Balsley, Howard Lloyd, [1970]

New York, Random House

Hicks Repository 001.424 B 216 Q 1 0

00322798

Decision and control; the meaning of operational research and management cybernetics.

Beer, Stafford. 1966

London, New York, Wiley,

Hicks Repository 001.424 B 392 D 0 0

00352170Introduction to quantitative management

Brabb, George Jacob, [1968]

New York, Holt, Rinehart and Winston

Hicks Repository 001.424 B 72 I 0 0

03983113

Today's information for tomorrow's products; an operations research approach,

Chacko, George Kuttickal, 1966

Washington, Thompson Book Co.,

Hicks Repository 001.424 C 344 T 0 0

01307508Heuristische Planungsmethoden.

Weinberg, Franz,. 1969

Berlin, New York, Springer-Verlag,

Hicks Repository 001.424 H 484 0 0

00543079Monte Carlo Simulation in Operations Research

Kohlas, Jurg,̈ 1972

Berlin, New York, Springer-Verlag,

Hicks Repository 001.424 K 823 M 0 0

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Why involve selectors?

• Depth of subject knowledge

• Circulation isn’t everything

• Retain local interest titles

• Identify special collections titles

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Weeding in a vacuum: is it dangerous? No, if …

• Robust Criteria

• Resource sharing (just in time)

• Common titles

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Next Steps

• Public domain– Google Books– HathiTrust

• Support collaborative efforts

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Collaborative retention of legacy print collections

• Consortial efforts

• National efforts– Center for Research Libraries

• Shared archiving of print material

• Cooperative access• Project management / coordination

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What will it take?

• Trust

• Cooperation

• Commitment to– Retain & maintain certain titles – Pay / share

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Discussion? Questions?

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For more information…..

• Contact Sue Ward: ward@purdue.edu

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