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Transforming our collections: How we reviewed over 1 million items in five years and got them all to fit!


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Paper by Paul Johnson – Head of Collections and Space Claire Cannings – Collections Project Co-ordinator, University of Reading for the ALISS 2012 xmas conference

Paper by Paul Johnson – Head of Collections and Space Claire Cannings – Collections Project Co-ordinator, University of Reading for the ALISS 2012 xmas conference

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  • 1. LibraryTransforming ourcollectionsHow we reviewed over 1 million itemsin five years and got them all to fit!Paul Johnson – Head of Collections and SpaceClaire Cannings – Collections Project Co-ordinator © University of Reading 2010
  • 2. The University of Reading… 2
  • 3. … a brief history• 1860 School of Art established in Reading• 1892 University Extension College opened by Christ Church, Oxford, incorporating School of Art, School of Science and Oxford University Extension Classes• 1926 Royal Charter granted - enabling the University to award its own degrees• 1947 Purchase of Whiteknights, former estate of the Marquis of Blandford• 1989 Bulmershe College merger 3
  • 4. The library 4
  • 5. 1963 - Studying sixties style 5
  • 6. 1983 - extension 6
  • 7. Between the late 70s and 90s… 7
  • 8. 1989 – Bulmershe College 8
  • 9. Bulmershe Library 9
  • 10. 2006 - Role of the LibraryWorking Party on the Role of the Library said:–closure and assimilation of Bulmershe Library “as soon aspossible”–the University Library “on one site” 10
  • 11. Vision for 2013• A single, well-maintained and spacious Library at the heart of campus.• Re-profiled collections serving the current needs of all users, with material most in demand also most readily accessible.• A shift towards electronic access, where appropriate, according to academic strategic priorities.• Easy access to less heavily used material, either from remote storage, or through reciprocal networks. 11
  • 12. Study spaces 12
  • 13. ResearchA researcher examines a manuscript, copyright The National Archives,licensed under the Creative Commons Attribution 3.0 Unported license. 13
  • 14. Solution 14
  • 15. Space available for collections• 2008: Main Library: 29,800 m• 2008: Bulmershe Library: 6,800 m• 2008 Total: 36,600 m 15
  • 16. Space needed for collections• 2013: Main Library: 25,000 m• 2013: Remote Store: 7,900 m• 2013: Total: 32, 900 m• 3,700m (10%) reduction in capacity 16
  • 17. 2008• Budget for project set and approved by University – For equipment – For book moves – For staffing • Collections project co-ordinator • 1.5 FTE collections project assistants 17
  • 18. How did we do it?• De-duplication of Bulmershe Library• Reviewing/weeding of stock – both sites• Relegation to closed access areas• Withdrawals• Periodicals and UKRR• Integration of Bulmershe Library
  • 19. De-duplication of Bulmershe Library• Formula: >50 loans per title = more than one copy kept• Multiple copies on same site - visual de-duplication at shelves• Successful – removes c23,000 items from Bulmershe shelves ahead of reviewing
  • 20. How did we allocate the reviewing?• Every Dewey sequence allocated to member of staff• Most of the work done by Liaison Librarians in their subject areas – so some had more work than others• Target of 50% of low use material to be withdrawn or relegated• Liaison librarians consulted with academics
  • 21. Reviewing allocation
  • 22. How did we review the stock?• Stock reviewed on both sites• Reports run for different sections and turned into spreadsheets• Liaison Librarians worked at the shelves• Main decisions: Keep (open shelves), Store, Stack, Withdraw
  • 23. Liaison Librarian spreadsheet
  • 24. Relegation to closed access• Store and Stack – main decisions• Store - off site roughly same capacity as Bulmershe• Stack – on site in Main Library basement
  • 25. Off-site Store
  • 26. Store relegation• Full catalogue record a must but some compromises made• Store sequence – running number basis• Store sequences created from two feeder sites in the beginning
  • 27. Bulmershe half of Store Collection!
  • 28. Withdrawals• Different reasons for withdrawals – duplicates, superseded editions, missing etc• Done by LAs on both sites including a dedicated Collections Project team• 179,331 books withdrawn to date. Would stretch to Halifax, Canada…! (2500 miles)
  • 29. Starring role for our books!
  • 30. Periodicals and UKRR• Project coincided with start of UKRR so made sense for us to join• Periodicals withdrawn if e-access available, duplicates or not subject strength• UKRR has enabled us to withdraw c50,401 periodical volumes so far• Has helped to create space for Bulmershe material
  • 31. Bulmershe books before integration
  • 32. Integration of Bulmershe Library books• Should be straightforward – both sites using Dewey• BUT different versions of Dewey and some ‘made up’ numbers at Bulmershe!• Cataloguers working a shelf at a time reclassifying• Problem: Space in right places in receiving collection
  • 33. Nearing the end…• Project finishes July 2013• Fantastic progress made but currently have outstanding work in all areas talked about• BUT have achieved our aim of everything fitting… just need to continue work so that future growth is possible
  • 34. Where do we go from here?• Maintain collection development policies – In line with University’s academic activity• Increase electronic resources• Develop study space 34
  • 35. Study spaces 2007-201218001600140012001000 Number of study spaces 800 600 400 200 0 2007 2008 2009 2010 2011 2012**2012 is first year without Bulmershe Library study spaces 35
  • 36. The Library 36