the art of creating more space in your library! weeding bound periodicals
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Imagine more space in your library!
Weeding bound periodicals
Susan Andrews Susan.Andrews@tamuc.edu
Sandy Hayes Sandy.Hayes@tamuc.edu
Background Process (cont.)
Recommendations
Problems
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What we would do differently
Determined usage of title
From 1999-2009, we tracked usage with
dot stickers placed on the spines when re-
shelved
Color and/or shape changed every two
years
In 2009, we changed to using generic
bound volume records in the ILS and
counted all use on that record
In 2010, we changed to a new ILS with
three in-house usage fields:
In-house or internal use
ILL for our patrons (document delivery)
ILL for other libraries
Also began entering individual volumes as
bound, and/or as re-shelved, and counted
which type of use before shelving
Identified titles with archival online access
Including JSTOR, MUSE, etc.
Identified titles with online access
Title was available in 3 or more reliable full-
text databases, preferably from different
providers
Indexing
If a title was not indexed, it was not
findable and was reflected in usage
Determined criteria for weeding
Took our list and visited bound volumes
and made our initial decisions
Using decisions list, created weed report
which was checked for current use and
type of use
What do you do when your library is running out
of space, you need room for an ambitious new
computer lab, other departments are taking
over library real estate at a rapid rate and study
dens are popping up like mushrooms? Not to
mention, bound periodicals were already
running out of space?
Our answer was to weed the collection, but
how to start?
There were several things to consider before,
during and after this project. The primary areas
were:
What criteria to use to determine
whether a title should be retained or not?
Who makes these choices?
Where do we get the data (both titles
and usage) from?
How do we indicate which titles are
chosen for de-selection?
Who pulls them and how do they
document them for statistics?
What to do with the bound volumes that
are de-selected?
Using dot stickers for usage
Dots fell off (or wound up in hair)
Shelvers forgot dots
Decision-making about when dots were
applied and interpretation of usage dots
Offering out
Had a shrinking time frame and offering out
took too much time and manpower.
Old cataloging rules made the list
problematic
e.g. Bulletin of the American… shelved as
American …, Bulletin.
Recycling Major space issues
Had to find a recycler for books
Here are the things we absolutely recommend
for anyone having to undertake this project:
Do usage!
And make it as detailed as possible
Do have two people de-selecting
It helps to have two viewpoints (and
someone else to blame)
Do check online availability and
archival access
Remember, there is always ILL
Try to be as objective and unemotional
as possible
If there is time, and you have their
cooperation, please give your subject
librarians a chance to veto weeds
Archival online access – De-select
Usage
No usage – De-select
Low usage – De-select or compact
Three or more uses – Keep
If all use was ILL (other libraries) –
De-select
Online access –
Three or more sources - De-select
Core titles or accreditation titles – Keep or
compact
Would like to offer out titles with high ILL
usage
Do not use a list that someone else created
Process
Created master list of periodicals
Pulled periodical title list
Exported periodical data from ILS
including:
Title
Publication information
Publication year
Author
Imported data into Microsoft Access
Added fields that would be useful for weed
Criteria for Weeding
Process (cont.)
Made final weed list and sent it to
Circulation for pulling
When pulling, Circulation noted number of
volumes de-selected for statistics
Initially offered out weeded volumes then
switched to recycling
Cleaned-up records in ILS and OCLC
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