© University of Reading 2010 www.reading.ac.uk/library

Library

Transforming our collections How we reviewed over 1 million items

in five years and got them all to fit!

Paul Johnson – Head of Collections and Space Claire Cannings – Collections Project Co-ordinator

The University of Reading…

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… 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

The library

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1963 - Studying sixties style

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1983 - extension

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Between the late 70s and 90s…

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1989 – Bulmershe College

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Bulmershe Library

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2006 - Role of the Library

Working Party on the Role of the Library said:

–closure and assimilation of Bulmershe Library “as soon as

possible”

–the University Library “on one site”

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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.

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Study spaces

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Research

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A researcher examines a manuscript, copyright The National Archives, licensed under the Creative Commons Attribution 3.0 Unported license.

Solution

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Space available for collections

• 2008: Main Library: 29,800 m

• 2008: Bulmershe Library: 6,800 m

• 2008 Total: 36,600 m

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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

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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

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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

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

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

Reviewing allocation

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

Liaison Librarian spreadsheet

Relegation to closed access

• Store and Stack – main decisions

• Store - off site roughly same capacity as Bulmershe

• Stack – on site in Main Library basement

Off-site Store

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

Bulmershe half of Store Collection!

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)

Starring role for our books!

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

Bulmershe books before integration

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

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

Where do we go from here?

• Maintain collection development policies

– In line with University’s academic activity

• Increase electronic resources

• Develop study space

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Study spaces 2007-2012

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200

400

600

800

1000

1200

1400

1600

1800

2007 2008 2009 2010 2011 2012*

Number of studyspaces

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*2012 is first year without Bulmershe Library study spaces

The Library

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