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In a manner consistent with major academic and research libraries, The New School Libraries routinely acquire, manage, and maintain their collections in support of The New School’s current and future curricular and research needs. (The term “collection” is broadly defined to encompass conventional print and multi-media formats as well as digital storage and transmission technologies.) The vitality and intellectual integrity of the Libraries’ collections depends not only upon robust collection development, but also upon prudent collection management.
The New School Libraries must confront spatial problems caused by the addition of the thousands of volumes acquired each year. Furthermore, the Libraries acknowledge that some of the material acquired at various points in time is likely to have little or no long-term use or value. In order to enhance the Libraries’ value and assure their usefulness, care must be taken to insure that their collections are properly managed and maintained. One important aspect of this process is the relocation of lesser-used materials to more cost-effective shelving locations. Another is the removal of obsolete materials that no longer support current or anticipated curricular and/or research needs.
Based upon a set of best practices as promulgated by the American Library Association, the Association of College and Research Libraries, and peer institutions, this document describes the objectives of collection management and the criteria governing the relocation and withdrawal of library materials. Collection management requires as much care as the process of selection, and it is important that its objectives be viewed within the broader context of collection development. |
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Objectives of Collection Management |
| Maximize the relevance of the existing collections to curricular and research needs. |
- The relocation of low-use materials and the withdrawal of dated, irrelevant, duplicative, or redundant titles from the shelves facilitates browsing and provides space for current collection development and growth.
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| Maximize the effectiveness of acquisitions funds |
The cancellation of paper-based journal subscriptions frees acquisitions funds to support the acquisition of electronic versions of these titles, or to acquire other titles that are more responsive to current teaching and research needs.
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| Maximize the cost-effectiveness of shelf space. |
- Shelving of library materials is inherently expensive. Like most academic and research libraries, The New School Libraries lack sufficient shelf space to accommodate unlimited collection growth. Relocation is necessary to place low-use materials in secure, but more cost-effective shelving locations with retrieval capability. Withdrawal is necessary to remove from the collection materials that are either obsolete, redundant, duplicative, superseded by more recent editions, available in an electronic format, or have been damaged beyond repair.
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| Maintain collections in an acceptable physical condition. |
- Shelves overcrowded with low-use material may hinder access to potentially high-use material. Overcrowded shelves lead to improper handling of materials resulting in damage to collections.
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Collection Management Definitions |
| Relocation |
The transfer of infrequently consulted (low-use), but still useful materials to a more cost-effective shelving environment with retrieval capability.
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| Journal cancellation |
Canceling journals is part of the continuous process of evaluating the Libraries’ collections. Journal subscriptions are evaluated regularly to assess their relevance to curriculum and research programs as well as their cost and usage. Titles no longer relevant to current needs, overpriced (relative to use), underused (regardless of price), or appropriately accessible through electronic databases are candidates for cancellation.
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| Last copies |
The Libraries retain access to at least one copy of all items cataloged into its collections. This access shall comprise retention of: a print copy on the open shelves, or a print copy in an off-campus shelving environment, or a print copy of shared ownership in the Research Library Association of South Manhattan, or guaranteed access to a copy via inter-library loan (ILL), or guaranteed access to an archived electronic copy that is the equivalent of a print copy in terms of legibility, content, and quality of graphic images.
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| Withdrawal |
The permanent removal of a title from the collection (see criteria, below).
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| Criteria for Withdrawal |
Titles outside the Libraries’ collecting scope. Titles no longer relevant to current curricular or research needs and therefore not within the scope of the Libraries’ current collecting activities may be withdrawn from the collections or (in the case of subscriptions) cancelled.
Obsolescence. Titles that contain obsolete information (e.g. legal, medical, scientific, and/or technology reference works) may be withdrawn because the information they contain is out-of-date, invalid, inaccurate, or incomplete.
Redundancy (or Duplication). Multiple copies of low-use titles may be withdrawn to minimize redundancy or duplication of holdings. Individual titles containing information found elsewhere in the collection (including electronic resources) may also be withdrawn for this purpose.
Infrequently used materials. Titles not used by current faculty and students may be designated for relocation (if they still retain relevance to curricular or research needs) or withdrawn (if their content is out-of-date, invalid, inaccurate, or incomplete).
Physical condition. Materials may be withdrawn due to poor physical condition. Deteriorating and/or mutilated books are evaluated for repair and are withdrawn if they are irreparable. Replacement copies are sought as appropriate and available. |
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