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

1. 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
© University of Reading 2010 www.reading.ac.uk/library

2. The University of Reading…
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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
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4. The library
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5. 1963 - Studying sixties style
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6. 1983 - extension
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7. Between the late 70s and 90s…
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8. 1989 – Bulmershe College
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9. Bulmershe Library
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10. 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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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.
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12. Study spaces
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13. Research
A researcher examines a manuscript, copyright The National Archives,
licensed under the Creative Commons Attribution 3.0 Unported license.
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14. Solution
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15. 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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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
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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
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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
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35. Study spaces 2007-2012
1800
1600
1400
1200
1000 Number of study
spaces
800
600
400
200
0
2007 2008 2009 2010 2011 2012*
*2012 is first year without Bulmershe Library study spaces
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36. The Library
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