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7.0 Collection Maintenance and Removal of Library Materials

Collection Maintenance and Removal of Library Materials  

Standards and reports produced by the ALA and SACS indicate that removing obsolete, outdated and  worn and damaged materials is essential to a useful collection and should be conducted both regularly  and systematically. Not only do old, irrelevant materials occupy expensive library space, but they also  detract from current resources that support an evolving curriculum. Additional studies show that  removal increases usage and circulation of retained materials.  

Association standards suggest that from three to five percent of the collection should be evaluated for  withdrawal or replacement annually. The library is guided by the following policies and also complies  with the North Carolina Administrative Code regulating the withdrawal of library materials (23 NCAC  02C.0404 as described in §7.4). 

General Guidelines for Weeding and Discarding Materials  

Materials considered for withdrawal must include, but is not limited to, the following criteria:  

Availability of updated materials: superseded editions not containing unique information, data or providing a historical reference not available in the most current edition

Usage: titles unused within a reasonable time period (5-10 years) based on subject and scope of the work, except for such items considered classics or standard editions. The title may be retained if it is included in a standard list or bibliography, or if the author has a reputation for being an authority on the topic 

Duplication: duplicate titles, unless a proven demand exists for multiple copies of a work 

Program profiles: materials of no relevance to or support for the CP curricula; level of treatment of the subject not appropriate for the program or course taught 

Accreditation: materials which no longer meet accreditation requirements due to age, subject, etc.

Obsolescence: materials that contain outdated or factually inaccurate information 

Physical condition: items in poor condition that are beyond reasonable preservation efforts (based on student needs and availability, replacement titles may be ordered) 

Guidelines for Withdrawing Online Materials  

Evaluation and removal of Internet, database and electronic resources are continuing processes, using,  but not limited to, the following criteria:  

A link is no longer available or maintained 

Obsolescence 

Program profiles 

Another source offers more comprehensive coverage 

Cost per usage figures indicate use is no longer cost-effective 

Systematic Weeding  - needs updating

On an annual basis various subject areas are analyzed according to an established schedule and system circulation summary and usage reports are run for selected call number ranges in order to develop a list of items to consider for removal. CD&MT members may also consult with appropriate librarians and faculty in the subjects or program areas to determine replacement needs.  

The librarians/staff responsible for a subject area will submit a system report prior to weeding, or  immediately following, to show age and use of the resources. A final weeding report will contain more  information, such as number of items weeded and the general rationale for removing the items. 

All librarians and staff may identify materials for removal during the pursuit of their regular job duties in  addition to any formal weeding procedure. If a large number of materials are identified for possible removal, alert the Assistant Director for Resource Services so preparations can be made to manage the withdrawal process.  

For more information please contact the Assistant Director for Resource Services. 

Weeding Formula  

Materials will be reviewed using the MUST-Y formula. This formula is intended to serve as a guideline  for collection review. (The MUST-Y formula was adapted from: Segal, Joseph p. Evaluating and  Weeding Collections. Chicago: American Library Association, 1980). 

 

Recommended guidelines for the number of years to retain a book by subject classification, e.g., X years from publication date + years since last circulation + MUSTY. Classic and/or historic works or notable authors are often retained in the collection if appropriate for a 2-year, undergraduate academic library.

The MUST-Y Formula:  

Misleading 

Ugly 

Superseded 

Trivial 

Your collection has no use for this book

 

 

 

 

Exceptions, notes

A

General Works

10/3/MUSTY

Encyclopedias staggered in years for ordering

B

Philosophy, Psychology, Religion

15/5/MUSTY

Etiquette 5/3/MUSTY

C, D

History, General & Old World

15/5/MUSTY

 

E, F

American History

15/5/MUSTY

G

Geography, Anthropology, etc.

15/5/MUSTY

Historical

H

Social Sciences

10/X/MUSTY

Controversial issues represented from all views

J

Political Science

10/3/MUSTY

Historical

K

Law

10/X/MUSTY

 

L

Education

15/5/MUSTY

 

M

Music

X/X/MUSTY

Keep all basic materials, especially histories

N

Fine Arts

X/X/MUSTY

Keep all basic materials, especially histories

P

Language

10/3/MUSTY

Keep classical authors, basic materials; keep foreign language dictionaries only for instruction or community use

P

Literature

X/X/MUSTY

Keep basic materials, classical authors; discard minor authors no longer read

Q

Science

Computers

Anatomy & physiology

10/3/MUSTY

5/3/MUSTY

X/3/MUSTY

Keep all basic books of significant historical or literary value

R

Medicine

5/3/MUSTY

Keep all basic books of significant historical or literary value

S

Agriculture, Forestry, Animal Culture, Fish Culture

5/3/MUSTY

Keep Yearbook of Agriculture for at least 10 years; keep books on newest technology and hybrids

T

Technology

5/3/MUSTY

Keep repair manuals for older cars (discard volumes which supersede others) and appliances, equipment, machinery, etc. where appropriate for collection

U

Military Science

15/5/MUSTY

 

V

Naval Science

15/5/MUSTY

 

Z

Bibliographies, Library Science

10/3/MUSTY
 

Bibliographies seldom of value after 10 years from date of public

 

 

Disposition of Weeded Library Materials  

North Carolina Administrative Code 2C.0403 allows disposition of weeded books and book-like  materials through the following methods:  

1. Local sale of books at predetermined prices 

2. Donation to non-profit, tax-exempt organizations and other state 

agencies 

3. Public bid sales through State Surplus Property Services 

Weeded materials determined unsuitable for sale, donation or bid may be recycled. These materials  include, but are not limited to, damaged, old and outdated materials (including VHS tapes and audio  cassettes), and periodicals.