Retention and weeding policy

1. Context

1. The library is a critical component of the university's research strategy. All items in the collection may have some research value in the future and this can be difficult to anticipate.
2. The library recognizes the need to provide easy access to up to date resources for teaching and research.
3. The library must accommodate tens of thousands of extra volumes acquired each year.
4. Some of the material acquired is likely to have little or no long term use or value.
5. The library has made some investment in all its catalogued resources.
6. Monash University is a joint owner of the CARM Centre (CAVAL Archival and Research Materials).  One collection in the CARM Centre, the CARM Shared Collection, is a last copy collection, jointly owned in a consortium with other Victorian academic libraries.
7. The branch library collections, the campus-based store collections and the CARM Shared Collection, together form one collection which is available to all Monash University Library (MUL) users.
8. The library will take account of the impact of discarding material on the University's asset register.
9. The library will take account of the impact of discarding material on the perception of collection strength by agencies who evaluate the library or University.
10. The library will take account of the potential value of discarded items to the building of collection at Monash University Malaysia and Monash South Africa.
11. The library will consider donating unwanted materials to other libraries including hospital libraries and other academic libraries in Australia or overseas.

2. Definitions

Weeding means discard and disposal of materials from the Monash University Library collection.

Relocation means moving of materials from one location to another location within the Monash University Library collection (including in the same branch, to another branch library and any store where Monash retains ownership of the item, such as leased space in the CARM Centre).

Relegation means transfer to the CARM Centre and relinquishment of ownership of the item to the CARM shared Collection.

3. Policy

3.1 Last copies

The library retains access to at least one copy of all items catalogued into its collection, including all versions and editions.   This means retaining:

• a print copy on the open shelves in any branch library, campus based store or off-site store or,
• a print copy in storage in any branch library or store where Monash retains full ownership, or
• a print copy of shared ownership in the CARM Shared Collection, or
• guaranteed access to an archived electronic copy which is at least the equivalent of a print copy in terms of legibility, content and quality of graphic images, eg JSTOR or Portico.

3.1.1 Exceptions

• If a last copy is damaged, stolen or lost it should not be replaced if there is no perceived need.
• Short runs of serials of marginal teaching or research value can be disposed of given that better access generally exists to more substantial runs. Catalogue records for short runs can also be misleading for clients.
• Resources in technologically redundant formats may be disposed of if the information can no longer be accessed and the research value does not justify transcription to another format or if copyright restrictions prohibit this.  Examples of such formats include some audio-tapes, 5¼ inch floppy discs or older video-tape formats.
• Material not catalogued is not part of the library collection and will be reviewed for retention based on its relevance for teaching and research at Monash University.

3.2 Multiple copies

There are two compelling reasons for weeding low use and/or superseded multiple copies:

1. Shelves overcrowded with low use material may hinder access to potentially high use material;
2. In some areas it may be confusing to users to have large numbers of out-of-date books when new editions are also held.

All but the last copy of any published work may be weeded under the supervision of branch library managers if ALL the following conditions are met.

• the material has had very low or no usage in recent years;
• there is no evidence or anticipation of demand for the material at that branch or other branches;
• the material is not likely to be of some significant value; and
• there is consultation with the Collection Management Librarian regarding valuable works.

4. General procedures

4.1 Last copies

4.1.1 Retention in branch libraries

Consideration should be given to relocating last copies of less used material to other branch libraries, or to the Rare Books Collection if appropriate, to branch-specific MUL stores or multi-site MUL campus based stores where these exist. This can provide a way of monitoring demand for items before a decision is made to relocate them to the CARM Shared Collection.

4.1.2 Relocation to low-use storage

Last copies which have very low usage and can no longer be accommodated in branch libraries may be relocated to a storage facility, with Monash University Library retaining ownership of the items.  Currently storage space is leased by MUL at the CARM Centre and this comprises the Monash University Library Off-Site Store.  Records for items relocated there will be retained in the MUL catalogue, with the location changed.  All users are able to request delivery of these items.  Items placed in the low-use store may be relocated back to a branch library if demand warrants.  Detailed guidance on procedures for updating the catalogue holdings is available from the Information Resources Division page on the library intranet.

4.1.3 Relegation to the CARM Centre collection

Last copies should be relegated under the supervision of branch managers who should ensure the work is indeed the last copy and that the CARM Centre does not already hold a copy. Branch library staff are responsible for altering the catalogue holdings for material relegated to the CARM Centre.   Detailed guidance on procedures for updating the catalogue holdings and maintaining statistics is available from the Information Resources Division page on the library intranet.

The Collection Management Librarian coordinates the pick up of material from the different MUL branches and its delivery to the CARM Centre.

4.2 Multiple copies

Branch library managers, in conjunction with relevant subject librarians and/or library faculty team members, should develop criteria of usage per copy as well as currency and relevance of content for weeding.  Detailed guidance on procedures for updating the catalogue holdings and maintaining statistics is available from the Information Resources Division page on the library intranet.

Amendment history
December 2001
             First electronic copy published with minor amendments.
March 2006
            Amended to include definitions, and changes to Last Copies storage options.
July 2008
           Amended to expand the context, to make more explicit the role of off-site storage
           and to include examples of guaranteed archival access.
March 2009
           Comments from IRC.

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