Draft Storage Review Procedures

Revised 9/29/03

Collection managers will review materials in their subject fields for storage designations-SRLF, Local Annex, and discard-as a single review process. This will be an ongoing process, and will be rotated amongst collection managers and areas of the library to reduce keep the individual workload manageable.

Collection managers will be asked to review relatively small sections of their collections at a time so that they are not overburdened, and so that the flags in the library will be scattered and not look so daunting.

The overall approach is not to strive for perfection. Even though the process will not identify every possible title, it should be possible to identify a high enough percentage to keep the process moving and to identify titles quickly enough to keep up with the SRLF shipment requirements. Books missed each round will be considered the next time that call number area will be reviewed.

Lists will be generated by ALEPH and won't be perfect, so some titles will be identified that aren't on the lists. Collection managers can add those to the list as they identify titles. It is hoped that lists in the future will be able to give more information and be more refined.

Procedures:

  1. Lists will be generated from ALEPH in call number order and put into Excel. Lists of titles will be distributed to collection managers (probably several collection managers at a time doing small segments of their collections).

[Using the list as the initial means to identify materials as possible SRLF candidates eliminates the process of students identifying and flagging everything at the beginning of the process.]

  1. Flags will be given to each collection manager with their list. Collection managers will go to the stacks and review titles, using the list as a basis. The collection manager will put a flag in each book they decide can go to storage and/or be discarded, and will annotate the list with that decision. The list will be annotated with the decision of where to send each title:

SA - SRLF with Local Annex as the back-up if already in SRLF

SD - SRLF with Discard as the back-up if already at SRLF

A - Local Annex

D - Discard

[leaving blank next to a title indicates it will stay on the shelf]

If a title to be sent to storage is not on the list, the collection manager will be add the call number on a blank sheet provided at the end of the list.

[Using collection managers as the flagger & reviewer combines the "review" process, streamlining how materials are evaluated.]

  1. Lists with collection manager decisions will be returned to the Collections Coordinator for minor editing to clarify collection manager choices and coordination with technical services.
  1. Faculty in the relevant call number areas will be notified and have 4 months to review titles. For any title that faculty do not want sent to storage, they may either pull the flag from the book, or mark the flag's DO NOT SEND box, sign their name/dept., and return the flag to the book.
  1. Using the annotated list from the collection manager as a general guide, Access Services will pull from the shelves only the titles that still have a flag in them, as long as the flag doesn't indicate that the book should not be sent. Books on the list that do not still have flags will not be pulled from the shelves. Books will be sent to the CatalAcq Research Unit in small batches.
  1. The CatalAcq Research Unit will check books in Orion, and change locations for those not already at SRLF. Those at SRLF will be processed either for Local Annex locations or discard, as indicated by the collection manager.

[Working from the books in small batches may facilitate record processing and correction.

May only need to consult shelflist for materials not in the database at all.]

  1. Books will be sent to Stacks Services to be cleaned, mended, etc. and packed for SRLF.