Collection Development and Review Processes

Collection Development

Library materials are acquired through individual or package purchase, approval plans, standing orders, deposit and donation. Cooperative purchases through consortiums are common for the acquisition of electronic packages.

Collection development is the responsibility of the Collection Development and Maintenance Team in Research and Collection Stewardship. Within Collection Development and Maintenance the procurement of bulk library material and the processes to make these resources discoverable is overseen by the Agreements Team. Single title orders and donations are overseen by the Collection Development team.

Selection is principally guided by academic staff to ensure that material is relevant to the University's learning and research needs.

Subscription Analysis and Review

The Library conducts ongoing analysis of our subscription holdings, to identify titles for potential non-renewal. These are necessary for the sustainability of the Materials Vote (the budget used to fund purchases for the collection) and provide capacity to purchase new databases and subscriptions that may become available.

Non-renewals Principles

Potential non-renewals may be identified by:

  • Low usage over the last two years
  • High cost per use in the current year
  • Duplicated availability and coverage in other sources
  • Not being aligned with current teaching or research requirements
  • Contributes to a teaching or research subject area with a large number of existing resources

Consultation Process

  • Databases, journal packages and titles recommended for non-renewal will be listed on the consultation page for review lists during a designated period of consultation.
  • Lists will be assigned a formal consultation period however feedback on potential non-renewals is welcome at any time
  • Each new list will be advertised appropriately, dependent on the expected scope of impact. This may include University News, consultation by your Faculty or School Librarian or relevant social media channels.

Print Collection Analysis and Review

Process

Library staff review material using a number of criteria to ensure

  • material held on campus is high use, accessible and relevant for current teaching and research
  • damaged, redundant and obsolete material is removed from the open shelves
  • space and shelving is optimised

Outcomes

There are various outcomes that arise when collections are reviewed: material may be transferred to Special Collections, relocated to one of the University Library’s off-site stores, or de-accessioned and removed from the catalogue.

Decisions regarding replacement of damaged items will be made by library staff. Repair or rebinding of materials may also be undertaken.

Principles for de-accession

Categories of material suitable for disposal

  • Published material which is mutilated, badly damaged or worn out.
  • Particular formats which are replaced by formats more suitable for access or preservation.
  • Books and serials in hard copy that are replicated by digital formats with trusted perpetual access.
  • Superseded published material which is acquired only for the currency of its information and has been replaced by more current information.
  • Duplicated published material which consists of additional copies that are no longer required.
  • Deposit and exchange material, acquired under formal arrangements, which may be discarded under the terms of the arrangements.
  • Material which falls outside the Library Collection Development Policy and the scope of the individual discipline or special collection policies.
  • Material received by donation which will be disposed of within the terms of the donation.
  • Original physical material that has been format shifted to an electronic copy and stored in the University of Melbourne collection at an accepted preservation standard

Methods of disposal

  • Recycling
  • Offer to University of Melbourne Faculties / Schools and their staff and students, or to other libraries or institutions.
  • Offer outright to a recognised charity.

Authority to dispose of material

  • Library staff have the authority to dispose of material in accordance with these principles.
  • Approval must be sought from Collection Development and Maintenance for disposal of last copies.
  • The process for de-accessioning all material will comply with the Library’s formal procedures for updating records in the catalogue, the National Union Catalogue and, where applicable, the University’s asset register.