Collection Development and Review Processes

Purchasing new materials for Library Collections in 2026

In line with the University’s commitment to maintain a position of financial sustainability in 2026, we will only be purchasing new teaching titles where they are required readings for a current course. The use of the Interlibrary Loans service is encouraged as an alternative to adding materials to the Library’s collections, and is funded for all of 2026. Requests for material to be used for current research will be made using available funds or Interlibrary Loan pathways, budget permitting.

Faculty Liaison Librarians are available to answer any queries you may have and assistance in seeking alternative resources.

Please refer to the FAQs to learn how this may impact your new purchase requests.

FAQs

  • The Library will attempt to fulfill all requests for required teaching materials, where a library lendable copy is available for purchase.

    The Library will not purchase requests for recommended reading.

    A reduced number of copies will be purchased for required reading.

    We encourage subject coordinators to consider whether the whole resource is needed or if a segment or chapter is sufficient. The Readings Online team may be able to negotiate publisher permission for making more than one chapter available through Readings Online. Contact the Readings Online team for assistance

    Your Faculty Liaison Librarian can help you navigate what to do if you have recommended readings we do not hold in our collections.

  • The Library will fulfill requests for current research using available funds or Interlibrary Loan pathways, budget permitting.

  • Inter-library loans will be available all of 2026.  The use of this service is encouraged to fulfil both teaching and research resource needs.

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.