The full document is available online at www.mhl.org/about/policies/cd/#h3_16.
MEMORIAL HALL LIBRARY, in Andover, Massachusetts, serves a population of 34,000. Their collection development manual is wonderfully thorough, with details on how and why items are selected. There are specific sections on replacing items, mending items, and a General Weeding Policy, which are reprinted here.
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FORMAT |
IDENTIFY TITLES FOR REPLACEMENT |
REPLACE IF: |
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Books |
Printouts for long overdue or lost items are checked in database to determine number of copies, number of circulations, publication date Mending shelf is checked for candidates for discard and repurchase Reserve lists and ILL requests are checked for replacement candidates Reference librarians make suggestions for replacement for items that “should be” available but aren’t New or updated edition is available |
Book is still in demand and is in print, and we don’t have adequate copies of the title, or sufficient subject information in other books Try hard to replace “classic” titles Be sure to keep adequate number of titles of items continually in demand New edition has substantially updated information |
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Long overdue or lost items Visual inspection of collection Patron identified items that are in poor condition Periodic checks of circulations on high circulating/shabby looking items |
Title is still in demand Replace single CDs where appropriate Repurchase entire title, either from same vendor or another vendor if entire set is past its useful life Most titles are not replaced |
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DVDs |
Long overdue or lost items Staff or patron identified items that are in poor condition |
DVD is still in demand and not dated |
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Music CDs |
Long overdue or lost items Damaged items |
Title is still in demand Replace “classic” titles |
• To identify and withdraw incorrect or outdated materials. Users are dependent on us to provide up-to-date information. Outdated medical, legal, travel, tax and educational information especially can cause serious problems for our users.
• To remove from the collection those materials no longer being used. If the collection is full of materials that are not being used, our users cannot find the materials that they do want. Last year we added approximately 18,500 items and withdrew 12,000 items. Optimally, shelves should not be more than 3/4 full, with the top and bottom shelves empty as they are hard to reach.
• To remove worn or damaged materials. Attractive, clean materials are preferred by users and give the message that the library is a modern, up-to-date source of information. A well maintained collection sends the message that we expect users to treat our materials with respect and return them in the good condition in which they were borrowed. Users appreciate a well maintained collection and are more likely to support it with their tax dollars than they would support a library collection that looks like someone’s old attic. Popular worn titles should be withdrawn and replaced with attractive newer editions. Classics will circulate well if they are clean and inviting.
• To increase circulation. Paradoxically, decreasing the size of the collection often results in increasing circulation. Users find it difficult to find useful materials when the collection is overcrowded with outdated, unattractive, irrelevant materials. Weeding makes the “good stuff” more accessible. Death from overcrowding is a common result of collections that are not properly and regularly weeded.
1. Identify items that are candidates for weeding:
• Library pages and aides remove shabby, outdated materials for consideration by the professional librarian.
• Menders set aside poor candidates for mending for consideration by the professional librarian. Replace if appropriate.
• Library pages and aides use printouts of items not circulated in a certain amount of time (generally one to three years, depending upon subject, genre, collection or format) to remove items for consideration by the professional librarian. Where appropriate, aides and pages will note if there are other copies of the book, or other books on the subject on the shelf.
• Examine (as per the weeding guidelines outlined in this manual) specific date sensitive areas, e.g., travel guides, science, medicine, law, and technology, and weed those items whose information is not current.
• Weed subject areas where currency is less urgent, less often, but still on a regular basis, based on computer generated usage statistics and condition.
• Encourage all professional staff to be on the alert for dated and superfluous materials. Expect staff to make suggestions for weeding and replacement on a continuing basis, for all areas of the collection, both print and nonprint.
2. Physically prepare items to be withdrawn.
3. Remove items from the database.
4. Order replacement titles as necessary.
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Consider selecting library materials in all formats available for adults Buy bestsellers, works by popular authors and high demand items Buy multiple copies as budget allows of popular materials and items in demand |
Continuously weed using last activity date and number of circulations since date of acquisition Identify worn items still in demand and mend or discard |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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All Print Collections |
Generally, buy one copy per four reserves of items in demand Consider buying multiple copies of classics still in demand Buy heavily for new book displays Buy multiple copies for school assignments, if needed |
Generally weed materials that have not circulated in one to three years Weed classics by condition and replace with new, attractive editions |
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Fiction |
Buy general fiction, mysteries, science fiction, short stories and graphic novels Buy hardcover editions for general fiction and consider buying duplicate copies of trade paperback editions for popular titles/authors (if available) Buy series titles we own if still circulating and do not buy series titles we don’t own, unless in high demand |
Weed multiple copies when demand ebbs |
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Large Print |
Buy multiple copies of bestsellers if budget allows |
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Books-To-Go |
Buy multiple copies of bestsellers Buy hardcover editions for Books-To-Go, trade paperbacks for Notable Books-To-Go |
Weed duplicates once demand ebbs |
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Paperbacks |
Buy mass market copies of popular books |
Weed by condition and generally do not replace or mend |
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Book Club |
Buy trade paperbacks of popular books |
Weed frequently by condition |
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Buy trade paperbacks of prizewinners |
Weed by condition and space limitations |
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Nonfiction |
Buy a broad range of nonfiction subjects, especially in the most popular subjects, i.e., cooking, health, self-help, house and garden, crafts, personal finance and biography Be careful not to buy well reviewed titles that may be too academic for library patrons Buy textbooks only in math and science Use standing order plans for annual publications, such as test preps, travel, and popular tax and legal publications |
Weed more frequently books that date quickly |
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Periodicals and Newspapers |
Buy a wide variety of subjects and viewpoints for adults of all ages Consider whether available online in full text Continuously check for new publications as titles come and go, asking staff for suggestions Consider multiple copies of popular subscriptions Buy duplicate copies of the highest circulating titles for our Mags-to-Stay collection Consider patron requests |
Check circulation statistics for last few years for titles up for renewal and renew based on usage Consider price per potential usage Ask circulation staff and pages about usage in the library |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Audiobooks |
Buy fiction, mysteries, science fiction, short stories, biographies and general nonfiction Buy popular authors, bestsellers and high demand titles Select based on demand, quality of writing, narrative voice and style, appropriateness for audio format, and enhancement of text Buy unabridged fiction Buy mostly unabridged versions of nonfiction unless book is overlong or only abridged version is available |
Weed by condition and use Replace individual tapes if feasible |
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Foreign Language CDs |
Buy language CDs for beginners and advance speakers Buy multiple copies of in demand languages |
Replace dated language CDs with newer materials |
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Playaways |
Use standing order plan for popular authors/bestsellers |
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Buy feature films, television series/shows, foreign films, independent films, music/opera, how-to videos and documentaries Buy feature films at release date Buy new, well-reviewed and/or popular films Add classics as budget allows Buy up-to-date travel DVDs for popular destinations Buy multiple copies of new titles (Quick Flicks) that can’t be requested or renewed |
Weed by condition as DVDs have a tough time holding up to library circulation Keep one copy of Quick Flick title for replacement |
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Music CDs, CDs-To-Go |
Buy classical and nonclassical music Buy in all genres, styles, time periods, composers and performers Buy duplicates of in-demand items Buy new, popular titles for CDs-To-Go collection |
Weed by condition and use Replace high demand items May add CDs-To-Go to our regular collection |
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CD-ROMs |
Buy for genealogy and local history |
Weed by condition |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Chinese and Russian Materials |
Buy books, magazines, newspapers, DVDs, CDs Buy popular, in-demand items Buy music classics, folk songs and popular artists |
Weed by condition and usage Analyze usage of magazines |
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English as a Second Language (ESL) |
Buy materials for new readers and persons speaking English as a second language Buy language programs in DVD and CD formats Buy high interest/low vocabulary materials |
Weed by condition and usage |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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E-Book/eAudio |
Buy best sellers and high demand items, same as print media For fiction buy general fiction, mysteries and science fiction For nonfiction buy popular subjects, such as biographies and self-help Use same selection criteria as audiobooks Buy multiple copies of popular items |
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Electronic Resources/ Streaming Media |
Considerations include: authoritativeness, timeliness and accuracy, quality and uniqueness of information, target audience, depth of coverage, easy to use interface, price, vendor reputation, customer support, and advantage over comparable print resource |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Buy in most formats for middle school and high school audience (grades 6–12) Buy popular, in-demand items Consider buying all works by bestselling authors/artists |
Continuously weed Replace worn items still in demand |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Fiction |
Limit collection to popular authors and those books that are highly recommended |
Weed heavily in the fall |
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Nonfiction |
Buy recreational, informational and educational books Buy heavily in areas for student research, i.e., countries, social issues Watch for additions to series Add revised editions when available. |
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Paperbacks |
Primarily a browsing collection of contemporary and classic fiction and recreational nonfiction Buy additional copies for summer reading titles and popular authors |
Weed and replace often |
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Graphic Novels and Manga |
Select well-reviewed novels that appeal to teens Watch for new additions to series |
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Magazines |
Subscribe to a wide variety of magazines, both general interest and specialized |
Discard after 1 year |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Audiobooks |
Buy recordings of well-reviewed young adult books Occasionally purchase classic titles |
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Music CDs |
Buy mostly music that’s in demand with frequent air play, both popular and alternative |
Important to check for last activity date |
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Video Games |
Buy video games for a variety of current consoles |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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E-books— Overdrive |
Select popular titles using same selection criteria as other formats |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Buy through grade 6 Buy materials to support homeschoolers Buy popular, in-demand items Consider buying all works by bestselling authors/artists |
Continuously weed all sections for condition and shelving space Replace worn items still in demand Add revised editions of popular items, when available |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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Board Books |
Heavily used by infants and toddlers |
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Picture Books |
Buy broadly Buy multiple copies for standard and popular titles Buy multiple copies in paperback for titles in demand Buy books on a variety of cultures |
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Beginning Readers |
Buy heavily and in multiples Replace old editions with reissues in color Continue to build leveled collections as they become available Buy “hot” titles for kids (characters, such as, Batman, Scooby Doo, Disney, etc.) |
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Younger Fiction |
Commonly called “Bridge Books,” these beginning chapter books for transitional readers are in demand Buy multiple copies of popular authors and series Buy backup paperbacks in quantity Buy additional titles on summer reading lists and MCBA (MA Children’s Book Awards) |
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General Fiction |
Retain and replace classics and “modern” classics Buy genres such as mysteries, fantasy, science fiction and ghost stories In general, buy one copy with backups of popular titles in paperback Buy additional titles on summer reading lists and MCBA |
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Graphic Novels |
Buy more titles |
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All nonfiction |
Use the Core Curriculum to buy well-reviewed trade titles and multiple copies of high demand topics Watch for additions to well established series |
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300s |
Buy fairy tales and folklore, especially from other countries and cultures |
Weed Christmas books |
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400s |
Build foreign language holdings (both instructional materials and materials in other languages), especially Spanish, French, Russian and Asian languages |
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500s |
Maintain currency of science titles on a variety of levels Many good science experiment books only available in paperback Buy books on space, planets, and the solar system to update and support summer reading Use STEM (Science, Technology, Engineering and Math) guidelines |
Weed astronomy, planets and solar system |
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600s |
Buy health material appropriate to various age levels through 6th grade Buy other applied sciences as available Use STEM guidelines |
Weed space travel and technology |
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700s |
Buy heavily for arts, crafts, sports Buy for wide variety of ages and interests |
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800s |
Buy short story and poetry collections as available Buy plays and skits Buy multiple copies of popular titles |
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900s |
Maintain current information on countries and states Maintain backup reference material Buy heavily: early civilizations, American history, medieval and modern history Buy three copies each of well-used series |
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Buy heavily for readers in all grades Buy for various grade levels: explorers, artists, scientists, athletes African-American biographies are in great demand Buy paperbacks as well as hardcovers Useful for less well-known figures |
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Collective Biography |
Use Collective Biography Index for possible titles Buy when good series are available |
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Collection/Format/Class |
Acquisition Guidelines |
Weeding Guidelines |
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DVDs |
Maintain balance of educational and entertainment titles |
Weed and replace continuously with new titles |
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Music CDs/Audiobooks/Playaways/Puzzles |
Maintain as a browsing collection Important to keep in good working order and add to as appropriate material becomes available |
Weed continuously for condition and replace with new titles |
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Litkits |
Developed for day care and preschool use Develop kits on new topics as budget allows |
Refurbish as needed |
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E-Books |
Select popular children’s titles through Overdrive using same selection criteria as other formats |
Check circulation statistics after 6 months and decide whether or not to continue buying this format |
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Electronic Resources |
Continuously evaluate online resources for purchase |