Library media specialists must keep accurate records of library media center collections and programs. Records must be kept of additions and withdrawals. A shelf list or database of all materials and AV instructional equipment must be maintained. Accurate reporting is necessary for annual state reports and county inventories.
Additions and Withdrawals
Library media specialists must keep a cumulative summary of additions and withdrawals for all collections. In LS2 Reports, the report Count of Items in Medium Type by Location and Holdings Code (Team Content > HCPSS RECOMMENDED REPORTS > ANALYSIS REPORTS > Count of Items in Medium Type by Location and Holdings Code) provides a handy snapshot of base numbers for each area of the collection that will help plan for collection development and weeding. The annual 5% weeding target number is posted in the Library Media Canvas community early in each school year.
Collection Codes
Each school library media collection is made up of multiple sub-collections. In the LS2 system, each of these sub-collections has a code. Each school has its own 4-digit number that identifies its collection holdings (this number is found in the school’s collectionarcodes). The code is the school’s 4 digits for the main/nonfiction collection; the other sub-collections use the 4 digits plus letters that correspond to the sub-collection category. An example of a school-specific collection code for Mayfield Woods Middle School (MWMS) is:
1044A
1044 is the MWMS number for Library.Solution A is for the audiovisual collection
Inventory
Inventory of all materials should be taken each year. This may be done at the end of the school year or may be conducted throughout the year. Library media specialists may establish a running inventory, checking certain groups of materials each month and report a cumulative result in June. Regardless of the method used, the library media specialist must keep accurate, up-to-date records of acquisitions and withdrawals. The records are then used in completing the Annual State Library Media Center report and the Annual Howard County School Library Media Center Report.
Electronic Inventory
The LS2 Inventory process is designed to allow you to do a continuous inventory of your collection. Follow the directions distributed by Media Technical Services and The Library Corporation to conduct an electronic inventory.
Weeding
Once an adequate collection of materials has been established, it should be maintained at peak quality and usefulness. This can be done by adding materials as needed, by discarding those that are worn out, out-of-date, or no longer used, and by mending books in need of repairs. Weeding is second only to selection in keeping the collection current.
At least once a year the collection, both print and audiovisual, should be examined to find worn-out materials, to remove those items which no longer justify their space due to infrequent circulation, to consider replacement of poor editions by better ones, and to round-out the collection. This may or may not be done in connection with the shelf list inventory. Up to 5% of the collection should be weeded each year. The exact number per school is shared by the Coordinator, Library Media, in the first quarter of each school year. The library media specialist must keep a careful accounting of the number of materials withdrawn. The tally of items withdrawn (the "weeding year") must be kept from June 1st of one year to May 31st of the next.
To manually delete/weed an item from a collection at the school level using the circulation workstation:
Open LS2 Staff
Select the Staff Services tab along the top menu
Select Titles & Items along the left menu
Scan the item barcode into the search field
Highlight the item to be deleted in the search return list and select the red STOP sign delete icon
Follow the prompts to confirm item deletion
To determine the number of items that have been deleted from a collection:
Open LS2 Reports
Log in and open the folder Team Content > HCPSS RECOMMENDED REPORTS
Select Count of Items Added and Deleted by Holdings Codes and Modules report
Select Owning as the holdings code
Select your school’s name
For the earliest date to consider, enter June 1, 20XX (the starting date of the weeding period)
For the latest date to consider, enter today’s date (should default to this)
The list that is generated will include the totals of the items that have been deleted (by collection, i.e., everybody, fiction, etc). The number of items deleted at the school level is in the Items Deleted - Circ column. To determine the accurate number of withdrawn items, use the total of this column MINUS any equipment (EQP) and magazine (M) deletions.
The library media specialist is responsible for deciding what to discard. Reference to standard lists and the advice of authorities in special fields should be the basis for retaining or discarding doubtful titles.
If a list of the titles deleted is wanted to use for determining collection needs, the LS2 Reports report "Items Deleted by Location" may be run. NOTE: The totals on this report are for the number of titles, not the number of items.
Mend those items that can be repaired quickly with simple materials. The Book Care Center in Media Technical Services provides materials and training to make repairs. Rebind books only if they are out-of-print, or expensive and still in good condition. Handle this directly through the company and pay through the library media supply account.
Discard those items that fall into the following categories:
Books with pages missing or badly torn
Books with minute print, poor illustrations, and/or unattractive bindings when better editions are available
Materials which have not circulated for a considerable time
Numerous duplicates of seldom-used titles
Series books of mediocre quality
Items with inappropriate reading or interest level
Materials which are out-of-date or inaccurate
Fictionalized representations of life that have contributed to false and stereotyped concepts.
Criteria to consider when weeding include:
Content – should be relevant to the needs and curriculum of the school
Physical condition – if in poor condition, repair or replace; does repair make sense?
Number of circulations – This information can be found in Library.Solution Reports (Titles & Items -> Items in a Selected Holdings Code…..). If an item hasn’t circulated for several years, consider weeding.
Superseded – Is there newer information available?
Copyright
Below are some suggested guidelines.
000 - 2-10 years
100 - 10 years
200 - 2-10 years
300 - 5-10 years
400 - 10 years
500 5-10 years
600 - 5-10 years
700 - 5-15 years
800 - flexible
900 - 15 years
Biographies - Flexible
Fiction - 10 years
Encyclopedias - 5-7 years
Reference - evaluation on individual basis
Periodicals - 5 years
Almanacs/Yearbooks - 3 years in reference, 3 additional years in circulation
Consider keeping:
Classics, award winners; replace when condition deteriorates
Local history
Yearbooks and school publications
Titles on current reading lists
Out-of-print titles that are still useful
The American Library Association in cooperation with the Texas State Library (1976), coined the term MUSTY as a guide for weeding.
Withdrawals
After deciding which items to withdraw, remove/delete the item record from LS2 Staff (directions above, contact Media Technical Services for support). The item record must be deleted from LS2 Staff for the item to be considered weeded from the collection.
Box withdrawn materials and seal the cartons. Alternatively, a pallet box or watermelon box can be requested from the Logistics Center to be delivered to the school and can be filled with weeded books. Complete a Warehouse Pick-Up Delivery Request form (available through school front office). Label each carton or item being transferred with the appropriate destination name (Warehouse - Logistics Center). Attach a note generally listing the subject/content and condition of the boxed books (boxing books by condition would be extremely helpful). Have the principal sign the form. Detach the cost center copy (goldenrod) for the school records. Send the remaining copies of the Warehouse Pick-Up Delivery Request form to Warehouse.
Withdrawn audiovisual items that no longer have any value for resale (e.g., filmstrips, videos, cassette tapes, etc.) should be disposed of at the school. DVDs and CDs that are being withdrawn should be sent to the Logistics Center. For any questionable items, contact the HCPSS Director of Procurment and Materials Management at the Central Office (410-313-6722).
Annual State Library Media Center Report
The Annual State Library Media Center report is to be completed each spring for the Maryland State Department of Education. Detailed instructions for its completion will delivered via Canvas.
Annual Howard County School Library Media Center Report
The Annual Howard County School Library Media Center Report is to be completed at the end of the school year. Instructions for the completion of this form will be posted in Canvas.