Collection Maintenance and Record Keeping

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:

To determine the number of items that have been deleted from a collection:

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:

Criteria to consider when weeding include:


Consider keeping:

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.

It is important that media books be boxed separately from textbooks and simply labeled "media books."  Separate paperback and hardback books to facilitate recycling.  Box withdrawn materials and seal the cartons. 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 chief purchasing officer 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 accompany the report delivered via Canvas and pony express.

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.