Before the serials withdrawal project began, Reference discarded a large number of volumes duplicated by retrospective online indexes in order to free space in the Reference area for the Learning Commons. Unfortunately, coordination with the serials withdrawal project was minimal. An estimated volume count for backfile titles withdrawn by reference is included in the statistics below, but no linear measurements for reference titles are available. Reference titles are not included on the final title list of what was withdrawn, and reference materials were not offered to other HELIN libraries before being discarded. Reference titles withdrawn include: Science Citation Index (405 vols.), Social Sciences Citation Index (185 vols.), Arts & Humanities Citation Index (115 vols.), Book Review Digest (4 vols.), and selected titles available in EMBASE.
The final count for 2010 was 24,924 volumes recycled (including approximately 794 volumes of Reference backfiles). These weighed 42.65 tons, or85,300 lbs. We cleared more than 44,083 inches of shelf space, or 3,673 feet 7 inches. We also withdrew 608 reels of microfilm. For photographic documentation of the process, see http://www.flickr.com/photos/andree-debashish/sets/72157624402737941/.
During 2010, the specific archives that were checked against the collection (A to Z) were:
American Society of Agronomy Journals Archive Package
Annual Reviews Electronic Back Volume Collection
Art Index Retrospective (Reference)
Biography Index Retrospective (Reference)
Book Review Digest Retrospective (Reference)
Brill Journal Archive Online (JOBA), Part 1, Brill Collection
Education Index Retrospective (Reference)
EMBASE Classic (Reference)
Endocrine Society Legacy Journal Archives 1917-1996
JSTOR Arts & Sciences I, II, III, IV, V, VI, VII, & VIII
JSTOR Business III Collection
JSTOR Life Sciences Collection
New England Journal of Medicine Archive 1812-1989
NRC Research Press Backfile Collection
Sage Backfile 2010 additions
Scientific American Archive 1948-1992
Short Story Index Retrospective (Reference)
Springer Online Journal Archives (OJA)
Taylor & Francis Library & Information Science Archive Collection
Taylor & Francis Media, Cultural & Communications Studies Archive Collection
Web of Science Backfile 1965-1997 (Reference)
Total Withdrawn 2009-2010
At the end of our two-year process, we had withdrawn 35,729 volumes and cleared 63,329 inches of shelf space, or 5,277 feet 5 inches of shelf space — almost one mile! We were able to withdraw the most from call numbers beginning in Q (science), H (social sciences), and P (language and literature).
Our experience with this project resulted in the general procedures below, which can be referred to for future discard projects. Thanks to GSLIS graduate student Loraine Winthrop for managing the entire process and drafting these procedures and to undergraduate students Anthony Deluise and Gregory Laporte for their assistance.
During 2009, the specific archives that were checked against the collection (Q and R) were:
American Society of Agronomy Journals Archive Package
Annual Reviews Electronic Back Volume Collection
Geology Archives and Geological Society of America Bulletin Archives
Humanities & Social Sciences Index Retrospective
JSTOR Arts & Sciences I, II, III, IV, V, VI, & VII
JSTOR Life Sciences Collection
Nature archives
NRC Research Press Backfile Collection
Sage Backfile 2009
Springer Online Journal Archives (OJA)
2010
We completed the alphabet during summer 2010 after having purchased a number of additional back files in spring 2010. The library discarded print journals / serials in call nos. A, B, C, D, E, F, G, H, J, K, L, M, N (selected titles only, no images), P, S, T, U (no hits), V (no hits), and Z for which we have perpetual electronic access through online journal archives such as JSTOR.
During the summer of 2010, our goal was to clear space on the Lower Level to relieve pressure in the stacks and to potentially create storage space for Special Collections or other materials. We streamlined our process by gathering and disposing of materials incrementally instead of in one big push at the end of the summer. This allowed us to withdraw a far greater amount. We staged six 4-foot-square Gaylord totes on pallets in the mail room (and toward the end of the summer, an additional two outside on the loading dock). Bob from Full Circle came weekly to pick up the full totes and pallets and to leave empty ones. At the end of the process, he was coming twice a week, and at the very end, three times. Instead of marking volumes to be discarded with stickers, we used paint markers, which saved a lot of time. Our graduate student assistant Loraine Winthrop returned to supervise and refine the process, and the experience she had gained during 2009 greatly contributed to increased efficiency in 2010. See our updated procedures below.
Loraine was assisted by three students: Joshua Bannister, Joshua Menard, and Keaton Albro. Michael Parente in the mail room assisted with pick ups and was patient with the disruption of his space. Pauline Contois stepped in to supervise students and coordinate the last few pickups after Loraine returned to her school-year job. Full Circle made a total of 14 pick-ups of 88 totes totaling 85,300 lbs. / 42.65 tons.
Overview
2009
During summer 2009, the library discarded print journals in call nos. Q and R for which we have perpetual electronic access through online journal archives such as JSTOR.
This was conceived as a pilot project for figuring out how to dispose of print journals now accessible online in perpetuity. Specifically, our goal was to clear space in the Lower Level for current periodicals in light of plans to convert the former Current Periodicals Room to a "learning commons."
The final count was 10,805 volumes recycled, weighing 19.5 tons, or 39,000 lbs. We cleared 19,246 inches of shelf space, or 1,603 feet 10 inches. We also withdrew 33 reels of microfilm. For photographic documentation of the process, see http://www.flickr.com/photos/andree-debashish/sets/72157622038283834/. Full Circle made a total of three pick-ups.
Backfiles to check next time we do a discard project (updated 4/8/2014 ajr)
AAS Historical Periodicals Collection: Series 1
AAS Historical Periodicals Collection: Series 2
AAS Historical Periodicals Collection: Series 3
AAS Historical Periodicals Collection: Series 4
AAS Historical Periodicals Collection: Series 5
American Chemical Society Legacy Archives
American Medical Association Journals
BIOSIS Previews Archive 1926-1989
Cambridge Journals Digital Archive Complete 2014
IOP Publishing Historic Journals Archive 1874-2001
JSTOR Arts and Sciences I-XII
JSTOR Business III Archive Collection
JSTOR Life Sciences Archive Collection
Library Literature & Information Science Retrospective 1905-1983
Nation Archive
National Review Archive
New Republic Archive
OpinionArchives
Oxford Journals Archive Complete 2014
Project Muse - Premium Collection
Reader's Guide Retrospective 1890-1982
Sage Deep Backfile Upgrade Package 2011
Sage Deep Backfile Upgrade Package 2012
Sage Deep Backfile Upgrade Package 2013
Sage Deep Backfile Upgrade Package 2014
Scientific American Archive Online 1845-1947, 1993-present
Springer Online Journal Archives 2010 Update
Springer Online Journal Archives 2011 Update
Vogue Archive
Wiley-Blackwell AGU Digital Library
Wiley-Blackwell Journal Backfile Complete 2014
Procedures
I. Coordinate with parties involved
A. Individuals in Technical Services and Access Services involved in the project should coordinate with the Dean of Libraries and consult with all staff involved in the project.
Identify targeted areas for weeding (i.e. Q-R)
Identify time frame for project
Identify "staging area" - where the journals to be discarded will be gathered
Identify graduate student to coordinate the process and undergraduates to assist
Create serials student login in Millennium (uriser) to allow for "Create lists of records (18)" and "Access review files (181)"
B. Contact the Recycling office on campus to let them know time frame and scope of project. (This is optional, now that we know how to do it ourselves. However, even if we arrange for disposal directly, the Recycling office will want to keep track of what was recycled for their own information. They may also be able to offer student assistance with the project.)
Our contact on campus is:
As of 8/2011:
Mary Brennan
Recycling & Solid Waste Coordinator
874-2840
mbrennan@uri.edu
URI Facilities Services
401-874-2723
C. Contact Full Circle Recycling. Full Circle accepts bound volumes for recycling with covers still on. (Many recyclers require that covers be removed.) Let them know how much will be recycled and set rough time frame for pickup. Arrange for "totes" (aka "Gaylord boxes") and pallets to be dropped off ahead of time in an accessible area.
Full Circle Recycling
23 Green Hill Rd
Johnston RI 02919 USA
401-464-5996 office
401-464-5966 fax
fcrecycling@aol.com
Louis L. Vinagro III
Note: Each tote is 4 feet by 4 feet by 4 feet and holds 1,000 lbs. They sit on pallets, and the pallet jack Lou has can lift up to 2.5 tons (5000 lbs.), so we can box journal discards ahead of time and then Full Circle can load them onto their truck. Lou says it is only worth his time if he picks up 8 or more totes at a time (4 tons worth), though at one point he said 10, and as of June 2010, he has agreed to come for as few as 6. Note that the totes are too wide to fit through normal doors. So to fill totes ahead of time, we need to find a suitable place to store 8 totes as they are being filled. For 2010, arrangements have been made to store them in the mail room.
II. Assemble needed materials
4' x 4' x 4' totes (aka "Gaylord boxes") from Full Circle Recycling with pallets (ideally 6-8 for each pickup)
Laptop with Millennium, Excel, Internet access, and printing capability for graduate student to use
Flash drive for graduate student to use
Office space for graduate student to use
Sharpie medium-point oil-based paint markers in a variety of colors for marking labels of volumes to be withdrawn. (These are less labor intensive than using stickers and tape)
Pens (two colors - one for volumes and one for years)
Pencils
Tape measure
Vinyl gloves (optional)
Dust masks (optional)
III. Identify possible titles for discard
A. Identify a target area (call number ranges). Consider space needs, estimated number of titles in area in online archives, shifting implications, etc.
B. Create a spreadsheet of journal backfiles (archives) OWNED by the institution. These should be titles to which the library has permanent ownership rights, and for which the online content is a fully-functional facsimile of the print edition (e.g. PDF, image files, downloadable, printable, etc.).
To generate this spreadsheet, use Serials Solutions to export titles and holdings for each of the archival products we own into a spreadsheet, one at a time. (Note: using Serials Solutions is better than using publisher files, because Serials Solutions accounts for title changes.) Then merge the information from the spreadsheets into a single, master spreadsheet, with the following column headings:
Call Number [blank] (Use multiple columns)
Journal Title
Archive
Archive Dates
URI discard(ed) [blank]
Remaining on shelf [blank]
.c record [blank]
# vols. w/d [blank]
inches [blank]
Create a duplicate, working copy of this list using a large, bold font.
The spreadsheet from 2009 has been uploaded to this wiki here.
The spreadsheet from 2010 has been uploaded to this wiki here.
C. Using Millennium, create a review file (aka "list") of bibliographic records in the target call number range.
Search strategy: ITEM LOCATION starts with "riup" AND ITEM CALL # between "q1"and "rz9999"
or
Search strategy: ITEM LOCATION starts with "riup" AND ITEM CALL starts with "H"
Then sort the list by bibliographic record title.
D. Compare the spreadsheet (sorted by title) and the Millennium review file for matching titles.
E. When you find a matching title:
Open the record for the title in Millennium.
Click on "Summary."
Find the checkin record for URI (riup) and open it.
Highlight and copy the record number (e.g. .c1104056) and add it to the spreadsheet.
Enter the journal's call number on the spreadsheet. Note: Sometimes different titles will share call numbers, as they are really the same journal that has changed titles over the years. The bibliographic record will note these title changes in the "Continues" [780] and "Continued by" [785] fields.
Highlight the title on the spreadsheet with a bright color (to indicate that this is a match).
Compare the years that URI holds (from the Millennium checkin record) with the dates in the online journal archive (from the spreadsheet).
Record the years to be discarded on the spreadsheet. Important: If URI holds volumes later than the dates in the online archive, ONLY THE VOLUMES COVERED BY THE ARCHIVE SHOULD BE DISCARDED. Later volumes should be retained.
Sort the spreadsheet by call number and delete any titles (entire row) for which URI does NOT have holdings.
F. Print the spreadsheet. (If it prints on more than one page due to the large font, cut the printouts and paste them together so you have a document that is easy to work with.)
IV. Mark physical volumes for disposal
A. Using your printed spreadsheet, locate on the shelf each serial to be discarded.
B. On the spreadsheet, record which volumes will REMAIN IN THE COLLECTION. Note both the volume and the year, e.g. v.34(2003)-v.39(2008).
C. Count the number of volumes to be discarded for each title and record it on the spreadsheet.
D. Measure the number of inches on the shelf taken up by the volumes to be discarded (for each title), and record on the spreadsheet.
E. Place an identifying mark on each volume to be discarded. Paint markers work well.
F. Record any issues or problems with the title in the "Comments" column of the spreadsheet.
V. Offer volumes to be discarded to other libraries
A. Save a copy of the spreadsheet and delete all columns except "Call Number," "Title," "Archives," and "URI discard(ed)." Change the font and "print preview" to see if the spreadsheet will print out cleanly. Make formatting adjustments for printing as needed.
B. Send this spreadsheet copy to the HELIN Listserv and to CRIARL library directors (not in HELIN) to see if any local library is interested in our discards. Give a one-week deadline for response.
C. Pull any volumes requested by other libraries and stamp with the "No Longer Property of the University of Rhode Island Libraries" stamp.
D. Give volumes to Circulation to send through the RILINET delivery system to requesting libraries.
VI. Contact parties involved, schedule firm disposal dates
A. Contact Full Circle Recycling to schedule firm pick-up dates.
B. Coordinate students to pull journals from the shelves and place them in the totes in advance of the pickup. Supervise this process.
C. Call Full Circle the day before pickup to confirm. (This is important, or they won't come.)
D. Supervise and assist in the actual disposal on the days it occurs.
E. Meanwhile, enter the information you've written on the spreadsheet printout (volumes remaining in collection for each title, number of volumes to be discarded, number of inches of shelf space to be cleared) into the spreadsheet itself, on the computer.
F. Save and preserve the final copy of the spreadsheet to document what has been discarded. See that the number of volumes withdrawn are entered into the Serials Unit monthly statistics.
G. Report the total weight recycled to the Campus Recycling Office for their information.
VII. Update the HELIN database
A. Work with Acquisitons Unit staff to update the Millennium checkin record holdings statement for each title with volumes remaining on the shelf.
B. Work with Acquisitons Unit staff to delete URI's checkin, item, (and order) records for each title that has been completely withdrawn (i.e. no volumes remain). Holdings in OCLC must also be updated. Statistics must be kept on records deleted from OCLC.
Final lists of withdrawn titles are available in DigitalCommons@URI as supplementary files to the Acquisitions Unit annual reports for 2009-2010 and 2010-2011. They have also been uploaded to this wiki and are available below:
Further Reading
Schonfeld, Roger and Ross Housewright. 2009. What to Withdraw: Print Collections Management in the Wake of Digitization. Online. New York: ITHAKA S+R. Available: http://www.ithaka.org/ithaka-s-r/research/what-to-withdraw. Also, the presentation (slides, audio) from ALA Midwinter 2010 in Boston is available at http://www.jstor.org/page/info/about/news/pastEvents/alaMidwinter_2010.jsp.
Gallagher, Brian T. and Andrée J. Rathemacher. "Need Exceeds Space: A Serials Withdrawal Project at the University of Rhode Island University Libraries." Library Resources & Technical Services 56, no. 2 (April 2012): 94-103. Available: http://dx.doi.org/10.5860/lrts.56n2.94.