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Collection Maintenance
Collection Maintenance
Regular maintenance of the library collection is crucial to keep it accessible, relevant, current, attractive, and engaging, while also removing worn, damaged, or outdated items and content that is harmful. This involves regularly weeding the collection, conducting inventories to ensure your integrated library system (ILS) accurately reflects what is on the shelves, and maintaining a tidy, lively, and inviting library environment.
This page offers the information needed to undertake this work independently, whether alone, with volunteers such as students, or with colleagues willing to help. You will also find details about how YRL can assist with these aspects of collection maintenance, whether you want to become more confident and self-sufficient or require a team to handle this as a one-time project.
Below, you will find video tutorials that explain how to handle this work yourself, one step at a time, as well as quick-start guides on a single page to refer to anytime. Lastly, we've included details on how YRL can take on larger weeding and inventory projects when required.
This quick-start guide provides the essential details for regularly weeding the collection.
This quick-start guide provides the information needed to conduct an inventory of the collection.
This quick-start guide provides best-practice guidance on shelving materials & creating displays.
Weeding the Collection Video Tutorial
Weeding the Collection Video Tutorial
This short video will demonstrate how to weed your library collection.
Conducting an Inventory Video Tutorial
Conducting an Inventory Video Tutorial
This brief video will guide you through conducting an inventory of your library collection.
Shelving & Display Video Tutorial
Shelving & Display Video Tutorial
This video will outline best practices for shelving and displaying materials.
YRL Weeding & Inventory Support Services
YRL Weeding & Inventory Support Services
When school library staff lack the capacity to handle this kind of work, especially when it hasn’t been done in a long time, YRL can assist with facilitating a weeding and inventory project for your library collection. YRL will send a team of library professionals after developing a plan and setting a date in agreement with the school’s principal and librarian. We provide detailed information in a briefing document before the project, and aim to complete the weed and inventory in one day. Learn more about how this process works below in the drop down options to take you briefly through this type of project, so you and your colleagues know what to expect. If this is a service you require for your school library as a YRL member, please email askyrl@yrl.ab.ca.
Prepping In Advance
Prepping In Advance
YRL will send a pre-project briefing document to the school librarian and principal outlining what to expect, how to prepare, and providing talking points to answer questions as they arise. In preparation, we need you to:
- Inform all staff about the project
- Arrange storage for the discards (book trucks, audiovisual carts, extra tables, boxes, etc.)
- Decide how to mark the discards (cross out the barcode, use a 'withdrawn' stamp)
- Plan to close the library for the day
During the Project
During the Project
The YRL team will need access to the library once they arrive, the WiFi password, and the ILS login. The team will be there until the end of day, and will update you on the progress at that time. If they weren't able to complete the project, instructions will be provided to library staff to complete the work on their own.
After Project Completion
After Project Completion
At the end of the day, the YRL team will review the library with you to explain what has been completed and what still needs to be done by the school library staff. Please consult the documentation sent before the project to take the next steps in managing the discards. Some of these steps include crossing out barcodes, removing items from the ILS, and deciding how to distribute the items. For example, will staff and students have the opportunity to take what they want to keep? Or will any books be donated to a local organization, recycled, or disposed of? School staff are responsible for the discards, and having a plan in advance is recommended.
Before and After Gallery of YRL Weeding & Inventory Projects
Before and After Gallery of YRL Weeding & Inventory Projects
Collection Revitalization Resources
Collection Revitalization Resources
Here is a selection of resources you can use in preparation for weeding, collection and inventory maintenance, and general maintenance throughout the year.
Weeding/Inventory Prep for School Libraries
School Library Collection Assessment
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