Collections Rationalisation Project - Jisc collections, identify collections requiring conservation

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  • Collections Rationalisation Project

    Hannah Mateer

    Collections Manager

    University of Edinburgh

  • University of Edinburgh

    • 39,576 students

    • 10 Library sites

    • Library collection items

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  • • General Collections

    • Special Collections • Archives

    • Rare books

    • Museum Collections

  • Musical Instrument Collections

  • Art Collections

  • 134 more study spaces!

  • Context

    • Growing student population

    • Increased demand for study spaces

    • Ongoing move from print to electronic resources

    • Increase in Online Distance Learning

    • Growth in physical collections

    • Need to preserve and improve access to our unique collections

  • Project Funding

    Collections Rationalisation Project funding

    • 2016-17: £300,000

    • 2017-18: £150,000

    • 2018-19: £150,000

  • Definitions of rationalise and rationalisation from the Oxford English Dictionary:

    • “The reorganization of a business, industry, etc., so as to reduce or eliminate waste of labour, time, or materials.”

    • “To endow with reason.”

    • “To make an organization or process more efficient by the application of rational principles.”

    OED Online. Oxford University Press, June 2017. Web. 1 September 2017

  • Collections Rationalisation Project

    • Project began August 2016

    • Project staff • Projects Conservator

    • 2 x General Collections Assistants

    • Archivist

    • Archives Assistant

  • Collections Rationalisation Project aims

    To rationalise collections to increase the efficiency of current Library space, and to ensure best use of any additional space. To achieve this [we] are carrying out collection assessments to highlight priority collections, identify collections requiring conservation and cataloguing and to determine collections that can be disposed of or transferred to offsite storage. Collection assessment is relevant across all Library and Museum collections to ensure the appropriate allocation of ongoing funding to house, curate and conserve collections. Collection assessment is to be undertaken at the Library Annexe, the Main Library and Library sites to ensure all collections are located appropriately and the most efficient use of Library space is maintained across the whole University Estate.

  • How many duplicate items do we have?

    What shelving do we use?

    How do we arrange our items?

    Which items do we no longer need?

    Do we have national responsibilities to retain some items?

    Do our collections support teaching, learning and research?

    Do we follow best practice in ongoing collection management?

    Can we improve access to our collections? Digitisation?

    Are our catalogues and finding aids accurate?

    What’s in our collections?

    What’s the condition of our collections?

    How many items do we have?

    Do we manage space well?

    What’s the linear meterage of our collections?

    Do we preserve and promote our unique items?

    Are our collections used?

  • Project Targets 2016-17

    • General Collections -- To create 700 linear metres of shelving space through collection rearrangement and appropriate disposal.

    • Archives -- To create 500 linear metres of shelving space through collection rearrangement and appropriate disposal.

    • Cataloguing -- To catalogue 5000 items, making collections accessible and enabling full collection assessment and rationalisation.

    • Conservation -- To stabilise the condition of 600 linear metres of collection items.

    • Artworks -- To update collections data for 2000 artworks.

    • To survey / assess as many of our collections as possible.

  • 1000

    20001244

    1940

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    Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17

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    U p

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    Artworks Progress Jan-July 2017

    Target Art Collections Data Updated

    0

    250

    500

    0 220

    715.98

    0

    100

    200

    300

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    500

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    700

    800

    Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17

    Li n

    ea r

    m et

    re s

    cr ea

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    Archives Progress Jan-July 2017

    Target Linear Metres Created

    300

    600

    191.8

    435.4

    0

    100

    200

    300

    400

    500

    600

    700

    Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17

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    Conservation Progress Jan-July 2017

    Target Linear Metres of Collection Items Stabilised

    2502

    5000 2912

    8095

    0

    1000

    2000

    3000

    4000

    5000

    6000

    7000

    8000

    9000

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    Cataloguing Progress Aug 2016 - July 2017

    Target Items Catalogued

  • 350

    700

    152.21

    849.54

    0

    100

    200

    300

    400

    500

    600

    700

    800

    900

    Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17

    Li n

    ea r

    M et

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    o f

    Sh el

    vi n

    g Sp

    ac e

    C re

    at ed

    General Collections Progress Jan-July 2017

    Target Linear Metres Created

    • Disposal / transfer of 2841 volumes (151 linear metres) of Official Publications through collaboration with National Library of Scotland

    • Assessment of large backlog of donations leading to disposals

    • Disposal of items following de-duplication of collections across sites

    • Disposal / transfer of large number of maps from the map library

    • Reorganisation of collections to increase shelves per bay

    • Disposal / transfer to Library store of items from Main Library Research Support Collection

    General Collections: To create 700 linear metres of shelving space through collection rearrangement and appropriate disposal

  • Project Achievements

    • Team working

    • Identifying and using best practice

    • Developing methodologies for ongoing collection management

    • Employing students

    • Creating space in central Edinburgh area for priority University developments

  • Project Management

    • Project reporting

    • Project meetings

    • Budget management

  • Next steps

    • Set Project Targets for 2017-18

    • Review project budget

    • Continue work in project areas

    • UKRR disposals

    • Development of off-site Library store

  • How many duplicate items do we have?

    What shelving do we use?

    How do we arrange our items?

    Which items do we no longer need?

    Do we have national responsibilities to retain some items?

    Do our collections support teaching, learning and research?

    Do we follow best practice in ongoing collection management?

    Can we improve access to our collections? Digitisation?

    Are our catalogues and finding aids accurate?

    What’s in our collections?

    What’s the condition of our collections?

    How many items do we have?

    Do we manage space well?

    What’s the linear meterage of our collections?

    Do we preserve and promote our unique items?

    Are our collections used?

  • Hannah Mateer

    University of Edinburgh

    • Hannah.Mateer@ed.ac.uk

    mailto:Hannah.Mateer@ed.ac.uk