Libraries stock management policy - Collection management

This section addresses how we manage, maintain and edit our stock in its entirety: lending, reference and local studies.

Identifying gaps in subject coverage, or of particular titles, is a continuous process to which all library staff contribute. As well as ongoing appraisal of our stock holdings by library staff, reports from our Library Management System are used to assist in assessing coverage of areas of stock, and customer feedback is also considered.

Stock rotation

Stock rotation is a means of refreshing stock, especially at smaller libraries, at minimum cost, and it also ensures that stock works as hard as  possible, achieving maximum value for money. Rotation takes place within and across our six operational areas. Cross area exchanges are encouraged, with front line staff involved in the selection of exchanging stock whenever possible.

The rotation process is a valuable part of the stock editing process, with stock criteria and standards for exchanges being adhered to.

Stock withdrawal

Stock selection and acquisition is a continuous process and requires the regular removal of existing items. There are three main reasons for the withdrawal of stock:

• Currency
• Age
• Physical condition

Out of date information misleads customers and can be dangerous, and the physical condition of stock deteriorates over time and with use, however, several factors are taken into consideration:

• It is in poor physical condition and beyond reasonable repair
• It contains out of date or inaccurate material
• There are more copies in stock than needs dictate
• It is a superseded edition
• It displays a declining issue or reference rate
• It has been in stock at a given service point for more than one year

The physical standard of our stock is examined as an ongoing process and is the responsibility of all staff, to ensure that it is fit for purpose. As part of their daily routine staff will be aware of physically damaged or dirty material, damaged bindings, duplicates or out of date material and should actively be involved in taking this material off the shelves or intercepting it at the counter.

When assessing the physical condition of a book, staff will examine to check that:

• The jacket is clean and free from tears
• The binding is intact and that all the pages are attached
• The pages are clean — not ripped or brown and that there are no defacing marks
• The book does not look old or dated, and that the content should be current
•  Any labels that are clean, clear and legible.

The removal of unused, worn out and out of date stock, makes it easier for customers to find suitable material. Items of permanent value, which are no longer required for general circulation or are in poor physical condition, will be relegated to reserve stacks.

Library staff work to the following criteria when assessing and weeding stock.

Assessing and weeding stock does not automatically mean discarding items from stock. It also includes:

• Identifying stock which requires repair, re-jacketing and re-spining
• Withdrawing the book from stock in one library and circulating it on to another service point in the area, or, it may be offered to another  operational area

The second point is the decision of the area’s Adult and Young People’s stock lead, but all staff are able to assess whether a book is in need of repair, and it is important that this is done in a timely way to prevent minor damage deteriorating further.

Stock may be withdrawn and discarded from stock if:

• It is in poor physical condition and beyond reasonable repair (dirty and stained pages; scribble/writing on pages; several loose or missing pages; creased and dog-eared pages; extreme yellowing of pages; torn pages; broken spines; other damage including damp/wet, mould, smell)
• It contains out of date or inaccurate material
• It is a superseded edition

If the damage is cosmetic/minor and superficial (loose or slightly damaged jacket; opaque look to jacket; creased spine; frayed edge at top and bottom of the spine; loose page(s), very slight yellowing; damaged spine labels), consider if the book can be repaired e.g. by cleaning; re-jacket/fixing the jacket; fixing loose page(s); replacing spine labels. Do not automatically discard it.

Stock may be circulated to another service point in the area, or offered to another operational area, if:

• There are more copies in stock in the area than needs dictate
• It has been in stock at a given service point for more than one year

Stock disposal

Items are identified for withdrawal by library staff only. Stock is never sold or withdrawn in response to customer demand.

Stock which has been considered to be of no further use will be disposed of as follows:

• Items of potential interest to local history, archive centers and national repositories will be identified and offered for transfer 
• Items of potential value will be identified and offered for sale to local and national book dealers or via auction houses, with appropriate expertise in rare or collectible books
• Withdrawn items are disposed of as appropriate, generating income wherever possible

They may be sold to a reliable and professional commercial book buying and collection service, so that they are dealt with in a timely, economic and environmentally efficient manner, or via one-off sales in libraries as appropriate.

Staff training

Training is an essential element in turning policies into everyday working practice.

It is an ongoing process to equip all staff with the skills they require and need, beginning with induction programmes for all new members of staff.