116 · Representative Documents: On-site Shelving Strategies
Collection Retention Working Group: Report and Recommendations
We must learn to think about our annexes as an extension of our collections, rather than a “hall
closet” where collections are out of sight, out of mind and no longer managed as part of the
whole. We must begin to think about how we can extend the life of the annex space we
currently have and use that space more effectively. Many of CRPWGs recommendations are
made with the idea of extending the life of the annex from the current 6-7 year projection to a
10-12 year projection. (See Appendix C: Overview of annex space and annexing activities
(annual annexing plan.)
The purpose of a retention policy is to:
Provide guidance in balancing the use of available library space (including our public
buildings/spaces and our annexes) for collections and users
Ensure that we maintain quality collections, which support the teaching, research, and
learning mission of the University
Guide selectors in their role as stewards of our collections, ensuring access and
preservation for current and future students and scholars
Assist the Libraries in adapting to changes taking place in academic libraries
Integrate our collection development goals with our collection management and
retention activities.
Orphaned, Invisible, and Formerly Distinguished Collections and Formats
Ecologist Garrett Hardin argued in "The Tragedy of the Commons," 7 when multiple individuals
act independently and rationally according to their own self-interest, they will ultimately deplete
a shared limited resource, or it will fall into decline, because while everyone is responsible, no
ONE authority is ultimately responsible.
CRPWG has identified a number of ways in which this situation is happening in the Libraries
through orphaned, invisible, and formerly distinguished collections such that no single
group/person is responsible for annexing policies, long-term preservation issues, etc.
Annexed collections: Access Services is responsible for the physical maintenance of the
annex and its collections, but not for making policy related to what materials can be
annexed or what materials can/should be de-accessioned.
Digitized collections: The role of the Digital Content Strategist need to be emphasized
more. This person provides oversight for this growing collection in all its forms. The big
7 “The Tragedy of the Commons” Wikipedia (http://en.wikipedia.org/wiki/Tragedy_of_the_commons)
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