Guidelines on Stock Disposal

1.1 Libraries in all sectors - public, academic and special - are coming under increasing pressure to dispose of stock. There are various reasons for this: to create space, to generate income, or to keep pace with the changing needs and expectations of the communities they serve. Sometimes these pressures come from within the library; sometimes they are imposed from outside, by trustees or governing bodies or local authorities. Either way, many librarians feel they need assistance, in the form of professional guidelines, with a task which may be unfamiliar to them.

1.2 Art libraries, or the art section of general libraries, are particularly vulnerable. Art books have a relatively high second-hand value, so may be regarded as a potential source of income. Art as a subject may be seen as appealing to only a small minority; the space that art books occupy might therefore be required for subjects currently in greater demand. Foreign-language material is particularly vulnerable.

1.3 Yet art books have particular characteristics which make special consideration of their retention of the greatest importance. (1) They do not, on the whole, go out of date, in the way that medical or legal textbooks do; opinions, attributions and fashions may change, but the information found in art books seldom becomes dangerously misleading. These changes are themselves of interest and need to be documented: a scholarly approach to the subject requires access to material which reflects taste and opinion at a particular period. Art books are also more likely than many to have intrinsic value as designed objects in their own right. They reflect not just what was being published, but how.

1.4 The purpose of these guidelines is to help librarians make structured decisions about what material to dispose of, and how. Very few libraries never have to face up to the problem of disposing of material, and withdrawing stock should, wherever possible, be a regular procedure, because if it is to be done properly, it takes time. Good library collections are part of a community's assets, and are part of our cultural heritage. The national library stock is declining, at the same time as the number of books published each year is increasing (2); careful selection, both of what to acquire and what to withdraw or retain, is more important than ever.

1.5 These guidelines are concerned only with published material: books, catalogues, periodicals, etc. They are not concerned with unique material such as archives, manuscripts, and drawings, to which different criteria apply.

1.6 These guidelines are not intended to serve as a disposal policy. All libraries will have different circumstances and different priorities, and will therefore have different policies for acquiring as well as disposing of stock. These guidelines should help libraries to formulate their own policies, and convince them of the need to have a policy and to keep it under review.

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2.1 There are a number of reasons why libraries withdraw stock.

2.1.1 To remove out-of-date material

Some libraries - particularly public libraries - regularly withdraw out-of-date material. This might be because the information contained is no longer current, and could therefore be misleading. It might equally be because too much older stock gives the library an undesirable old-fashioned image. As stated above, art books do not necessarily become obsolete in the way that other books do, and for this reason particular care should be taken when withdrawing stock that appears to be out-of-date. Some research libraries will rarely regard a book as being out-of-date; rather, its value and usage changes.

2.1.2 To remove damaged material

Books that are heavily used or poorly made deteriorate physically, often to the point where they are unusable or, in some cases, detract from the desired image of the library. But the physical condition of a book is not a valid indicator of its worth; after all, if the book has been damaged through use, it is clearly much in demand. Repair or replacement need to be considered, and these issues are discussed further in para 3.2.2.

2.1.3 To reflect the library's collection development policy

It is highly desirable that every library should have a collection development policy, in order to justify both what it acquires and what it might dispose of. Policies should be kept under regular review, in order to meet changes in the needs of the library's users; changes may also be required by the library's parent or governing body to comply with changing attitudes towards such matters as gender, race and disability. Any of these factors may result in material being selected for withdrawal.

2.1.4 To make space

Most libraries have only a finite amount of space available to them. Shortage of space in itself is clearly not a good reason for disposing of stock, as decisions about what to withdraw may not depend upon the intellectual value of the books, but rather upon the space which they occupy. Some libraries may be short of space on their main site, but have use of a secondary store, in which case relegation is strongly preferable to withdrawal.

2.1.5 To make money

As a reason for withdrawing stock, this is considerably less valid than lack of space. Books which are withdrawn for other reasons may of course be sold, but books should not be withdrawn simply in order to sell them, with no regard for their research value to readers. Occasionally a library may find itself in possession of a book whose financial value is out of all proportion to the nature of the library, but these instances will be exceedingly rare. In most cases, the potential resale value of library stock is overestimated by the library's parent or governing body.

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3.1 The need to make space and the need to make money are pressures which lead to the decision to dispose of stock; they are not in themselves criteria for the selection of material to withdraw. As a general rule, the sheer size or financial value of stock should not be taken into account when deciding what to withdraw. However, where space is an overwhelming factor, consideration can always be given to acquiring microform or electronic versions of periodicals, printed indexes or other multi-volume works. The financial outlay will be considerable, and is unlikely to be matched by the proceeds from selling the original, but the space gained may be more valuable.

3.2 Conformity to the collection development policy, the condition of stock, its currency (whether or not it is up-to-date) and usage, on the other hand, are principal criteria for the selection of material to withdraw.

3.2.1 Conformity to the collection development policy

Providing the library has a collection development policy, this is perhaps the best and safest basis for selection of material for withdrawal. If the policy has been agreed, any withdrawal that is made in accordance with it should be uncontroversial. As well as listing the subject areas in which the library collects, and the level to which it collects within those areas, the policy should also draw attention to any particular strengths which the library has. These might reflect local interests - for example, if the library is in an area associated with a particular craft, industry, or school of painting, or if the book is by a local author or artist, or produced locally - or might be the result of a special collection bequeathed or donated to the library. As a rule, libraries should try to build upon such strengths, and be cautious about withdrawing material that relates to those areas.

3.2.2 Condition

Great care needs to be taken before withdrawing a book on grounds of condition alone, for the reasons given in para 2.1.2. The book's contents, or its physical characteristics, may make repair desirable, whether through commercial rebinding or specialist conservation.

Some further considerations:

3.2.3 Currency

Different libraries will attach varying degrees of importance to the currency of its stock. Most libraries will wish to have the latest books on the subjects they cover. Some will regard new stock as superseding old stock; others will wish to build up research collections and will seldom regard any book as being truly superseded. Some libraries will have an archival duty to retain older editions of works.

3.2.4 Duplicate copies

Duplicate copies are obvious targets for disposal. Many libraries, public or academic, which stock multiple copies of works, operate a policy of disposing of duplicate copies when the work in question loses its currency, usually ensuring that one copy is preserved. Other libraries may find that duplicate copies have been purchased in error, or they may be given second copies of books already in stock.

3.2.5 Low use

As libraries become increasingly automated, it is often possible to say with greater accuracy which items are seldom consulted. Some libraries operate a policy of withdrawing stock that has not been borrowed or consulted for a certain period. This criterion will suit some libraries, but not others, such as research libraries. Wherever it is adopted, it is essential that no disposals are made automatically on the basis of the library's circulation system: the final decision should rest with a professional librarian working to an agreed disposal policy.

3.3 Rare or unique items

Whatever the reason for choosing a title for withdrawal, there will be occasions when the book or periodical in question is extremely rare. The library may be holding the last copy of a book in its county, or region, or even in the country, in which case there is a strong case for retaining it or, if that is difficult to justify, for finding it a home elsewhere. Establishing the whereabouts of other copies is becoming increasingly easy, as more and more catalogues are available on-line. The availability of periodicals can be determined from the ARLIS Union List of Art, Architecture and Design Serials (3).

3.4 Bequests, donations and grants

Some library stock may have been donated or bequeathed, or may have been purchased, conserved or catalogued with a special grant. Great care should be taken not to dispose of material which has any sort of condition attached to it, and above all not to upset past, present or potential benefactors of the library. A written disposal policy will demonstrate that material is not withdrawn haphazard, but some libraries have found that selling books to raise money can be counterproductive in terms of lost goodwill. If a collection of books is offered which includes material that duplicates existing holdings, or falls outside the library's scope, this should where possible be discussed with the donor and agreement reached about whether unwanted material should be sold or passed elsewhere.

3.5 Non-book materials

Special considerations may apply when dealing with non-book materials. If a particular format becomes obsolete, libraries might wish to dispose of objects held in that format, because they are no longer readable. In such cases, however, it might be possible to transfer material to new formats, or to pass such material to another specialist library. However, a full discussion of all the factors to be taken into account is outside the scope of these guidelines.

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4.1 Written disposal policy

A clearly written disposal policy should enable anyone to select material for withdrawal. As with the collection development policy, it is essential that the disposal policy be approved by the library's parent organisation or governing body, to avoid misunderstanding. Amongst other things, the policy should stipulate who has the authority to withdraw stock; this will vary greatly from library to library, but it should always be a professional librarian. Whoever has the final word, it is desirable that every member of staff should be able to suggest stock that might be withdrawn or retained; junior staff may well have a better feel for what is in demand than the senior manager who makes the final decision. The disposal policy should therefore be read by all members of staff, and should be accompanied by appropriate training. It should also be available (perhaps only on request) to the library's users. The withdrawal of stock from libraries is such an emotive issue among readers that an open policy is probably the best one.

4.2 Suggestions and decisions

Any member of staff should, therefore, be able to suggest material for withdrawal, as indeed should any reader, although (as with suggestions of material to acquire) reasons should be given. A senior member of library staff should normally be required to make the final decision about whether to dispose of an item, and in some cases (if the item is of high value) it may be desirable or necessary to seek the approval of a higher authority.

4.3 Routine disposals

There may be regular routine disposals that can be made without reference to senior staff. Such material might include superseded annual directories, serials which are issued in monthly or quarterly parts and which are superseded when an annual cumulated volume is issued, and duplicate copies of periodicals which are acquired for professional development and for circulation to staff. It is desirable that a list be drawn up of material to be disposed of in this way, so that blanket authorisation can be given.

4.4 Practicalities

Once a decision has been taken to withdraw an item, various practical matters will need to be attended to. These will vary from library to library, but most libraries will wish to stamp the book in some way to show that it has been officially withdrawn and not stolen. It is strongly advised that libraries do so. The catalogue will need amending. A record of all items withdrawn may be required (e.g. for auditing purposes). Security triggers or tags should be removed or desensitised.

4.5 Planning

It is important to be aware that all these procedures, if followed, are time-consuming. It is preferable to build them in to regular work, rather than leaving the whole business until the moment when it becomes urgent. Where there is pressure to dispose of material for income generation, the staff costs involved in carrying out the necessary procedures should be carefully weighed against the financial return.

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5.1 Having removed the items from the shelves, the question now arises of how to dispose of the withdrawn stock. This will vary greatly according to the nature of the library, and the nature of the stock. These guidelines can only list some of the options. Some institutions will be governed by particular codes of conduct on disposal, such as that of the Museums and Galleries Commission.

5.1.1 Relegation

In the case of academic and special libraries, consideration should always be given to the relegation of material to a secondary store in preference to disposal, particularly if material is being withdrawn on the grounds that it is no longer current. The potential value of such material to future researchers is great; opinions and topics change and are frequently revived, and if you try to buy another copy of a book you once had, it will probably either be unobtainable, or very much more expensive.

5.1.2 Alternative homes

If material cannot be stored, priority should be given to passing unwanted stock to another library. Where libraries are part of a group, as public and academic libraries usually are, it will be relatively straightforward to offer material to other libraries within the group. Consortia of libraries may adopt a policy of retaining a single copy of a work within the area. Offering material beyond the group is less simple.

When offering material elsewhere,

If offering material by e-mail, do not include a list as an attachment to the message, as this may be a nuisance for anyone who is not interested. If only a small number of items is being offered, list them in the message; otherwise ask people to request a list. A full list may then be sent as an attachment, depending upon the compatibility of the respective systems, or by mail.

If the quantity of material to be disposed of is very large, it might be simpler to invite other libraries to come and take away whatever they want for a nominal sum. Listing large numbers of books is not usually a practical proposition.

Consideration should be given to using such agencies as BookNet and Book Aid International. BookNet (6) is probably the best way of ensuring that every effort is made to find a good home for material which you yourself do not want. Book Aid International (7) and similar agencies (8) will take material which is in good condition and not out of date or on obscure subjects.

5.1.3 Selling

Sale is a potentially controversial method of disposal, but it should not automatically be discounted. Wherever possible, the proceeds of the sale of withdrawn stock should be applied for the direct benefit of the library; ideally, the money raised should be used for the purchase of new stock, and should be additional to the existing budget. Providing the stock sold has been withdrawn in accordance with the approved and published policy, this is a legitimate means of generating revenue, although the amounts involved will usually be relatively small. Libraries should, however, be particularly cautious in the case of solicited sales to readers or staff; if a book is of interest to one person, it will probably be of equal interest to a number of others, and if it has financial value, it should be offered on the open market.

Different methods of sale will be appropriate for different libraries and different types of material. The main options are:

Whether dealing with booksellers or auction houses, be sure that the terms of business are fully understood. Some firms may charge for valuing withdrawn items, and proceeds on auctions will normally be subject to seller's premium on the hammer price.

5.1.4 Destruction

However small the amount realised, many librarians will like to think that at least by selling a book they are prolonging the life of that book and giving someone else the opportunity to own it and enjoy it. By the same token, most librarians will regard the physical destruction of a book as being the last resort, when all other options have been considered and rejected. Destruction may be the only sensible option if a book is in very poor condition. Some libraries may not want it to be known that they dispose of books at all - in which case, a published disposal policy may help to overcome political or ideological opposition. Whatever the reasons, most libraries will wish to ensure that physical destruction of withdrawn stock is thorough. Pulping is an option for larger quantities of material but should certainly not be looked upon as a reliable source of income.

Nothing is more likely to attract adverse criticism, however, than the retrieval from skips or rubbish tips of books which are identifiable as having come from a library. For this reason, some libraries remove any pages which bear identifying marks, which also ensures that the book does not find its way on to the market.

6.1 These guidelines advocate drawing up a disposal policy, and they discuss various matters to take into account when doing so; they do not constitute a model policy. However, much can be learned from libraries that already have relevant experience. It is intended that, following publication of these guidelines, any libraries that have disposals policies will register the fact with ARLIS, so that libraries drawing up their own can be put in touch with similar libraries that have already been through the process. Use of an e-mail discussion list such as 'arlis-link' will also improve communication on the topic and promote the exchange of information on, for example, the best way of selling withdrawn stock.

6.2 Other organisations which have considered the problem of disposals, and which may be able to provide further advice and information, include the Consortium of University Research Libraries (11), the British National Bibliography Research Fund (12) , and the National Acquisitions Group (13).

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(1) See, for example, ARLIS, Guidelines for art and design libraries: stock planning, staffing and autonomy (1990), 12

(2) See, for example, W.J. West, 'Starved of books', in Times Literary Supplement (2 May 1997), 15

(3) See http://www.nal.vam.ac.uk/ulist/

(4) See http://www.mailbase.ac.uk/lists/arlis-link/

(5) Compiled and edited by Gillian Varley (ARLIS/UK & Ireland, 1993)

(6) For further information, see http://www.bl.uk/index.html

(7) See http://www.bookaid.org/

(8) For example, Education Aid, whose web site has a useful list of other organisations working in this field (http://www.educationaid.org.uk/othorg.htm)

(9) For example: Cole's register of British antiquarian and secondhand bookdealers, Sheppard's book dealers in the British Isles, and the Skoob directory of secondhand bookshops in the British Isles

(10) For example, http://www.clique.co.uk/bibfind.htm

(11) A CURL/British Library Working Party has been drawing up a model retention policy for CURL members and the BL

(12) A report, written by Capital Planning Information, was published in 1995 (BNBRF Report 72, Disposal of printed materials from libraries); see also Library and Information Co-operation Council, Issues in focus, 11 (1995)

(13) See Survival of the fittest? : collection management implications of the British Library review of acquisition and retention policies, edited by Clare Jenkins and Mary Morley (1991)