New Concept of Collection Management: A Survey of Library Space-Related Issues

Even though information available in digital format is convenient and valuable, print collections continue to play a very significant role in academic institutions, especially those that have programs requiring nonRomanized script materials. However, due to limited physical space and budgetary resources, the shelving space scarcity has become one of the main collection management problems that many academic libraries have to confront. This article reports on a survey of library space related issues in academic institutions that collect and manage Chinese language materials. The findings and comments from the survey shed light on future collection management options and decisions regarding how to maximize the use of available resources. The results and observations of this study will be of interest to other East Asian Studies (EAS) librarians as well as collection managers who specialize in other area studies. In addition, it is hoped that this paper will stimulate discussion by EAS library communities and library administrators on “ownership” versus “access” of East Asian materials. Introduction Physical space shortage, shrinking budgetary resources, and changing customer needs and expectations have pushed many academic libraries to consider using high-density off-site storage facilities for their lowuse materials. However, the University of Arizona (UA) Library, which also has a space shortage dilemma, does not plan to use a remote storage option as a solution to their overcrowded stacks. The UA Library is taking other flexible collection management approaches, such as identifying duplicate copies and removing them from the shelves, installing compact shelving, regularly reviewing all approval plan profiles and revising them to reflect a close alignment with the teaching and research needs of faculty and students, and replacing print journals with back-files/archives of full-text electronic journal databases. Although these collection management practices seem reasonable and work for the library as a whole, the author is concerned about possible negative impact to the EAS collections (Chinese in particular) because of their unique nature. East Asian collections in vernacular scripts differentiate themselves significantly from their mainstream Western counterparts in numerous aspects, such as publishing industry, scholarly communication, book-trade, technical processes, as well as licensing and copyright constrains associated with the electronic databases. Between May and June 2007, the author conducted a brief survey about library space related issues of 45 academic libraries that have relevant Chinese language collections with the following objectives: a) determining if academic libraries that have Chinese language collections are running out of shelf space; and b) learning what collection management approaches are being taken to accommodate the growing print collections and alleviate or prevent shelf space constraints. Literature Review Since few studies have been done on collection growth and management with a focus on East Asian collections, this literature review covers publications on collection management issues and options in general with relation to library physical space challenges in academic institutions. Since the 1970s, due to library physical space shortage and decreasing financial resources, more and more academic libraries have chosen high-density off-site storage options to accommodate their growing print collections (Lougee, 1992). Because of increasingly shrinking funds, Reilly (2002) predicts in his study that it will be impractical for individual libraries to preserve heavily redundant and enormous amounts of print collections. Given the magnitude of the information in print format, long-term preservation of even the most critical research materials ought to be a cooperative endeavor. Bridegam (2004) recognizes that a collaborative approach to print preservation at the local level was not an option. This was a needed strategy so each collaborating institution could find long-term solutions to their lack of physical space, consistently growing print acquisitions and continuing budget crisis. Agee (2007) suggests that in order to alleviate physical Journal of East Asian Libraries, No. 144, February 2008 2 space crisis, to avoid unnecessary redundancy in collections and to better meet patrons’ information needs, independent state or regional storage facilities ought to align themselves into national or international network programs. This would allow institutions to maximize the usage of the existing resources of technology and infrastructure. According to the 1992 ARL library survey, many libraries indicated that their institutions were developing policies or services that focused on access rather than ownership (Rutstein, 1993). The traditional role of librarians as “information collectors” is being challenged by their new positions as “providers of access to information” (Kane, 1997). Baldwin (1996) proposes that in this rapidly-advancing digital technology era, what we need to do is not to own every single physical item that our patrons might use, but to provide them with reliable and timely access even though the requested materials are not “owned” or housed in the individual library. Roberts (1992) suggests that it is time to reevaluate the value of Interlibrary Loan (ILL)/Document Delivery (DD) services because libraries could generate big savings by cancelling print journals with little usage and guide customers toward friendly and effective ILL/DD services. Simpson (1994) suggests that resource sharing with the combination of access and ownership is a possible solution to libraries’ growing demands and shrinking budget because new technology will strengthen and improve access while coordinated acquisition will reinforce ownership. Purpose of the Survey This survey was developed and conducted to: Determine if shelf space density is a shared problem among academic libraries with Chinese language collections. Learn successful approaches that libraries are taking to deal with space related issues or to prevent shelf space crowding. Use the collected data as a useful tool to enhance skills in future collection management activities. Originality/Value Special aspects of East Asian language collections have made these collections significantly different from the mainstream academic collections in Romanized scripts. A lot has been written about collection management issues and options in general on limited physical space, shrinking funds and advancing digital technology and availability. However, little previous research has investigated how libraries that have East Asian or Chinese language collections are dealing with their pressing shelving space shortage and their unique customers’ needs.