Dramatically Downsizing a Map Collection: A story from one library’s experience with practical advice for others

Abstract

Once upon a time our campus, like many others, had a science library with a map room. Not that long ago, the science library was closed permanently and needed to integrate its collections into the main library building on campus. This was not a small undertaking. The map collection was a lower priority and waited till librarians had finished weeding and migrating the book collection. The aim was to keep only 5-10% of the map collection, due to the available space to relocate to and the minimal use. The dilemma therefore was deciding what to keep, not what to withdraw. This was discussed and settled by a few librarians, the actual sorting and weeding commenced by only a single librarian, and the project eventually wrapped up two years later. The extended project length was due to a variety of factors. One of the main reasons was that more than half of the maps were not cataloged, which was a surprise to all involved; this meant that it was not possible to use the catalog as a weeding tool, every drawer needed to be physically sorted through. An additional obstacle was that for weeding purposes and procedures the maps fell into two categories, U.S. government documents, and non-government documents; the process of deaccessioning government documents is very particular and is laid out by federal policies whereas it is much simpler for non-government documents. Unfortunately, these two types were often physically interfiled and needed to be separated. This presentation will share additional details and hurdles to the project’s completion. While every situation is unique, libraries are constantly looking to consolidate spaces for other purposes, and map collections aren’t used as frequently as in the past, with the rise and convenience of digitally available maps, thereby making themselves natural targets. The presenter will share advice on weeding map collection, at any scale, including what to be aware of, and how to tackle the challenges that come with it.