2017 Charleston Library Conference

This presentation will describe the centralization of collection management at University of Alberta Libraries and provide advice to other organizations considering similar changes. A centralized Collection Strategies Unit (CSU) was formed in April 2016 under direction of the Associate University Librarian for Collections. Five librarians work with previously established serials and monograph acquisitions teams on all matters related to collections. CSU also shares workspace with the Bibliographic Services Unit, responsible for cataloging and processing. While four Collection Strategies Librarians working as a team share the same overall responsibilities and job descriptions, each librarian has functional and subject area responsibilities. Two librarians manage licensing and electronic resources, one oversees monographic acquisitions including ebook packages and approval plans, while another coordinates projects related to physical collections and web archiving. A Collection Strategies Coordinator oversees the functioning of the entire unit. New workflows have been established to centralize collections and acquisitions work of the CSU. A priority is to assess library collections more routinely and systematically than was previously done, ensuring effective allocation of the library system's $25 million budget. A new budget model was introduced in the 2017/2018 Fiscal Year, reducing fund codes for materials down to two, one for continuing resources and one for firm orders. To assist subject librarians in adjusting to changes regarding their former collections duties, various modes of communication have been instituted: weekly blog, regular meetings with branch library staff, and informational meetings with all subject librarians. Subject librarians are regularly consulted regarding potential new products, trials, and possible cancellations. The transition to the new CSU has been successful and we continue to work together to improve our workflows and communications.