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Collection Management@Emory: Level One Collections and Renewal

Collection Management

The following criteria were utilized to justify maintenance of a collection onsite:

  • Heavy use of the microfilm/microfiche based on Stacks use statistics from 2012-2016.
  • Input from targeted faculty about specific essential collections to be significantly utilized in the next 2-3 years, either for research or pedagogical purposes
  • Instances where the digital content is not a complete surrogate of the microfilm/fiche (e.g., need for complete page images such as is the case with some post-1922 newspapers)
  • High use materials for which no digital surrogate is locally available
  • A core collection/sets—this criterion is/was primarily applicable to government documents
  • Indices for large sets that are required to most efficiently and effectively use the collection (e.g., House of Lords debates or some government document checklists).

Withdrawal Decisions were based on the following criteria:

  • Duplication with Georgia Tech (both microform and physical government documents collections)
  • Digital surrogate for more than 90% of the content (perpetual/owned access only)
  • Collections to which Emory has access via CRL
  • Non-essential collections, or areas in which Emory no longer has a research or teaching focus (or where that focus has significantly changed).

Note that we received upwards of $200K to help reduce the microform footprint and provide digital access.


Lists of Microforms Onsite

"Decision" color coding:

  • Blue is for Onsite MICFICHE and MICFILM numbers
  • Red is for MICFICHEand MICFILM numbers to be withdrawn
  • Green is for Offsite MICFICHE and MICFILM numbers ready to be ingested at the LSC
  • Yellow is for Offsite MICFICHE and MICFILM numbers with problems

Availability of Materials and Cataloguing

  • Locations in Alma for all Woodruff collections that are moving from Level 1 to the Library Service Center will be suppressed while the move, ingest, and staging at the LSC for cataloging is in process. NOTE: that you will still be able to locate materials via a Repository Search in ALMA (caveat: for catalogued materials).  
  • Items remaining in Woodruff will not be suppressed
  • As items are accessioned and shelved at the LSC, the items will be mapped to their new, visible locations by Library Core Services staff
  • Woodruff Interlibrary Loan will deflect incoming microform lending requests from other libraries while the project is in progress
  • We will try and catalog materials with the highest demand first, but may be able to accommodate requests for faster cataloguing.
  • Microform that is being cataloged and moved to the LSC can be requested through ILL.  (Note: ILL will not get this microform from our collection, but will instead request it from other libraries.) 

  • We will be adding a link to HathiTrust, where applicable, for individual microfiche holdings to facilitate access to digital surrogates

Level 1 Maps and Government Documents

There are currently about 15,800 maps on Level 1.   At most, 15% of these maps will be retained with a particular focus on Georgia topographic quads for metro Atlanta counties, North Georgia and Coastal Georgia (31081,  30081, 32080, 31080).  All Georgia topographic maps were first considered, but with UGA being the regional map depository, we will allow them to maintain such a map archive.   However, with that said, plans for a coastal Georgia GIS project are planned for later this year, so we will try and maintain these.

Uncataloged maps are being moved to Technical Services on Level 1 for processing.


There are about 700 maps that have already been catalogued, and will be accessioned.  These maps are in discrete cabinet drawers and will be marked.  Final decisions are noted here:

There are some maps from pre-1940s (non-Georgia) that were considered for cataloging and accessioning, but these will either be offered by to other libraries, or more likely recycled.  Non-Georgia maps, ARC maps, and other miscellaneous US census maps were not deemed as essential to keep in tangible, physical format.

There are a number of maps, including Georgia aerial maps that were originally housed in the locked shelving area, which will be henceforth stored in cabinets moving to Woodruff 310.