135 - Centralizing Collections: Reflections on a Hospital Library Closure Process

Background: This poster highlights a project to pivot from a multi-site to a single location of print materials by consolidating the holdings of 18 library locations for a large hospital library system between February and August 2021.

Description: The move from preventative to life saving care, infectious disease protocols, and the need to repurpose space due to cost necessitated the closure of 18 library spaces within a very tight deadline required by oversight bodies.

A decision was made to consolidate a collection of 15,463 physical books held between 18 libraries to a single location. Holdings were retained on the basis of several criteria, including currency, e-book availability, system duplication, and materials critical to the future collection.

Challenges included the collaboration of a variety of intra and extra-library stakeholders, manual preparation, geographical locations, facility health restrictions (including proof of vaccination), and an iterative project process. Critical changes in the system’s catalog were needed to facilitate every aspect of the move, including creating an additional field for retain or discard designations for the purpose of running accurate reports post move.

Conclusion: 4,947 linear feet (10%) of the collection was retained from an initial holding of 49,050 linear feet (15,463 books).

While results are ongoing, patron checkouts, a focused purchasing process, single site lending and customer satisfaction have validated decisions made during the process.