Written with Jo Anne Newyear Ramirez, Associate University Librarian for Scholarly Resources, University of California Berkeley & Jesse Silva, Scholarly Resources Strategy and Federal Government Information Librarian, University of California Berkeley

Setting the Stage

In September of 2024, WEST launched a pilot to amplify and support library collaborative strategies for print collection management and preservation. Specifically, the pilot involved coordinating the donation of duplicate copies of WEST archived titles to the Internet Archive to expand digitization and access via ILL for print serials.

The pilot was designed to work with existing or upcoming journal review projects undertaken by WEST member libraries. A call was distributed to the WEST membership inviting libraries to consider participating. The WEST Internet Archive Implementation Task Force worked with libraries to assess overlap between the pilot collection scope and library journal review aims. The final cohort of pilot libraries was determined based on the degree of overlap and the capacity of libraries to participate as outlined in the pilot’s scope of work. University of Wyoming, University of California Berkeley, University of Arizona, University of Colorado Anschutz Medical Campus, University of California Riverside, and University of Colorado Boulder all agreed to participate in the pilot.

Over the next several months, pilot libraries met to move through the process of selecting and shipping content to the Internet Archive, working together to establish workflows and provide feedback that would help inform theWEST Internet Archive Pilot – Final Report and Recommendations

Pilot work is still ongoing for some participants, but University of California Berkeley finished shipping their selected titles in April 2025. Below are some of their thoughts about the outcomes of the pilot deselection process.

Outcome

How did WEST or shared print help you with your project?

WEST provided the holdings data that we used to generate our own list of candidate titles for participation. From the outset, we knew we wanted to be part of this pioneering shared print project, though we were initially uncertain about what selection criteria would make the most sense for our local context. After some internal discussion, WEST’s Shared Print Analyst, Nika Burns Teshin, quickly produced the data that allowed us to refine our approach and move forward confidently.

Deaccessioning, even when titles are digitally preserved and accessible elsewhere, is never an easy decision—particularly when our broader strategy prioritizes providing as much on-site access as possible for campus researchers. To strike the right balance, we focused our criteria on ceased or cancelled serials where we held either complete or partial runs. This focus created a clearer and more defensible rationale for deselection. We then refined our list further by concentrating on titles housed in our Main collection areas, where space is at a premium and collection growth continues to be a pressing concern.

While there is no universally accepted standard for calculating the space occupied by bound journals, a commonly used metric in academic libraries is approximately seven volumes per linear foot. Although the actual measurement varies depending on binding and paper thickness, this benchmark provided a practical way to estimate the impact of our project. In total, we withdrew 13,354 volumes—reclaiming an estimated 1,908 linear feet of shelving, equivalent to roughly 90 bays (based on three linear feet per shelf and seven shelves per bay).

Have you reclaimed space? Other resources? How are you using your reclaimed resources?

In the end, the project successfully achieved one of its most tangible goals: reclaiming valuable shelf space to support the continued growth of our collections. As our Main Library approaches maximum capacity, we have effectively reached a “one in, one out” stage for housing new materials. This reality makes every bit of reclaimed shelving space meaningful. Each volume removed creates new opportunities for current and future acquisitions, ensuring that we can continue to develop the collection in ways that reflect the evolving research and teaching needs of our campus community.

Beyond the practical benefits, the process also deepened our understanding of space management as an ongoing part of collection stewardship. By strategically reviewing and refining our holdings, we were able not only to make room for growth but also to ensure that the materials we retain or acquire align more closely with user needs and institutional priorities.

In the near future, UC Berkeley will be implementing Rapid ILL and we look forward to participating in the WEST ILL pod. To prepare for this transition, our Head of Metadata Services developed a process to clearly indicate in the catalog when items are no longer held locally. Several updates were made to the records to improve transparency and user experience.

First, items were moved to a temporary location within the system, allowing staff to easily distinguish between materials still held in our collection and those sent to the Internet Archive. This also enables staff to generate targeted lists showing only the items that were transferred. Second, the item status was changed to “In process” to signal that these materials are not currently available for checkout or loan. Finally, a public note was added to prompt users to sign in and view their request options.

Although the physical volumes are no longer available on-site, users continue to have full access to the content through Interlibrary Loan. This approach ensures a seamless transition for patrons while maintaining the accuracy and integrity of our catalog data.

What did you learn?

For large, cross-divisional projects, collaboration is essential. Success depends not only on careful planning but also on a willingness to re-evaluate and adjust processes as the work progresses. Equally important is cultivating an environment where staff feel encouraged to share feedback and practical insights from their day-to-day experience.

For our organization, this initiative required the coordinated efforts of multiple teams across several units. Strong and consistent communication at each handoff point was critical to maintaining workflow efficiency and keeping materials moving steadily through the process. Because of the volume of materials involved, it was important that items be transferred quickly to free up book trucks for the next round. Early on, we developed a simple but effective numbering system for the trucks, which helped ensure that all volumes of a title were processed and boxed together. This proved especially valuable given that the project had to accommodate different staff schedules and competing priorities.

The boxing stage itself demanded significant time, space, and coordination—and it was, at times, quite noisy. Having a designated person track progress throughout the project was invaluable. Regular updates and visible milestones not only kept the team aligned but also provided a welcome opportunity to recognize achievements and maintain morale along the way.

As the project progressed, we also uncovered and confirmed some long-suspected issues with our physical collections records. In particular, we discovered that materials sent to off-site storage in past years had not always been accurately reflected in our cataloging records. Addressing these discrepancies prompted us to plan a follow-up data clean-up project to ensure that our holdings information is both accurate and current moving forward.

What would you say to others going through this kind of deselection or review project?

When planning a large-scale withdrawal or digitization project, it is crucial to thoughtfully assess both the scope and the timeline in relation to available space and staff capacity. These early considerations help ensure that the work proceeds efficiently while minimizing strain on staff and disruption to other operations. Sufficient space must be allocated for staging materials after they have been pulled, for boxing items destined for the Internet Archive, and for temporarily storing the boxed materials before pickup. Because these stages often overlap, it is helpful to map out where each phase will occur to prevent overcrowding or workflow bottlenecks.

The physical nature of the work should not be underestimated. Pulling and boxing thousands of volumes can be physically demanding and repetitive, placing strain on staff if not carefully managed. Building in adequate time for breaks, rotating responsibilities, and providing ergonomic equipment such as sturdy book trucks and packing tools can make a significant difference in maintaining staff well-being throughout the project.

Equally important is planning the logistics of movement—where the project will be staged, how packed boxes will be transported, and what routes will be used for pickups. Factors such as elevator access, proximity to the loading dock, and coordination with other building activities should be considered early in the planning phase. Close communication with facilities staff and the Internet Archive team regarding retrieval schedules helps ensure a smooth handoff and avoids last-minute challenges.

Finally, a clearly defined project plan and timeline proved essential, particularly given the number of people involved from different library units. Documenting roles, responsibilities, and key milestones created shared accountability and allowed the team to track progress over time. Having this structure in place also provided flexibility to adapt as needs evolved, reinforcing the value of thoughtful coordination in large, collaborative projects.

Looking back, we found that the success of this project depended as much on clear communication and collaborative planning as it did on the hands-on work itself. Taking time at the outset to map logistics, anticipate challenges, and build strong relationships across units made all the difference. The experience not only improved our workflows but also strengthened our sense of teamwork and readiness for future large-scale initiatives.