Stock Assessment Process

The below outlines the steps a UK PBC library would take to use Compare and make decisions about retaining or potentially deaccessioning a print monograph.

Retention statements are only required of Retaining and Receiving members. However, Participating members are welcome and encouraged to use them where able.

  • 1. Identify the libraries and locations which are included in your library’s export to the NBK.

  • 2. Confirm with Jisc NBK team which libraries and locations they input from your library.

  • 3. Be aware that the maximum batch size for data input to the Compare tool is 50,000.

  • 4. Identify collection to edit.

  • 5. Create report on library system listing titles in collection/location (make sure local record number is listed).

  • 6. Export report of local record numbers.

  • 7. Export MMS ID numbers to Notepad++  to edit. Save as CSV file.

  • 8. Log into Compare tool​. Select “Local Record Number” import and file name.

  • 9. Run search​. Select “Items Holding Data” export

  • 10. Save as Excel spreadsheet.

  • 11. In Excel use Filter function to identify titles held in 8 or more libraries and 7 or fewer libraries.

  • 12. 8 or more libraries

  • 13. Consider local retention policies.

  • 14. If withdrawing items from stock, remove these items from the NBK as soon as a decision has been made. There is no need to wait until the item has been physically weeded. If libraries do not wish to delete the item from their catalogue, and are unable to suppress the records from export, they should use these methods to identify items to the NBK team for central suppression: UKPBC-discard-records.pdf

  • 7 or fewer libraries

  • Titles identified for retention by library.

  • Tag bibliographic record with retention statement.

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  • 15. Review remainder of collection ​in line with local collection and retention policies.

  • 16. Contact the British Library (ukpbc@bl.uk) and report:

    • How many records you ran through Compare
    • The number of books retained (how many print monographs in scope were held by 7 or fewer libraries with records in the NBK).
    • How many print monographs were not held by 7 or fewer (were held by 8 or more) libraries with records in the NBK and therefore could potentially be deaccessioned. (This information will be converted to metres of shelving and only shared more widely as a total number of metres across all libraries.)
    • How many books you have decided to deaccession as part of the UK PBC. (This information will be converted to metres of shelving and only shared more widely as a total number of metres saved across all libraries).
An example
📖 Technology – Main Library – Classification prefix Z
1710 Total number of titles listed (all publication dates)​
1699 Number of titles matched in the NBK​
566 (33%) Number of titles held at 7 or fewer libraries (retain and tag)​
1133 (67%) Number of titles held at 8 or more libraries ​(potential for withdrawal)​