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Weeding Physical Materials Resource Guide

This collection of resources on the weeding of physical collections was compiled by the CARLI Collection Management Committee to provide guidance to member libraries. Some of the resources listed below were also submitted by CARLI member libraries and reviewed by the Collection Management Committee, while other were provided as part of the Committee’s multi-part webinar series on weeding which took place in May and June of 2024.

Materials in this repository will aid CARLI member institutions in assessing, planning, and undergoing the weeding of their physical collections. The documents and educational materials provided apply to a variety of institutions, collection sizes, and collection types. This Resource Page includes PDF copies of forms, policies, procedures, and guidelines from CARLI member institutions as well as published resources.

This repository is for informational purposes only and included resources are suggestions, not requirements or best practices. This webpage is meant to be a starting point for CARLI member libraries who desire general practical guidance for weeding projects. Meanwhile, this collection of documents does not include nor endorse any particular weeding or deselection theory.

Documents have been provided to and collected by the CARLI Collection Management Committee as-is; the Committee cannot guarantee document accessibility due to the fact that these materials belong to the originating organizations and have not been altered from their submitted format. The originating organization can request that forms be removed at any time; however, a reasonable amount of time should be allowed for the request to be completed.

Send comments and corrections to the . Links to general resources will be checked by the CARLI Collection Management Committee for accuracy annually. This page was last updated May 2025.

Guidelines for CARLI Members to Submit Their Weeding Policies and Workflow Documentation

  • Weeding policies and workflow documentation specific to your institution will assist other CARLI institutions in developing and improving their own weeding policies and procedures. Please do share if you have different workflows for collection maintenance weeding versus special project weeding.
  • Please fill out this brief form to share your documentation.
  • It is the responsibility of the originating organization to send updated forms to CARLI.
  • Originating agency can request that forms be removed at any time; however, a reasonable amount of time should be allowed for the request to be completed.

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Getting Started

What is your goal for this weeding project?

  • Routine weeding
  • Free up space
  • Prepare to move/shift collection

Are you a member of an organization that is interested in receiving library materials?

CRL / WEST / CARLI Last Copy / Internet Archive

Other Things to think about before getting started

  • What is your timeline?
    • Tip: Work backwards from any final deadlines for removing items with generous extra time allowed for unexpected issues.
  • Do you have an existing weeding policy and/or internal workflow?
  • What are your criteria for considering items for withdrawal?
    • Tip: Criteria often differ according to differing formats or subject areas of materials. For example, science textbooks typically decrease in relevance more quickly than literature, while certain formats become less accessible or more expensive to maintain over time compared to others.
  • Who will make the final decisions on items?
    • Tip: Document this clearly and early on in the process.
  • How will you dispose of the items you are getting rid of?
    • Tip: Develop a workflow with your institution’s unique trash/recycling systems in mind, or contact outside vendors
    • See the Removing/Disposing of Materials section below.
  • Communication Strategy: how to share information about project to staff/faculty/public.
    • Tip: Many libraries do not publicize their weeding projects, but others do, and some even involve their patrons, particularly faculty. You can determine which approach is best for your institution. Example: “Demystifying the Library: Weeding,” blogpost by Central Michigan University (4-year, public, 14,000 students)

General Resources

CARLI members that have questions about weeding may email The question will be shared with the CARLI Collections Management Committee.

Example Weeding Criteria, Policies, and Workflows

Materials listed below are a combination of submitted and collected policies. All listed full-time enrollment counts (FTE) are estimated as of Academic Year 2024-2025.

Any policies or workflows included are examples and suggestions only, not best practices.

Weeding Policy Examples

Internal Weeding Policy and Workflow Examples

Potential Basic Workflow

  1. Acquisitions and Access Services staff collaborate to identify what areas of the collection need to be weeded.
  2. Acquisitions staff produce reports and pass these to librarians or other decision-makers. It can be helpful to implement a deadline by which decisions should be made. Decisions can be marked on the lists themselves.
  3. Physical items are pulled from the shelves according to the information provided on the lists. This can be done by the decision-makers or other available staff.
  4. Items are given to Cataloging staff for withdrawal. Items are removed from the catalog, OCLC, and stamped for withdrawal.
  5. Items are passed to Acquisitions staff to be disposed (recycled, donated, or otherwise removed from the premises).

Workflow Tips

  • Ask staff what information they need to make the best decisions on each item.
    • If you are supplying a list of titles for weeding review to a librarian, they should at minimum be provided with the title, author, publication year, call number, location, last loan date, and number of loans for each item. Including the barcode and/or the internal system number (such as the MMS ID in Alma) for each title can also be helpful for locating materials and running jobs in your library management system (LMS) later in the workflow.
  • Consider department collaborations and physical work spaces ahead of your project.
    • Include Access Services/Circulation departments so they can be aware of changes within the stacks and prepare for any needed shifting. Before starting a weeding project, it can also be a good idea to ask Access Services staff if there are any sections of the collection that they have noticed are crowded or in need of other weeding-related attention.
    • Consider the physical movement and storage of full book carts during the weeding and withdrawal process. Will librarians fill their own carts with materials they’ve identified to be weeded, or will another staff member or student employee pull items? In any case, should staff label those carts a certain way and/or place them in a specific location that identifies them as being ready for next steps? After items are withdrawn from the catalog, where should they go? Make arrangement for disposing of weeded materials in advance of the project (see Removing/Disposing of Physical Materials section of this webpage).

Reports

  • The Print Archives Preservation Registry (PAPR) Comparison Report (which is entirely open and free!) is available to identify gaps in serial shared print collections for which they could contribute holdings from your deselections.
  • Unsub can help analyze the contents of a large journal package deal to make decisions about breaking up deals and/or cancelling titles.
  • Alma Analytics Training and Resources for Collection Development

Removing / Disposing of Physical Materials

Vendors listed below are meant merely as examples. Listing does not constitute an endorsement. You should also check with your university for established vendors or procedures.

Tip: Vendors may not be willing to accept journals, but most unbound journals can be recycled as “mixed paper,” while bound periodicals need to have their bindings removed before they can be recycled.

  • Vendors who will take media
    • Internet Archive

Tip: Conduct an internet search for “Media donations” to find local vendors or organizations that could potentially partner with you to dispose items.

Tip: The American Library Association has a resource guide for Moving or Relocating a Library.

Tips for doing things in-house/without outside companies due to cost limitations
If funding is not available to outsource book disposal, it can usually be done in-house. Preparing items for disposal can include the following:

  • Withdrawing the item from your catalog. If you are in I-Share, usually the deletion or suppression of the item or bibliographic record in Alma will result in the removal of holdings from OCLC.
  • Stamping the physical item with a “withdrawn” stamp, sticker, or other marking designating it as withdrawn. Examples: Demco, Library Store, Brodart.
  • Removing or blacking out of labels and other markings, often with black markers (i.e. Sharpie, Marks-a-Lot).
  • If recycling materials, portions not appropriate for recycling should be removed (i.e. an exacto knife can be used to strip bindings from hardcover books).
  • Whether recycling or throwing away materials, coordinate dumpster use/pick-up with your institution. This is usually managed by Facilities departments.

Also to be considered is the CARLI Last Copy Program, which is free for all CARLI member libraries.