The Art and Science of Maintaining a Library Collection

Behind every journal article, database, e-book, and streaming resource accessible through the University of Houston Libraries is a careful process of evaluation, analysis, collaboration, and negotiation. While many assume libraries simply purchase materials and make them available, collections strategy today is far more complex, taking into account larger University priorities, curriculum support, research needs, accessibility, how users discover information, and costs.

For Wenli Gao, head of Collections Strategies and Services, success means all library users can reach the information they need. That outcome requires a balance of creative thinking and analytical rigor.

“Data analysis is a science, but there’s an art to asking the right questions of the data, to figuring out what questions aren’t answered from the data, and where we need to talk to people to paint a complete picture,” Gao says.

Over the past decade, the role of collections strategists has changed immensely. What was once largely focused on selecting and purchasing books has evolved into managing access across a complex ecosystem of digital resources. Librarians today are analyzing data; evaluating access models; and collaborating with faculty, researchers, publishers, and library colleagues to ensure that collections align with the evolving needs of the University.

The conversation has also shifted away from the idea of “owning” resources. “The volume of scholarly output has grown exponentially,” Gao says. “Owning everything became financially and physically impossible and strategically unnecessary.”

Ownership models have become increasingly difficult to sustain because the cost of scholarly content has risen faster than library budgets. Access-based models help UH Libraries make the most of a limited budget while providing timely, reliable, and broad access to the information the UH community depends on.

The shift from print collections to digital resources has expanded opportunities for access, but it also introduced new challenges. Most digital resources are licensed rather than sold, meaning libraries must continually negotiate contracts, manage subscriptions, and navigate regular price increases. Licensing agreements are based on the publishers’ rules and library needs, including time-limited access; specific usage rights; and restrictions on sharing, printing, or downloading. These rules require extensive review before a resource becomes available to the UH community. “UH negotiates these terms for our resources, often annually,” Gao says.

Moreover, there is no guarantee of perpetual access, a fundamentally different concept than the historical model of purchasing print books the library would own forever. This reflects the broader conversation surrounding digital ownership. If a user purchases content from a digital platform, only to lose access when the platform removes or withdraws that content, the traditional concept of ownership is called into question. In such cases, access, rather than ownership, defines the experience for users, who expect seamless discovery and instant access from any location.

Steadily rising costs add another layer of complexity. What may appear to be an affordable resource for an individual can carry a significantly higher price tag when licensed for use across an entire university. As Gao notes, an e-book that costs only a few dollars through a retail platform may cost thousands of dollars when purchased with campus-wide access rights.

To make the most of limited resources, UH librarians rely on data-informed collection management practices when deciding whether to retain or discontinue access to materials. Usage is one factor, but librarians also consider cost per use, alignment with academic programs and research priorities, and overlap with similar resources.

Information access means no paywalls blocking essential knowledge, accessible formats for all abilities, and inclusive materials. It means a discovery system that is intuitive, with clean metadata and seamless linking across platforms. It means a library collection that reflects and supports UH curricula and research priorities, including critical emerging fields.

Ultimately, data, expertise, and collaboration allow UH Libraries to remain a thoughtful steward of resources and a trusted avenue to the knowledge that powers the University’s mission.