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Tackling the Backlog 
By Anna Appleman, Columbia Theological Seminary; Tammy Johnson, Columbia 
Theological Seminary

ABSTR ACT This conversation group provided an opportunity for 
attendees to share questions and insights to reduce legacy backlogs of 
print materials.

While libraries are fully engaged in keeping up with the digital environ-
ment, many still have legacy backlogs of print materials. Regardless 
of how backlogs develop, it is usually up to cataloging and technical 
services staff to deal with them while also acquiring and providing 
access to new materials. Group leaders shared their experience of 
reducing an immense legacy backlog of print materials to a manage-
able amount with limited staff and resources. Topics included assess-
ment, collection development policies, outsourcing, student workers, 
and strategies for discussing the backlog with administrators. 

The conversation began with a brief history of how the backlog 
developed at the John Bulow Campbell Library, Columbia Theological 
Seminary. Some contributing factors included the acquisition of other 
collections, a significant change in student work-study hours, and an 
automation project that was never completed. While attempts were 
made over the years to reduce the backlog, what finally worked was 
a perfect storm comprised of a change in the collection development 
policy, active weeding, a student worker with aptitude, and funds to 
pay for a contract worker and outsource certain projects. The discus-
sion continued with identifying what a backlog is, what contributes to 
its creation, and some of the benefits of tackling the backlog—namely, 
intellectual and physical control over the collection and a better-qual-
ity catalog and collection to support the mission of the institution.

Next, group leaders and participants compiled a list of consider-
ations to be made concerning the backlog:

 1. Examine the current collection development policy.
What is the mission of the institution and how does the 
collection development policy support the curriculum?



Conversation Groups  205

Does processing the backlog fit with the current mission of 
the library?
Is processing the backlog good stewardship of library 
resources at this time?

 2. Assess the library’s current backlog.
Identify the quantity of the legacy backlog

What is the size of the backlog?
How much needs to be addressed at this time?

Identify categories within the backlog
Legacy titles or titles acquired prior to the current 
fiscal year
Duplicate copies
DVDs, CDs, other media 

Identify tasks associated with addressing the backlog
Cataloging
Physical processing
Weeding

 3. Prioritize.
What tasks should be first? 
Can the categories be broken down further?

 4. Establish criteria for catalog records.
Full records
Partial records
Collection level records

 5. Determine cataloging workflow.
How will the workflows be set up?
How does the workflow impact processing of newer materials 
or other responsibilities and tasks?

 6. Identify resources.
Funds—What funds are available? What funds are needed?  
Is outsourcing an option?
Staffing—Full time employees, temporary workers, students, 
volunteers
What other projects and deadlines will be affected?
Cross-training
Plans for celebrations to keep momentum



206  ATL A 2018 PROCEEDINGS

 7. Facilitate conversation with administrators or directors.
Summarize each of the six areas above and prepare a brief 
statement that includes: 

Size of backlog
History of the backlog
Cost/benefit to the institution

How will it fit with mission of the library and 
support the institution?
Will additional funding be needed?
Can current funding be reallocated?

A plan for coordination and communication with 
departments

How will it affect other staff?

Legacy backlogs of print materials exist in libraries for a variety of 
reasons, and one approach to tackling them will not suit all. Above is 
a list of considerations to aid cataloging and technical services staff 
in reducing the backlog to provide a better-quality catalog and collec-
tion to support the mission of the institution. This conversation group 
provided an opportunity for colleagues to share ideas about solving a 
perennial problem: how to tackle the backlog.


