How Libraries Manage Collections in 2026

The most important responsibility of any librarian is to maintain a relevant collection that meets a diverse range of patron needs.

But the role of the librarian is constantly changing. Libraries provide a space for people to study, search for a job, learn a language, and connect with their communities. Often, they are a safe place to go for people who have nowhere else to turn.

With so many responsibilities, differing needs, and questions on the library floor, librarians need tools that streamline collection management, so they can make decisions quickly and confidently.

The problems with collection management

We all know that collection management is becoming more complex.

Less staff: Budget cuts mean there are fewer roles available for librarians…and more responsibility than ever for those who remain.
Less knowledge: These staff shortages, combined with an increase in volunteer-run libraries, mean branches are experiencing knowledge shortages – not just of the collection, but also of best practices for collection management.
Less time: Libraries are, more than ever, multi-use community spaces, so librarians have an ever-growing to-do list. Add in the spreadsheets, lists, and manual updates that are so prevalent with traditional inventory management, and it’s little wonder that keeping on top of the collection is challenging when shifts are already so busy.

Collection management needs to be able to help librarians with all levels of experience to make quick and informed decisions about materials, to ensure the library is best serving the diverse needs and interests of their patrons.

What about existing collection management tools?

The trouble is, a lot of collection management tools are static: software that can only be accessed on a computer screen.

For librarians who spot books that need attention on the shelves, this means:

Printing a list, looking for each book, and making usage assumptions based on appearance and patron knowledge.
Keeping a mental note of materials that may need to be managed, and then checking the information once you get back to your desk.
Limited ability to sign up patrons, check out books, find items, or amend holds.

It’s clunky and time-consuming – which doesn’t help you do your job more efficiently.

Physical tools do exist, but they typically act more like handheld scanners. You can use them to find out more about the books in your collection – but what can you actually do with this information?

This got us thinking: what if librarians could access detailed insights and recommendations on every material in the collection and complete core actions for patrons…from anywhere on the library floor?

Introducing Library Pro

Library Pro is a brand-new piece of the collectionHQ toolkit; our first physical product, designed to help you manage your collection on the go.

This is a portable, handheld device that helps all librarians to streamline workflows. Every tool in the collectionHQ suite is built in, so you can manage collections and analyze materials in real-time as you move around the library.

Here are just a few of the ways you can use Library Pro day-to-day:

Proactive inventory management

As you work on the library floor, you can instantly find out the history of any book on your shelves. Not only that, but when you scan a material, you can access collectionHQ’s recommended actions for each one, such as weeding, replacement, or circulation.

These rich data insights help you make decisions instantly, with the confidence they are rooted in fact rather than general assumptions.

Proactive patron support

With Library Pro’s built-in 2D barcode scanner, you can view, amend, or cancel holds for users on the go. You can also sign up patrons and check out materials, thanks to the built-in printer.

You can even make smarter recommendations of other materials patrons might like using their library records, and even take library users to the items they are looking for! As a result, you are much better placed to help library users with their questions without having to return to your desk.

Proactive task planning

Instead of slotting in short bursts of shelf management when you can squeeze it in, you can schedule tasks to your device. This helps to streamline key collection management actions.

Library Pro has a battery life of 10 hours of continuous use, so you can ensure it will last the full length of your shift.

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With so many demands on their time, librarians need tools that enable fast decision-making, efficient inventory management, and excellent patron service. Library Pro will help you do all three – and more!

If you would like to learn more about Library Pro – and see how it interacts with the wider suite of collectionHQ tools, get in touch with our team today.