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Collections and Access Management. November 2007. Teaching Session Objectives. To define Collection Management To consider the context of Collection Development To identify and evaluate a Collection Development Policy. What is:. Collection development Collection management?.

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teaching session objectives
Teaching Session Objectives
  • To define Collection Management
  • To consider the context of Collection Development
  • To identify and evaluate a Collection Development Policy
what is
What is:
  • Collection development
  • Collection management?
two terms used
Two terms used:
  • Collection Development – the building of collections through selection and acquisition of materials – encompasses policies on housing, preservation, weeding and discarding
  • Collection Management – focused on ensuring a collection is “alive” and relevant; maximising availability through promotion, collection evaluation, and circulation

The ability of people working in libraries to meet an information need depends on a number of factors.

It’s all a question of demand, but mainly of ability to supply

the context what creates demand for our resources
The context: What creates demand for our resources?
  • The expansion of knowledge – more stuff available!
  • Improved bibliographic control – people can identify it more easily.
what creates demand for our resources
What creates demand for our resources?
  • The expansion of knowledge – more information available!
  • Improved bibliographic control – people can identify items more easily.
  • The demand/expectation spiral
but our ability to supply depends upon availability
But our ability to supply depends upon availability
  • Does it exist?
  • Can we/do we wish to obtain it
  • Is it already in the collection?
other methods
Other methods…
  • Digitisation – CLA licence
  • Intersite Loans
  • Reciprocal access and borrowing - networks: conspectus, consortia & co-operation
  • ILL/Document delivery/electronic downloads
  • Alternative material available locally
context there are limits on how well can we satisfy demand
Context: There are limits on how well can we satisfy demand:
  • Trueswell: 80% of use is satisfied by 20% of the collection
  • Bourne: the law of diminishing returns: after a certain point it isn’t worth the time & effort to try to find things.


internal factors affecting supply
Internal factors affecting supply
  • How much money we’ve got and how we decide to allocate it
  • Selection policy – deciding what to buy
  • Ability of librarians to make complex purchasing decisions
  • Security and loss – missing items unavailable
  • Networks: conspectus, consortia & co-operation
  • Document delivery

Is the item owned?

Is it catalogued?

Can the user find an entry in the catalogue?

Is it on the shelf?

A typical problem

Can the user find the item on the shelf?

Only a 48% probability of finding something!

From Lancaster, F.W.

external factors
External factors
  • Exponential increase in published knowledge
  • Spiralling costs
  • Reduced amount of money to spend
lisu loughborough university
LISU (Loughborough University)
  • Between 2000 and 2006 the cost of journals rose by 39%
    • e.g. £500 -> £695
  • Over the same period, the retail price index rose by 16%
what is a collection development policy
What is a Collection Development Policy?

A practical “tool” to help librarians to make decisions about developing the collection in a way that reflects user needs and maintains a balance

content of a cd policy
Content of a CD policy
  • A statement of overall purpose
  • Parameters of the collection
    • user groups
    • subject boundaries and priorities
    • materials types eg books, journals
    • form restrictions eg. Printed, A/V etc
    • co-operative arrangements
content of a cd policy1
Content of a CD policy
  • Collection levels
    • Comprehensive
    • Research
    • Study
    • Basic
    • Minimal



Prepare criteria for weeding

What have we got already?

Develop inventory and replacement procedures

Collection Development Process

Any new requirements?

Set up acquisition mechanism

Peripheral needs?

Set up selection mechanism

selection and acquisition
Selection and Acquisition
  • Responsibility usually lies with subject specialists
  • Needs an understanding of user needs
  • Needs access to comprehensive bibliographic resources
stock selection
Stock selection
  • Books
  • Journals (Periodicals, Serials)
    • printed journals have disadvantages
    • reliable, sustainable electronic journals now the favoured option
  • Multi-media – A/V, computer software, art, maps etc.
  • Access or holdings?
  • Shift in role from information provider to facilitator and instructor
  • Increasingly complex costing and delivery models for journals
electronic holdings
Electronic holdings?
  • Access to electronic journals increasingly purchased via consortia
  • Provides improved coverage for smaller institutions
  • Negotiated agreements are often superseded by better deals
management of serials
Management of Serials
  • Represent about half of total budget
  • “Serials” defined differently in different institutions
  • Format - print, microfilm, electronic, cd-rom
  • Bibliographic control - “Ulrich”, “The Serials Directory”, subscription agent’s database
physical management maximising availability
Physical management: maximising availability
  • Promotion
  • Collection evaluation
  • Circulation
  • Preservation and conservation
  • Weeding and relegation