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Building and Developing a Collection

Building and Developing a Collection. Pauline Simpson National Oceanography Centre, Southampton ODINAFRICA Ostende Aug 2005. Aims and Objectives of Students. Understand the principles of Collection Development : Collection Assessment Formulate a Collection Development Policy

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Building and Developing a Collection

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  1. Building and Developing a Collection Pauline Simpson National Oceanography Centre, Southampton ODINAFRICA Ostende Aug 2005

  2. Aims and Objectives of Students • Understand the principles of Collection Development : • Collection Assessment • Formulate a Collection Development Policy • Identify selection mechanisms • Information Sources for New Material • Routes for Acquisition • Ownership procedures • Maintenance of Collection

  3. !? Question !? Task !? Problem !? Facts about a library collection 1. Selection policy, acquisition decision processes 2. What physical arrangement 3. What cataloguing /indexing activity 4. What database softwares in use 5. Statistical data

  4. Collection Assessment • Evaluation and assessment techniques fall into two broad categories: collection-centered (counting holdings and checking lists to determine the collection's scope and depth) and client-centered (conducting user surveys and gathering information on how clients use the collection). • An effective assessment uses both types of techniques to gather two kinds of data: quantitative (including numbers, age, and/or use statistics) and qualitative (such as observations). The type of data useful for your particular evaluation depends on the library's purpose and mission

  5. Collection Assessment (cont) • Examples of Quantitative Data: • Number of titles: A manual or automated shelflist count, a physical count or estimate of titles from the shelves, a count of acquisitions and expenditures, the percent of each subject's yearly growth, the percent of acquisitions compared to published titles, and the percent of acquisitions compared to published titles. • Age and timeliness of materials: The materials' median age, the range and distribution of publication dates, and most common publication dates. • Use: Circulation statistics by type or subject and interlibrary loan borrowing statistics. • Per capita measures: How many titles or items per user. • Examples of Qualitative Data: • Percent of standard titles or items: Calculated by consulting "best" lists. What journal titles do your users publish in? • Individual or group evaluation:Shelf scanning by the librarian, observation by an outside expert, or observation by a committee.

  6. The Collection Policy • Collection policy - write it down • driven by library mission • users • research programme • scope - level - language - retrospective - special subjects eg Aquaculture • National, regional responsibility • Cooperative Collection Development Progammes • Budget – currency • Formats - access or acquisition • Provides a framework for all your acquisitions

  7. Write out in one paragraph a Collection Policy for your Information Centre

  8. !? Question !? Task !? Problem !? Write out in one paragraph a policy description of your Collection in your Information Centre The Library will build a multimedia collection of research and postgraduate material on all aspects of marine biology, with special emphasis on tropical aquaculture, taking responsibility for acquiring a definitive collection on Tilapia within ODINAfrica Formats Level Scope National Responsibility Cooperative Programme

  9. Collection Development Policy Template ODINAFRICA MARINE INFORMATION MANAGEMENT A SIMPLE COLLECTION DEVELOPMENT POLICY TEMPLATE (handout a guide for exercise)

  10. Examples - find more • Library of Congress - Naval science: http://www.loc.gov/acq/devpol/navsci.html • Fisheries collection development policy: http://shrimp.ccfhrb.noaa.gov/library/policy.html • Mission statement and collection development policy of he Bermuda Biological Station for Research:http://www.bbsr.edu/About_BBSR/Facilities/library/lib_mission/lib_mission.htm • Western State College of Coloradohttp://www.western.edu/lib/cdpolicy.pdf

  11. The Collection FORMATS: (Paper or non print/electronic – Hybrid Library) Books , conference proceedings Journals Reports - ‘grey’ literature’ Reprints Charts, posters Videotapes & Videodiscs (there are several different kinds) CD Roms & DVD Software (for several different operating systems) CD-ROM standalone databases On-line services - e journals – databases - e-books e-Prints ( necessary to have hardware available for non paper formats)

  12. Selection • The process sounds easy, but it is more complicated than it sounds. In order to select the best possible materials for the library, a librarian must go through a number of steps. These include: 1. Finding materials that might be acquired by the library. 2. Finding objective information about the quality of materials. 3. Finding out whether the funding is available to purchase the material. 4. Finding out whether the library already owns or has ordered the material.

  13. Selection - who • Librarians • Researchers • Research Groups • Library Committee • Book suggestion forms / online on website • Review /approve? • Budget control

  14. Selection Criteria • Criteria for selection • Collection Development Policy • New research programmes, regional responsibilities • Storage • Budget! • Individual publication criteria: • Examination • Reviews • Authors • Formats • Date of publication • Series • Editions • Publishers • Price • Holdings • Demand • Local Authors

  15. http://www.dlapr.lib.az.us/cdt/index.htm- an excellent introduction to collection development

  16. Types of Selection Sources • Standard Review Sources – journals etc • Researcher Title Requests/Staff Recommendations • Publishers' Catalogues– mailing list – online alert • Subject Needs List/Replacement Titles List/ILL Request List • Weeding/Mending - gaps • Bibliographies • Marine Science Library databases • Reserve Lists/Purchase Alerts/Other Reports • Advertisements • Gifts/Standing orders • Bookfairs/Other Retail Outlets/online bookshops (amazon.com, BarnesandNoble.com) • Vendors/Sales Representatives • Nb – alert services

  17. !? Question !? Task !? Problem !? Where do you find most information on new publications in marine science

  18. Acquisition or Access? Store or access at moment of need? • Acquisition - budget, spacevsAccess – budget, technology • frequency of use, how current is information, available electronically? Budget. Obtain elsewhere through networks • Exchange • long established but less and less – cost of postage, web publishing makes easy availability but not proative • Centre must have publications to exchange • Donations • library networks, donor organisations, duplicates, • free newsletters, authors reprints (and now e-Prints), retired scientists • Own Organisations publications– make sure they are deposited in the library !

  19. Acquisition - Purchase • books, journals, multimedia, e-Books • Blackwells • EBSCO • ask other marine and freshwater libraries in Africa for their suppliers • Discounts(consortia agreements – does ODINAfrica have a purchasing agreement?) • standing orders - annual volumes etc • journal agent - one invoice, currency etc • e-Journal licenses arranged, IP recognition etc

  20. !? Question !? Task !? Problem !? Name some booksellers or journal agents you use

  21. Collection Ownership • Selection - Order – Receive - Catalogue • Ownership • Stamp, label • Security tag? • Record of acquisition (non bibliographic details – order number, price – INMagic fields) • Accession?

  22. Preservation - Conservation • Preservation and conservation refer to the processes of monitoring the physical condition of the library's materials and taking action to prevent further deterioration. Preservation issues can be defined as those that relate to the longevity of materials, while conservation issues include handling and storage (although the terms "preservation" and "conservation" are sometimes used interchangeably or defined differently). • Ironically, books published since the beginning of the 20th century are more likely to decay than older books (due to the paper and methods of binding used). Other modern materials such as microfilm, photographs, videotapes and films have unique preservation needs. • Libraries of all types face several kinds of preservation problems. Some of the most common ones for small libraries relate to climate control, biological pests, and brittle books • Environment control requirements – temperature, humidity, light – published standards eg. BS5454

  23. Conservation - Binding • In House? • Local binders? – local University?(usually have a small unit to bind theses) • Rolling Programme of binding • Relegation - Weeding!! – specialist collection means this can be difficult especially if you have a national or regional responsibility - but eventually storage will be a problem. • Solutions – electronic version?, digitization, out of library storage, cooperative regional agreements, donate to local organisations or colleges

  24. Collection Development Bibliography • Anderson, Joanne S. (ed.), 1996. Guide for Written Collection Policy Statements, (2nd end.), Chicago, IL: American Library Association.Cassel, Kay Ann and Elizabeth Futas, 1991. Developing Public Library Collections, Policies, and Procedures,, New York, NY: Neal-Schuman Publishers, Inc.(A How-To-Do-It Manual for Small and Medium-Sized Public Libraries, #12 ) Chavez, Linda (1990). "Collection Development for the Spanish -Speaking," in Salvador Guereza (ed.) Latino Librarianship: A Handbook for Professionals, Jefferson, NC: McFarlane and Company, pp. 68-77.Gorman, G.E. and Ruth H. Miller (eds.), 1997. Collection Management for the 21st Century: A Handbook for Librarians, Westport, CT: Greenwood Press.Johnson, Peggy and Sheila S. Intner (eds.), 1994. Recruiting, Educating and Training Librarians for Collection Development, Westport, CT: Greenwood Press.Sales, Susan L, 1996. Guide for Training Collection Development Librarians, Chicago, IL: American Library Association.Wood, Richard J. and Frank Hoffmann, 1995. Library Collection Development Policies: A reference and Writers' Handbook, Lanham, MD: The Scarecrow Press, Inc.

  25. Collection Development Bibliography • KOVACS, D. 2000 Building electronic library collections. New York : Neal-Schuman Publishers Inc., 33pp. • Includes a comprehensive bibliography • [full text available on OceanTeacher Digital Library] • ******Arizona Public Libraries – Collection DevelopmentTraining is designed for librarians and other library staff who are new to collection development or who need to brush up on a particular aspect of collection development. While the aim of this site is to provide practical collection development training for public libraries it isstillof use to anyone working in a small library or information center http://www.dlapr.lib.az.us/cdt/intro.htm

  26. Any Questions?

  27. ASSIGNMENT Write a Collection Development Policy for your Library (see template)

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