Establishing a Collection Management Program

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presented at the PAARL Convention on the
theme "Collection Development in the Digital Age," held at Corporate Inn, Ma. Orosa St., Manila, Philippines, 2003 Jan. 30.

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Establishing a Collection Management Program

  1. 1. <ul><li>by Fe Angela M. Verzosa De La Salle University </li></ul>Establishing a Collection Management Program
  2. 2. Collection Management is… facing a crisis *price increases *diminished resources *abundance of materials and published information
  3. 3. <ul><ul><ul><ul><li> academic budgets pay increasing homage to serials to the neglect of book purchases . </li></ul></ul></ul></ul>Collection Management is… facing a crisis
  4. 4. <ul><ul><ul><ul><ul><li>traditional concept of ownership is challenged by the idea of access (whether automated access to information or to information resources through document delivery or interlibrary lending) in lieu of ownership. </li></ul></ul></ul></ul></ul>Collection Management is… facing a crisis
  5. 5. Collection Management is… facing a crisis emphasis is on intellectual content , rather than the traditional format
  6. 6. <ul><li>electronic access to online databases is now the reality. Students and faculty are gaining access to a multitude of library catalogs worldwide. More capital funds are being rechannelled to buy computer equipment, licenses and access fees. </li></ul>Collection Management is… facing a crisis
  7. 7. Interest in resource-sharing, collaborative purchasing, and cooperative collection has replaced the competitive instinct of librarians. Collection Management is… facing a crisis
  8. 8. <ul><li>multimedia (interactive videos) and cd-rom technology are becoming more and more attractive than prints, because they present a better alternative to reading and information retrieval. </li></ul>Collection Management is… facing a crisis
  9. 9. <ul><li>developing core collections rather than comprehensive holdings will dominate collection policies. </li></ul>Collection Management is… facing a crisis
  10. 10. Collection Management involves… Collection management program Collection dev policy statement Collection assessment Funding & budgeting Selection Preservation Resource sharing
  11. 11. 1 . Collection assessment as the foundation for all other collection development activities assessment techniques assessment techniques collection-centered client-centered
  12. 12. <ul><li>shelflist analysis </li></ul><ul><li>bibliography-checking </li></ul><ul><li>shelf scanning </li></ul><ul><li>expert opinion </li></ul><ul><li>benchmarking </li></ul><ul><li>COLLECTION - CENTERED </li></ul><ul><ul><ul><ul><li>assessment techniques </li></ul></ul></ul></ul>
  13. 13. <ul><li>computer-assisted analysis </li></ul><ul><li>relative use analysis </li></ul><ul><li>Circulation-inventory </li></ul><ul><li>ratio </li></ul>CLIENT – CENTERED assessment techniques
  14. 14. <ul><li>involves an analysis of the actual use of each class of books on the shelf </li></ul><ul><li>first determine what proportion of the collection each class occupies </li></ul><ul><li>Then find out what proportion of the circulation usage it accounts for </li></ul><ul><li>This technique will reveal differences between “expected” from actual behavior </li></ul>RELATIVE USE assessment technique
  15. 15. <ul><li>ex. There are 100 books in class B </li></ul><ul><li>This class occupies about 17 % of total collection. </li></ul><ul><li>The probability of its usage will suggest that 17% of the total circulation stats belong to this class. </li></ul><ul><li>If it does, then this portion of the collection is behaving exactly as expected. </li></ul><ul><li>If circulation is below 10%, then this class is underutilized. </li></ul><ul><li>If circulation is above 20%, then this collection is heavily used, and should be strengthened by an increase in titles. </li></ul>RELATIVE USE assessment technique
  16. 16. <ul><li>is the simplest approach in determining discrepancy between holdings and circulation usage. </li></ul><ul><li>The turn-over rate is the no. of times the books in a given class are borrowed divided by the no. of books in the class. </li></ul>Circulation-Inventory Ratio assessment technique
  17. 17. <ul><li>If there are 100 books on Philosophy, and for a period of six months, the total circulation figure for this class is 1000, then the formula is: </li></ul><ul><li>Circulation = 1000 Turn-over is </li></ul><ul><li>inventory = 100 10 per book </li></ul><ul><li>This suggests that every book is used at least ten times within six months. But this is not the exact or accurate assessment. </li></ul>Circulation-Inventory Ratio assessment technique
  18. 18. 2. Documenting Collection policies <ul><li>outline institutional goals </li></ul><ul><li>determine who are responsible for materials selection </li></ul><ul><li>identify tools for selection </li></ul><ul><li>Define criteria for selection </li></ul><ul><li>Define scope of particular collections and collecting levels </li></ul>
  19. 19. Institutional goals <ul><li>Support instructional, curricular, and research needs of the faculty </li></ul><ul><li>Support informational, classroom, and general reading interests of the students </li></ul><ul><li>Fast delivery of information resources </li></ul><ul><li>Facilitate access into other research collections </li></ul><ul><li>Support extension programs of the university </li></ul>
  20. 20. <ul><li>Formulating short and long –term plans for coldev program </li></ul><ul><li>Revision of collection policies </li></ul><ul><li>Conducting assessment studies on profile & quality of the collection </li></ul><ul><li>Searching, selecting, and assessing standard tools </li></ul><ul><li>Dissemination of information on new materials to clientele </li></ul><ul><li>Recommending titles for acquisition / subscription </li></ul><ul><li>Evaluating, selecting, and de-selecting book/serial donations </li></ul><ul><li>Coordinating with faculty on deselection of holdings </li></ul>Collection development librarian is responsible for ….
  21. 21. Tools for selection <ul><li>ALA’s Books for College Libraries </li></ul><ul><li>ALA’s Guide to Reference Books </li></ul><ul><li>Katz’s Magazines for Libraries </li></ul><ul><li>ACRL’s Choice </li></ul><ul><li>Bowker’s Global Books in Print </li></ul><ul><li>Ulrich’s Plus </li></ul><ul><li>Bibliofile – cataloged books in the Library of Congress </li></ul>
  22. 22. Criteria for selection <ul><li>Anticipated or actual usage </li></ul><ul><li>Accuracy </li></ul><ul><li>Reputation and authoritativeness </li></ul><ul><li>Timeliness of the publication </li></ul><ul><li>Strength of present holdings in the subject area or discipline </li></ul><ul><li>Literary quality </li></ul><ul><li>Level of treatment </li></ul><ul><li>Contribution to the field of knowledge </li></ul><ul><li>Availability </li></ul>
  23. 23. Collecting levels <ul><ul><ul><li>Level 1– Minimal/basic reference </li></ul></ul></ul><ul><ul><ul><li>Level 2– Selective </li></ul></ul></ul><ul><ul><ul><li>Level 3– Undergraduate </li></ul></ul></ul><ul><ul><ul><li>Teaching </li></ul></ul></ul><ul><ul><ul><li>Level 4 – Comprehensive or </li></ul></ul></ul><ul><ul><ul><li>Beginning research </li></ul></ul></ul><ul><ul><ul><li>Level 5 – Exhaustive </li></ul></ul></ul>
  24. 24. MODEL COLLECTION POLICY <ul><li>Statement of purpose of institution/collection </li></ul><ul><li>Types of programs supported by collection </li></ul><ul><li>Clientele served by the collection </li></ul><ul><li>Priorities and limitations of the collection </li></ul><ul><li>Cooperative agreements affecting this policy </li></ul><ul><li>Resource-sharing policy </li></ul><ul><li>Deaccessioning policy </li></ul><ul><li>Procedures enforcing the collecting policy </li></ul>
  25. 25. Priorities/Limitations of the Collection <ul><li>Identified strengths </li></ul><ul><li>Collecting level </li></ul><ul><li>Identified weaknesses </li></ul><ul><li>Desired level of collection to meet program needs </li></ul><ul><li>Geographical areas collected </li></ul><ul><li>Chronological periods collected </li></ul><ul><li>Subject areas collected </li></ul><ul><li>Languages, other than English, collected </li></ul><ul><li>Exclusions </li></ul>
  26. 26. 3. Financial Considerations <ul><li>matching funds with needs </li></ul><ul><li>setting limits on spending </li></ul><ul><li>monitoring expenditures </li></ul>
  27. 27. 4. Selection/deselection <ul><li>the point of no return </li></ul><ul><li>the decision-making process that implements collection goals articulated in the policy </li></ul>
  28. 28. 5. Resource-sharing <ul><li>the goal of many consortia is cooperative collection development. </li></ul><ul><li>by knowing their strengths/weaknesses, they could take advantage of the strengths and work together to cover the weaknesses. </li></ul>
  29. 29. BARRIERS TO COOPERATION COMPETITIVENESS (RANKINGS) AUTONOMY (SELF-RELIANCE) OWNERSHIP PARADIGM
  30. 30. 6. Preservation <ul><li>housing </li></ul><ul><li>handling </li></ul><ul><li>repairing </li></ul><ul><li>binding </li></ul><ul><li>photocopying </li></ul><ul><li>microfilming/digitizing </li></ul>
  31. 31. thank you and have a nice day!

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