Establishing a Collection Management Program


Published on

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.

Published in: Business, Education

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>
  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!