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Collections and Access Management

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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Collections and Access Management

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  1. Collections and Access Management November 2007

  2. Teaching Session Objectives • To define Collection Management • To consider the context of Collection Development • To identify and evaluate a Collection Development Policy

  3. What is: • Collection development • Collection management?

  4. 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

  5. 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

  6. The context: What creates demand for our resources? • The expansion of knowledge – more stuff available! • Improved bibliographic control – people can identify it more easily.

  7. 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

  8. 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?

  9. 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

  10. 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. 20%

  11. 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

  12. 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.

  13. External factors • Exponential increase in published knowledge • Spiralling costs • Reduced amount of money to spend

  14. 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%

  15. 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

  16. 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

  17. Content of a CD policy • Collection levels • Comprehensive • Research • Study • Basic • Minimal

  18. Purpose? Budget? 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

  19. Selection and Acquisition • Responsibility usually lies with subject specialists • Needs an understanding of user needs • Needs access to comprehensive bibliographic resources

  20. 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.

  21. Implications • Access or holdings? • Shift in role from information provider to facilitator and instructor • Increasingly complex costing and delivery models for journals

  22. Electronic holdings? • Access to electronic journals increasingly purchased via consortia • Provides improved coverage for smaller institutions • Negotiated agreements are often superseded by better deals

  23. 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

  24. Physical management: maximising availability • Promotion • Collection evaluation • Circulation • Preservation and conservation • Weeding and relegation

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