Library Policy Development

1. Library Policy Development David Anderson and Lisa Bannister

2. What is Policy Development? • Library directors and governing authorities must create policy documents to guide library operations • Often these are broadly written guidelines—they do not necessarily specify what to do in every detailed situation • These can cover such matters as collection management, community room use, expected standards of behavior, ILL, and internet usage

3. Why are these important? • A library must have formal policies in place to help staff—and patrons—know what to do and what can be done • Policies reduce the risk of staff making quick, rash decisions • Policies can prevent confusion and waste of effort

4. A Practical Example of the Need for Formal Policies • Crossett Public Library had no acquisitions policy and a history of accepting “gift subscriptions” from generous patrons • A patron offered several highly partisan political periodicals • Without a formal acquisitions policy, the library was in no position to decline the gift

5. How are policies made? • The actual writing and drafting is usually the work of the library’s professional managers • Consultation with other professionals helps to inform policy makers of best practices in the profession • Policies must be approved by the library’s governing authority • Negotiation is usually necessary before the final form comes to be in place

6. A Practical Example of Policy Making • The library director studied model and actual acquisitions policies • Input from the Arkansas state library helped to give an idea of best practices • The director created a draft policy • The library’s Board of Trustees considered the policy and suggested changes • The Board approved the completed policy

7. The Role of Policymaking in Digitization Projects • Plans and policies must be in place before the project actually begins • There must be a clear idea of goals sought in the project • There must be a clear idea of means of attaining these goals • For this project, policies must address the small library setting, the cultural setting, and issues of digitization itself

8. Small Library Settings • Small staff pool • Limited funding • Limited facility space • Limited equipment • Close community connections—a great asset, since community volunteers can supplement staff work on the project • Community financial support can also be mobilized

9. Cultural Aspects to Consider • The culture’s language • Cultural values • Cultural means and media of information exchange • Purposes of information exchange in the culture • Purposes of information preservation • In all of these it is important to seek input from representatives of the cultural community—to understand what their goals and priorities are

10. Digitization Considerations • Selection and prioritization of materials • Preparation of materials • Selection of digitization systems and standards • Preservation of digitized items • Provision of access to digitized items • Again, having understood goals and policies in place is essential to avoid confusion, wasted effort, and foul-ups

11. Online Resources • http://www.mrsc.org/subjects/infoserv/publiclib/libpolicy.aspx?r=1 Information on general policies in Washington area libraries • http://www.clir.org Council on Library and Information Resources articles • http://ninch.org National Initiative for a Networked Cultural Heritage has an online Guide to Good Practice in the Digital Representation and Management of Cultural Heritage Materials