Collection Development

My blog about collection development is one of a series which gives a view of my own experiences. I see collection development as something entwined within the total organisation of a library, almost as if it feeds on all the other parts, acquisitions, user services, technical services, cataloguing, electronic systems, and so on and so forth.

In order to describe the Library as a growing organism, I have to introduce Dr. Shiyali Ramamrita Ranganathan (1892–1972) of India who was an inventor, educator, librarian, and a philosopher. His early education was of a mathematics background. Using this systematic way of thinking, he later applied this to his work in library science. His most notable work was on library classification and administration. He went England to study librarianship.

The Five Laws of Library Science are some of the most influential concepts in the field of library science. Since they were published in 1931, these five laws have remained a centerpiece of professional values...In fact, these basic theories of Library Science continue to directly affect the development of this discipline and the service of all libraries.

These laws are:
    1.    Books are for use.
    2.    Every reader his [or her] book.
    3.    Every book its reader.
    4.    Save the time of the reader.
    5.    The library is a growing organism.

At this point I would like to just concentrate on the 5th Law.

Fifth Law: The library is a growing organism

This law focused more on the need for internal change than on changes in the environment itself. Ranganathan argued that library organizations must accommodate growth in staff, the physical collection, and patron use. This involved allowing for growth in the physical building, reading areas, and shelving.

The Library Trinity

The library is sometimes described a trinity of books, users and staff. Books are of various types and formats generally known as a collection. Books are being published in  an increasing number every year.  Advances in information communication technology and the emergence of electronic resources have added a new dimension of digital books and other media to ever increasing number of books worldwide. Left to themselves, librarians would like to acquire as many books as they can while the users would like to have all the books of their interest in the library with which they are associated. Unfortunately, library budgets are very much limited regardless of the type of library - academic, public, or special library. At the same time other needs such as intranet computers, multi media services etc have to be met . The best way of facing these problems is to have a well written collection development policy.

Defining a Collection Development Policy

The American Library Association defines collection development policies (CDP) as 'documents which define the scope of a library's existing collections, plan for the continuing development of resources, identify collection strengths, and outline the relationship between selection philosophy and the institution's goals, general selection criteria, and intellectual freedom'.

The need for a Collection Development Policy

The primary purpose of a written collection development policy is to lay down guidelines for selecting materials for the collection of the library. It also describes steps on weeding (deselection), retention, preservation and archiving. It helps in identifying gaps in collections and providing orientation to new staff. It can help the library users what to expect from the library and what to recommend to be added to the collection. Collection development policy statement often focuses on the communication function: internally, with the users, staff, and administrators, and externally, with other libraries and institutions. Communication embraces a wide range of operations, including training, budgeting cooperative acquisitions, interaction with users, and shared services. The collection development plan is like business plan for a small business. It is like a road map which outlines the steps to be taken to accomplish the goals of the business.  CD Policies act as a planning tool, a guide to selectors, ensuring consistency and a defence for challenges.

Writing a Collection Development Policy

Collection development policy may be written either for the entire library or to a specific subject such as petroleum, chemistry, economics, and business etc. The policy is usually drafted by a committee where as for a specific subject it is by the subject librarian concerned.

Elements of Collection Development Policy

The Guide for written collection policy statements by the American Library Association explicitly describes various items of information that are to be included in the policy statement. These elements are listed below . The below mentioned items are included in policy statement:
- Introduction to the policy statement
- General purpose
- Brief note about the library
- General subject boundaries
- Languages
- Geographical areas
- Types of materials collected
- Format of materials collected
- Special collections and manuscripts
- Other resources available
- Detailed subject areas
- Weeding and deselection

Conclusion

With the diminishing budgets and ever increasing prices of books and non-book material, there is every need for a sound collection development policy with periodic revisions.

Since a collection development policy is largely in the realm of theory . A CD policy's purpose is to lay down guidelines for selecting materials for the collection of the library . There is nothing more fundamental than laying the groundwork for how to spend your money and where you want your library to go.

Basically the CD policy is a guidelines for selecting make sense only if you know where the library is, not simply where it wants to go. And in order to figure that out you need to come up with current strengths and weaknesses, and with how the library's materials are used which is a formidable undertaking. However there is an argument in Librarianship that selection is primarily based on librarians' intuition and individual experience and so guidelines can never be objective.

Redifining the Special Library

The corporate library I worked in was very non traditional because it was redefined from a place to access paper records or books to one that also housed the most advanced electronic resources, including the Internet, digital photo-library, and remote access to a wide range of information sources.

I often refer to my nigerian colleague who was of the old school but really he was a mine of library Knowledge and a mastermind of Library science. He always suggested that we should not be referred to just as special librarians per se, but now could be known as  information professionals or knowledge managers.

Increasingly  we have combined traditional duties with tasks involving new and emerging technologies.  I mean how many times do you see that there is a need for an emerging technology Librarian.

As librarians, we  help people find information and use it effectively for personal and professional purposes. We are bowls of  knowledge of a wide variety of scholarly and public information sources and we follow trends related to publishing, computers, and the media in order to oversee the selection and organization of library materials. On the whole and as best as we can we manage staff and develop and direct information  and literacy programs  for all and ensure that information is organized in a manner that meets users’ needs.

As special librarian in a small library we worked in all areas, including user services, technical services, and administrative services.

At intervals we used surveys to  analyze users’ needs to determine what information is appropriate and searching for, acquiring, and providing the information. As an information literacy expert  I used my role to  instruct, by showing users how to find information.  Our role as librarians usually to help users navigate the Internet so they can search for and evaluate information efficiently. Special Librarians in technical services, such as acquisitions and cataloguing, acquire, prepare, and classify materials so that patrons can find it easily. Abstracts and summaries are now ready made and can even be found on the internet.

However, because we were jack of all trades... we worked as special Librarians in administrative services overseeing the management and planning of the library. We negotiated the contract for services, materials, and equipment. As much as possible we supervised library employees; performed public-relations, prepared budgets; and directed activities to ensure that everything functioned properly.

The Perfect Special Librarian

Working in a corporate library my role was classed as a Special Librarian. To be classed as Special, my colleagues and I honed our personal competencies. To make sure of this we all had a commitment to Service Excellence.   
  
We always managed to seek out performance feedback and used  it as a source for continuous improvement. Many times we tried to conduct regular user surveys. Asking library users if they found what they were looking for. This meant we took  pride in a job well done. I was always at the centre of sharing especially in terms of new knowledge with others at conferences and in the professional literature. We had an inclination to improve services.

Seeking out challenges and sees new opportunities both inside and outside the library. Sometimes I took on new roles in the organization that required an information leader. I was able to use library-based knowledge and skills to solve a variety of information problems in a wide range of settings, both for individuals or for organizations. We did not limit the library collection or the information search to traditional media such as books and journals, but we went on to use RSS feeds and internet based data subscriptions.

Even students learning about Librarianship will tell you that being a Librarian is seeing the Bigger Picture.  Information-seeking and use is part of the creative process for individuals and for organizations. I perceived the library and its information services as part of the bigger process of making informed decisions.  I was able to give the highest priority to urgent demands that are critical to the organization's competitive advantage. i fought to  monitors major business trends and world events. I saw and anticipated trends and pro-actively realigned library and information services to take advantage of them.  

We took advantage partnerships and alliances, whenever we could. As long as we were able to find alliances with management information systems (MIS) professionals to optimize complementary knowledge and skills. We communicated with other libraries or information services inside or outside the organization to optimize resource sharing. We communicated with database vendors and other information providers to improve products and services.

We managed to create an environment of mutual respect and trust. Without even saying we treated all users with respect. We made sure we always delivered on time and on target and expected others to do the same. I created a problem-solving environment in which everyone's contribution is valued and acknowledged.

Effective Communication Skills were a must.  We managed to runs meetings effectively. We also presented ideas clearly and enthusiastically. With my background in communications I was able to write clear and understandable text.   In all of this I was a team player. I always tried to seek out opportunities for team participation.  The Leadership role was played to a Tee. I was able to acknowledge the contribution of all members of the team.

While Planning, prioritizing and focusing on what is critical, I recognized that in order to use resources most effectively, ongoing, careful planning is required. I developed an approach to planning and time management that incorporates personal and professional goals. I reviewed  goals on a regular basis, prioritized them and made sure that an appropriate proportions of daily activities are related to the most critical personal and professional goals. i also mentored others to do the same.

As all Librarians I am and always will be committed to lifelong learning and personal career planning.  I have always been committed to a career that involves ongoing learning and knowledge development. I was able to take on a  personal responsibility for long-term career planning and saw opportunities for learning and enrichment. I advocated an approach that encouraged and supported ongoing knowledge development and that valued the contribution of people. I always maintained  a strong sense of self-worth based on the achievement of a balanced set of evolving personal and professional goals.


As a special Librarian I used my personal business skills and created new opportunities. I recognized that,  in the changing world of work, entrepreneurship and the ability to function as a small business professional are essential skills. I saw opportunities to develop these skills. I used the entrepreneurial spirit in the organizational environment to revitalize products and services. I also realised the value of professional networking and solidarity. I used these opportunities to share knowledge and skills, to bench mark against other information service providers and to form partnerships and alliances.  I recognized the need for a forum where information professionals can communicate with each other and speak with one voice on important information policy issues. 


I tried to be  flexible and positive in times of continuing change. It is at this point that I took the wheel and I tried to take on different responsibilities at different points in time and to respond to changing needs. I tried to maintain  a positive attitude and helped others to do the same. I instantly looked for solutions. A librarian is not a librarian until he/she helps others to develop their new ideas by providing appropriate information. As the Ideas person I am still always on the lookout for new ideas. I was able to see and use or embrace technology as an enabler of new information ideas, products and services.

In fact you can say a Perfect Special Librarian  has all these skills and personal competencies. But who am I to blow my own trumpet? So with all these competencies, where is the margin for error, indeed what can go wrong in a perfect world?

Paying for Overdue Library Materials

One of the problems any Library has is dealing with Overdue materials, these can be audiotapes, CD Roms, Videotapes, DVD's, Books and Journals.

I remember that when our Library system was first automated the biggest glory was sending overdue notices to all the patrons who had material for several years. The whole point was to remind them to bring the items back to the Library. We did not even issue a fine. It was quite simple. However it seemed to cause a third world war. Which apparently never stopped as it seemed to lie dormant and then when the exercise was revived, again the overdue notices seemed to hit a nerve. It seems many people do not like to be reminded that they have forgotten library materials at home, wether it is just for a month or several years!!!

In a corporate business  library most of the staff are in higher management positions so written reminders are not always welcome.

I have always thought that a nominal fee would have been a deterrent for constant overdues. As most people hare to part with their money.

The article i have posted below, shows creative ways of paying overdue Library fines.

Although the article below that goes a bit too far by arresting patrons who have overdue materials.

Some material I read over the internet describe how overdues should be given the death sentence. A bit harsh don't you think?

Creative Ways to Pay Fines for Overdue Library Books

There are many creative ways for patrons to pay for overdue books.

Overdue Library Books: Borrowers Arrested for Failing to Return Overdue Books, DVDs - ABC News

Overdue Library Books: Borrowers Arrested for Failing to Return Overdue Books, DVDs - ABC News

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