2.
COLLECTION DEVELOPMENT
Introduction:
Collection development (also known as collection management, materials management, or
information resources management) involves the identification, selection, acquisition, and
evaluation of library resources (e.g., print materials, audiovisual materials, and electronic
resources) for a community of users. While it is the goal of collection development to meet the
information needs of everyone in a user community, this is not ever entirely realized due to
financial constraints, the diversity of user information needs, and the vast amount of available
information. Nonetheless, public libraries strive to provide the greatest number of library resources
to meet the information and recreational needs of the majority of their user community, within the
confines of fiscal realities.
Collection development is at the heart of what libraries do. It is in being able to meet the needs of
individuals with the "right stuff" that we fulfill our missions. For some the "right stuff" will be the
technology we make available while for others it will be just the right book, the right fact, the great
article, the best movie, or the audio book to entertain the whole family on a long drive. For others
it might be our recognition that just having a welcoming, quiet safe place to hang out is the “right
stuff” and for still others the programming we provide is part of the "right stuff" for our information
and cultural resources. We provide the link between the various definitions of the "right stuff" and
the individuals in our community.
Definitions:
“Acquisition and collection development focuses on methodological and topical themes pertaining
to acquisition of print and other analogue library materials (by purchase, exchange, gift, legal
deposit), and the licensing and purchase of electronic information resources.” -IFLA (The
International Federation of Library Associations and Institutions)
“Collection development” as “the process of planning a stock acquisition programmed not simply
to cater for immediate needs but to build a coherent and reliable collection over a number of years,
th
to meet the objective of the service”. -Harrods’s Librarian Glossary (6 Edition)
Collection development can be divided into two parts:
1. Basic functions or work processes - that virtually every public library performs during the
collection development process (i.e., selection and acquisition of purchased information
resources and materials, the selection of materials and resources that arrive as donations or
gifts, the de-selection or weeding of materials that are deemed no longer appropriate for a
particular library, the defense of the basic tenants of Intellectual Freedom in a democratic
society, and activities and processes to best preserve or maintain these resources for their
useful life)
2. Official written documentation - that provides the rationale to inform the collection
development functions and processes for the benefit of library staff members, library
governing boards, and the user community. These documents explain the principles guiding
collection development activities for a specific library. To prepare the necessary
documentation, a library will periodically engage in a planning process involving the
community in helping to determine the ways in which the library can best meet the current
needs of its potential user community, and the library will map or assess its information
resources to understand the nature and characteristics of the existing collections in order to
set goals and make plans to meet those goals. They will then write and adopt an official
collection development policy statement that will contain or link to a summary of the
community profile information used in the planning process and reference the information
resources assessment and the collection development activities and/or projects that will
move the existing resource picture to alignment with the service responses selected for
emphasis in the planning process. Public libraries of all sizes need to be guided by these
data-rich documents that outline the principles and unique environment for a particular
library and its collection development activities.
Objectives of Collection Development:
1. A library should acquire and provide all the relevant reading materials to its clientele so that
the basic function of the library are fulfilled from the vast amount of literature, which are
also increasing day by day.
2. A library should acquire all other books on the related topics;
3. A library should contain all the reading materials pertaining to the history and culture of a
particular country, city, place or institution as the case may be
4. The main purpose of Collection Development Policy:
5. To identify the underlying principles of collection development and equality of access;
Identify all significant factors, both internal and external, that impact on the development of
the collection; Identify the strengths and weaknesses of the collection Provide framework in
which the collection can meet community needs; Establish standards for a healthy collection;
Assist in the development of funding priorities and alternatives. A library should acquire and
provide all the relevant reading materials to its clientele so that the basic function of the
library are fulfilled from the vast amount of literature, which are also increasing day by day.
6. A library should acquire all other books on the related topics;
7. A library should contain all the reading materials pertaining to the history and culture of a
particular country, city, place or institution as the case may be
8. The main purpose of Collection Development Policy:
9. To identify the underlying principles of collection development and equality of access;
Identify all significant factors, both internal and external, that impact on the development of
the collection; Identify the strengths and weaknesses of the collection Provide framework in
which the collection can meet community needs; Establish standards for a healthy collection;
Assist in the development of funding priorities and alternatives
Basic Functions
Most people think about the following operations as part of collection development: selection of
library materials, acquisitions, gifts, weeding, preservation, and protecting intellectual freedom.
These are the types of collection development functions that are performed by almost every public
library.
1. Selection of Library Materials
Selection is at the heart of the collection development process. This core function builds the
library’s collection for a particular user community. Skill, knowledge, and the right tools are
required to select appropriate library materials and sources that meet the needs of the
community. To aid you in the challenging task of building an appropriately balanced
collection that meets the needs of your user community, this training site provides suggested
evaluation criteria, a sampling of selection tools, and a discussion of other selection
considerations.
i. Books (Print & Electronic) - Books are still the main staple of a public library
collection and are likely to remain so, at least for recreational reading, for the
foreseeable future. This section gives pointers on how to evaluate books and
identifies several selection tools that may help you make selection decisions. It also
discusses the role of E-books in today’s library environment.
ii. Audiovisual Materials - Given the need to sometimes view or listen to audiovisual
materials, the process involved in the selection of audiovisual materials can be a bit
more involved than that for books but most of the principles remain the same.
Selection tips, criteria and special issues for sound recordings (CDs, M3P and other
digitized files) as well as motion pictures (DVDs and digitized files for
downloading) are provided. Mention is also made of the issues associated with
maps, globes, games, and kits.
iii. Periodicals & Newspapers - Periodicals (including magazines, journals, and
newspapers) present unique collection challenges. In some ways those challenges
have been somewhat mitigated by the use of periodical databases. Because
periodicals are published on a continuing basis, they require ongoing commitments
that are different from monographic items. This section identifies selection
considerations for periodicals, as well as selection criteria and resources that should
aid in the selection process.
iv. Electronic & Internet Resources - Increasingly, information is being stored
digitally and disseminated electronically. Indexes, dictionaries, encyclopedias,
games, and all types of materials are available for purchase or for free access on the
Web. This section addresses content, access, technical support, cost, and legal
considerations related to the selection of electronic resources the library might
license for access as well as addressing the issues related to the glut of potential
information on the Web. The issues of quality, reliability, authority, and usability
are key considerations for these. Incorporating Internet websites as resources for
the library must be based upon criteria that are congruent with the library’s
collection development philosophy and policies. This section serves as an
introduction to the concepts and vocabulary that will enable you to build a
collection of Internet resources appropriate for your community. Specifically, this
section supplies some information on locating good, reliable, and interesting sites,
and suggests some evaluation criteria for Web pages.
v. Government Documents - While smaller public libraries seldom collect extensive
materials produced by the state or federal depository programs, the roll of
documents in public libraries is important, especially those documents produced by
local governmental agencies. This section serves to explain the role of depository
libraries and to discuss the role of even the smallest library with regards to
documents of local interest.
2. Special Collections
Libraries seem to be particularly fond of creating so-called “special collections.” The
discussion of the pros and cons of creating, isolating, and maintaining such collections will
be explored so as to help you be discerning regarding special collections, to understand their
purpose, and to write meaningful policy statements to guide the rational development of
such collections. Too many special collections are not special at all! In Arizona libraries
there are many examples of Arizona or Southwest collections that are often not all that
special but are rather what might be called “areas for emphasis” in the collections.
3. Acquisitions
After you have selected the library materials you would like to add to your collection, you
must acquire them. The acquisitions process involves confirming the details of price and
publication, locating the item, ordering it, and processing the item and the paperwork once
they arrive. This section considers possible acquisition strategies, defines commonly used
terms, and suggests ways to simplify the process using automation and the Web. Acquisition
procedures are discussed for books, periodicals, audiovisual materials, electronic resources,
government documents, local history, Arizona and Southwest materials, or other state and
regional items for libraries located elsewhere in the country.
4. Gifts
Many public libraries receive donations of books and other materials from members of the
community. While donations are generally welcomed by libraries, accepting donations can
be a tricky business, depending on who is making the gift, the needs of the library, and the
donor’s wishes for the gift. This section discusses some of the issues surrounding donations,
suggests efficient ways to handle gifts, and presents other ways to involve the community
in collection development.
5. Weeding
Weeding (also known as deselection) is a periodic or continual evaluation of resources
intended to remove items that are no longer useful from the collection. Weeding is one of
the most controversial aspects of collection development. A carefully prepared and fully
documented policy on weeding (as part of your overall collection development policy) can
lessen or alleviate some misunderstandings. This section discusses the rationale for weeding,
presents the benefits of weeding as well as some reasons it is difficult to accomplish,
provides practical information for use in planning and conducting weeding, and options for
the materials you remove.
6. Preservation
All libraries must decide what to do with items in disrepair. At what point is an item beyond
repair? Should it be replaced? Preservation and conservation refer to the processes of
monitoring the physical condition of the library’s materials and taking action to prevent
further deterioration. This section discusses some of the most common preservation and
conservation problems faced in a small library (such as climate control, infestations of
insects, mold or mildew, and brittle paper) and common techniques used to handle these
problems including preventative measures.
7. Intellectual Freedom
Every type of library experiences challenges to materials and information sources provided
by the library. Public and school libraries are particularly likely to be challenged regarding
access to materials as the different values and belief systems held by some community
members come into conflict with those of others. This section discusses where censorship
comes from, some of the main intellectual freedom issues to consider during the selection
process (e.g., balance, questionable truth, obscenity), and procedures to follow if you are
faced with a challenge to an item in your collection. Given the concerns about how the
Internet is used, especially among school-aged children, this section also provides links to
sample Internet Use Policies.
