Selection and Acquisition PDF

Collection Development vs. Collection Management Introduction to Collection Development Collection development is the process that builds the library’s collection for the user community. It is a library task that entails planning, selecting, acquiring, budgeting, and processing of materials to be c...

Collection Development vs. Collection Management Introduction to Collection Development Collection development is the process that builds the library’s collection for the user community. It is a library task that entails planning, selecting, acquiring, budgeting, and processing of materials to be circulated for use of library clientele and for evaluation as well. The aspect of planning in collection development is not simply to cater for the immediate needs of the community, but to build a coherent and reliable collection over some time to meet the objectives of library service. Using information resources produced within and outside the organization, collection development makes certain the information needs of people using the collection are met in a timely and economic manner. Collection development also identifies the strengths and weaknesses of the library’s holdings in terms of patron needs and community resources and attempting to correct existing weaknesses. The following is a summary of the general principles of collection development. 1. Collection development should be geared primarily to identified needs rather than abstract standards of quality. 2. To be effective, collection development must be responsive to the total community needs, not confined to those of current or active users. 3. Collection development should be carried out with complete knowledge and participation of cooperative programs at the local, regional, national, and international levels. 4. Collection development should consider all formats of information resources in the collection. 5. Collection development was, is, and will always be a subjective, biased work. The intervention of the selector’s personal values into the process can never be avoided. 6. Collection development is not something that one learns entirely in the classroom or from reading. Only through practice and the encounter of mistakes will a person become proficient of developing a collection. There are certain rules that govern collection development in relation to the size of a library’s service community. The size of the service community is directly proportional to the degree of divergence in individual information needs. The degree of divergence in individual information needs is directly proportional to the need for cooperative programs of information materials sharing.  It will never be possible to completely satisfy all the information needs of any individual or class of clientele in the service community. In practice, the terms Collection Development and Collection Management, have been used to refer to each other or, used in tandem. However, it is clear that these two terms a different but are quite related. Below is a summary of the basic differences of the two terms. Collection Development the part of collection management that primarily deals with decisions about the acquisition of materials. representing the process of systematically building library collections to serve study, teaching, research, recreational, and other needs of library users. the process includes selection and deselection of current and retrospective materials, planning of coherent strategies for continuing acquisition, and evaluation of collections to ascertain how well they serve user needs. came into wide use in the 1960s to replace SELECTION, “a more encompassing term reflecting the thoughtful process of developing a library collection in response to institutional priorities and community or user needs and interests. library task that entails planning, selecting, acquiring, budgeting, materials processing, circulating for use of customers/clienteles and evaluation. These core functions build the library’s collection for a particular user community. the process of making certain the information needs of the people using the collection are met in a timely and economic manner, using information resources produced both inside and outside of the organization. (Evans, 2000) the process of identifying the strengths and weaknesses of a library’s collection in terms of patron needs and community resources and attempting to correct existing weaknesses. (Evans, 2000) Collection Management the systemic, efficient and economic stewardship of library resources selectors – collection management practitioners proposed in the 1980s as an umbrella term under which collection development will be subsumed. collection development + decisions about weeding, cancelling serials, storage and preservation. these are processes that influence decisions about acquisition, retention and provision of access for information sources in support of the identified needs of a given community (Osborn, 1990) a process of information gathering, communication, coordination, policy formulation, evaluation and access to information sources in support of the intellectual needs of a given library community. (Johnson, 2009) Community Analysis Community Analysis Community analysis is the first step in the collection development process. Every library and information center should consider what their community need in terms of information sources for this will be the basis of acquisition. Community analysis serves as: Valuable mechanism for patron input Knowing or identifying your patron community Gathering data on their information needs and use patterns Also considering the information wants and expressed demands Other sources would refer to community analysis as information needs assessment, market analysis, user studies. But all these other terminologies have basic differences, hence the term community analysis should be used. Elements of a Community Analysis Project The following are the elements of community analysis: Aims and objectives - it should have a clear statement of its aims and objectives Manpower - it should identify the manpower needed to conduct the study Data to be studied - there should be clear goals as to what data needs to be determined Data generation Data interpretation Collection Development Policy Collection Development Policy The collection development policy (CDP) is a: A written statement of the plan to develop collection in a library which: Provides detailed guidelines intended mainly for the library staff Represents a plan of action to guide the staff‘s thinking and decision making library’s master plan for building and maintaining its collection; guidelines for building the collection of information resources, electronic and print, to meet the information needs of the library; also includes guidelines when considering which areas of the collection to augment and determine how much emphasis to give each area; Serve as reference point to guide or frame work within which individuals can exercise judgment. The collection development policy is an essential element in the management of a library. Here are some of the functions of a CDP: Requires analyzing organizational priorities for the collection Demands a degree of commitment to meeting organization’s goals Sets standards for inclusion and exclusion Minimizes personal biases or influences of single selector Provides training and orientation tool for new employees Helps ensure a degree of consistency overtime regardless of staff turnover Provides guide on how to handle complains Aids weeding and evaluating collection Helps in rationalizing the fund allocation Public relations document Provides basis of assessing overall performance of collection Development program Serves an accountability tool which informs outsiders of the collection development basis A mechanism for communication with the library's patrons, as well as for those who provide for funding. Informs everyone about the nature and scope of the collection. Informs everyone about the collecting priorities. It sets standards for inclusion and exclusion. Elements of a Collection Development Policy Collection development policies have the following integral elements 1. Overview – This is a clear statement of overall institutional objectives. It gives a brief description about the community and identifies the library clientele. 2. Details of subject area and formats collected – This is a general statement about the parameters of the collection. It describes in detail the type of programs and the patrons’ information needs the collection must meet. It also identifies where the responsibility for collection development lies (who shall select and how shall they select). 3. Miscellaneous issues – This part deals with issues regarding gifts and exchanges, de-selection and discards, evaluation, complaints and censorship, and issues concerning electronic materials. Distributors and Vendors What is a Distributor? A distributor is an agent or agency that owns the exclusive or shared rights to market a publication or other item, usually within a designated geographic area. In domestic publishing, the distributor is usually but not always the publisher. Foreign publications are often distributed by a domestic publishing company under an agreement with the original publisher. (ODLIS) Think of how a middleman works, this is how a distributor works as well. What is a Vendor? According to ODLIS, a vendor is a company in the business of providing access to a selection of bibliographic databases, online or on CD-ROM, by subscription (examples: EBSCO, ProQuest, Gale, etc.) or on a per search basis (OCLC FirstSearch and DIALOG), usually under licensing agreement. Providers of nonprint media are also commonly referred to as vendors. In a more general sense, any individual, company, or agency, other than a publisher, that provides products and/or services to a library or library system for a fee. A distinction is normally made between book vendors (booksellers, dealers, jobbers, etc.) and serials vendors (subscription agents, continuation dealers, etc.). A vendor may also provide automated customer services such as management reports and electronic transmission of bibliographic or invoice data. The term is also used for businesses that specialize in developing and marketing library systems, such as online catalog software and library management systems. SELECTION PROCESS Selection Criteria Good Selection Practices A good selector must keep himself abreast of what is going on in the publishing trade. This can be accomplished by doing the following: reading reviews by a variety of reputable reviewers being aware of which publishers have the best or worst reputations previewing materials whenever possible consulting trade and national bibliographies The selector must really get to know well of the community the library serves. He must keep an eye on the following factors. different reading levels represented in the community main occupational groups, hobbies, recreational activities, and businesses in the community mean age of people in the community educational level of the community ethnic groups (for language considerations) represented in the community It is critical to be aware of what is going on in the world. Selectors must keep themselves informed of current events and popular culture trends. Reading newspapers is one good way. Some current issues that may influence the selection process are popular TV shows topics discussed in talk shows and radio broadcasts current best sellers visiting authors in the area General Selection Criteria General criteria to consider when you are involved in making selection decisions include: 1. Subject matter What subjects do you need to collect in to build the library collection? How suitable is the subject, style, and reading level of the material for the community? How accurate is the information? 2. Construction quality Is the item well made and durable? For books and periodicals, does the material have good print quality? Is the paper of appropriate quality? For audio-visual materials, will the material stand up to multiple uses? 3. Potential use What will the demand for the material be? What level of use justifies the acquisition? How relevant is the material to the community? 4. Relation to the collection How will the material strengthen the library collection? Will it fill a gap, complement something that is already present, or provide an alternative opinion to what is already covered? Are the materials available elsewhere in the community? Is there fair coverage of disposing viewpoints? 5. Bibliographic considerations What is the reputation of the publisher? Is the type of publication and the format appropriate for your library? What is the reputation and/or significance of the author? What do the book reviews say about the material? 6. Cost Almost all libraries have limited budgets and have to make very careful decisions about how to allocate their funds during the selection process. One approach to the selection process is to rank the materials desired for selection. More expensive materials that are ranked highly must still be purchased, but then the library would be unable to purchase as many items. These decisions can be difficult to make, but prioritizing patron needs is always a good way to start. Selection Criteria for Books Evaluation of non-fiction, particularly reference materials is typically based on the following criteria: 1. Authority Who is the author (and the publisher)? What expertise does the author have in the subject matter? 2. Currency How current is the material? Are there other sources that are more current? Would the item duplicate information in another source already owned? 3. Scope What subject areas are covered? Is it a broad o specific treatment of the subject? 4. Interest How interesting is the source? Does the source have the potential for being heavily used in the library? 5. Organization How is the book laid out? Can the user easily find the information needed in the book? Are there appropriate access points, indexes, and cross references? 6. Format What is the quality of the binding and the paper (acid free is preferred)? How readable is the print? 7. Special features Does the book include important illustrations or other features that would make it valuable? 8. Cost  How much does it cost? Are there other comparable sources that are less expensive? 9. Accuracy Is the information contained accurate? Would experts in the subject agree that the item is a good source? 10. Impartiality Is the source a balanced treatment of the subject matter? It the book does not have a balanced treatment, does you book collection in the subject address differing viewpoints? Selection Criteria for Serials The term serials is used to represent the broad spectrum of publications issued in successive parts, usually in regular intervals, and as a rule, intended to be continued indefinitely. Aside from periodicals, journals, and magazines, also included in the genre are annuals (examples are reports and yearbooks), memoirs, proceedings, etc. The most popular type of serials are: Periodicals are publications with a distinctive title intended to appear in successive (usually unbound) numbers as parts at stated or regular intervals, and as a rule, for an indefinite time. Each part generally contains articles by several contributors. Newspapers whose chief function is to disseminate news, and the memoirs, proceedings, journals, etc. of societies are not considered periodicals. Journals are periodic publications especially dealing with matters of current interest. They are often used for official or semi-official publications of special groups. Magazines are distinctive type of periodical that usually contains a miscellaneous collection of articles, stories, poems, and pictures. They are generally directed at the general reading public. Memoirs are a biography or an account of historical events, especially one written from personal knowledge. A memoir can be a short essay, article, or report on a scholarly subject, usually one in which the writer is a recognized specialist. Proceedings are published records of the business and discussions of a learned society. Reports are detailed periodic account of a company’s activities, financial condition, and prospects that is made available to shareholders and investors Annuals are a book or magazine published yearly. Reports can also be considered as annuals if they are yearly published. Just like any other information resource material, several selection criteria also apply for serials. 1. Purpose, scope, and audience – This can be determined by examining the table of contents, the range of writers, authors, and editors, as well as the vocabulary used in the article. What is the purpose of the periodical? What does the periodical actually include? Who is the intended audience? 2. Accuracy – Content should be factually correct and relatively objective. This can be determined by evaluating the writers, the publisher, and the subject matter. For more technical periodicals, an expert opinion is a good aid. How accurate is the material in the periodical? 3. Local interest Does the title have some interest to the local community? 4. Format issues What is the quality of the printing and the paper? Are illustrations of good quality? Does there seem to be more ads than text? 5. Indexing Is the title indexed in a service to which the library subscribes? 6. Cost How much does the subscription cost? Will back issues be needed? If so, how much will be expended for binding or transferring to microforms? 7. Demand Will a title be used enough to justify subscription? 8. Availability Is the title readily available through interlibrary loan of from a library which you have a resource sharing agreement? Selection Criteria for Multimedia Materials The following presents general evaluation criteria for multimedia materials. 1. Programming factors Will the medium be used in formal instructional situations? Is it only for recreational use? Who is the primary audience: adults, children, or all ages? Will the item circulate, or will the item be available only for in-house use? Will the library be a member of resource sharing networks? If so, will the material become part of the shared materials pool? 2. Content factors What is the primary purpose of the item? Is the length of the program appropriate? Is the topic a fad, or is it likely to be a long-term interest? Is the material well organized? If the item is of relatively short duration and is an attempt to popularize a subject, does it do with sufficient accuracy? 3. Technical factors Are the visuals (assuming that there are) necessary? Are the visuals in proper focus, the compositions effective, and the shots appropriate? Is the material edited with skill? Does the background audio contribute to the overall impact of the material? Is there a good synchronization of visuals and audio? How may the format be used – can it be viewed by small or large groups or by both? Can the material be viewed in darkened, semi-lighted, or fully lighted room? 4. Format factors Is the format the best one for the stated purposes of the producer? Is the format the least expensive of those that are appropriate for the content? Will the carrier medium stand up to the amount and type of use that library patrons would give it? If damage occurs, can it be repaired, or must one buy a replacement copy, or does it require maintenance? What equipment is needed to access the material? Selection Criteria for Electronic Resources Electronic resources is an all encompassing term to include sources in digital format – e-serials, e-journals, e-newsletters, digital serials, e-books, and many more. The prefix “e” for any type of publication stands for electronic. Electronic serials may be defined very broadly as any type of periodical or serial publication in electronic format. They are commonly available through the Internet. These are either directly supplied by the publishers themselves or via aggregator services. Aggregator services or e-journal management services where suppliers like OCLC and EBSCO provide access to and manage a large selection of e-serials on the library’s behalf. This kind of service can be more convenient for a library because it removes the need to negotiate a set of individual licenses and prices with a number of different journal publishers. It also means that these journals can be accessed from one site instead of multiple sites. However, because an aggregator service provider must get copyright permission from each publisher, breadth of coverage and pricing may make it unattractive, if not an expensive option. Availing aggregator services has accompanying issues to consider. Which serials are available in full text? What back issue are available (if there are any)? How are additions and deletions notified to the customer? What is the mode of Payment? Is it an annual subscription to the database, or is access contingent upon a subscription to the print or electronic serial? Should the titles in the database be added in the library’s catalog entries, in the OPAC in particular? Should links be established where the service and OPAC are web-based? Many of the criteria applied to printed resources (such as authority, currency, intended audience, ease of use, and accuracy are also appropriate for electronic resources. However, there are unique selection criteria to consider for electronic resources. 1. Content Does the electronic version have retrospective data? Most electronic sources do not include data prior to 1970s or 1980s. How complete is the electronic database, especially when compared to its printed counterpart? Some electronic resources do not include information on the same extent that print resources do. For example, graphical information may not be included on CD-ROMs due to space considerations. Does the electronic resource offer any special features that are not available in the print version? For example, most electronic resources offer multiple access points to the data that are not possible with print resources, and some electronic sources can provide full text contents.  How often is the information updated? While it is generally assumed that electronic resources are more up-to-date than print resources, this is not always the case (especially with CD-ROMs). This may be true for online resources. 2. Access How will these resources be accessed and what will be the implication for other library services? For example, it is common for libraries that acquire a CD-ROM version of a particular index to experience an increase in number of interlibrary loan for periodical titles they do not have. How many users will the electronic resource accommodate at one tome? Will the resource be available to an individual on a single computer terminal, or to multiple users in a local area network (LAN), and/or to remote users from their home or offices? Your decision on what kind of access to provide will depend on the amount of demand expected for the resource. How can the content of the electronic database be accessed? What type of search options does the resource provide? The user interface and search strategies vary widely from one product to another. 3. Technical support How much training will library personnel need to feel comfortable using the product and how much time will it take to train users? How detailed are the instructions that come with the product? Are there online help screens? How reliable is the producer? Do new systems mean reconfiguration of the system or network? Will library employees and users be retrained to use the latest version of a product? Is the system prone to technical problems? Is the product compatible with existing hardware? Is the publisher’s technical support helpful and easily accessible when needed? 4. Cost How much do acquisitions and updates to the product cost? What type of licensing agreement will be made? Will there be an extra pay in installing/placing the product multiple computer terminals or within a local area network? Pricing structures vary significantly depending on the type of license arranged. A license for single computer terminal installation will be considerably less expensive than a license for multiple or network access. What kind of charges can the library expect for initial connections or from telecommunications providers? What are the expected printing costs? Will patrons be charged for printing to help compensate for these expenses? 5. Legal considerations The library should carefully review licensing terms before purchasing a product, since it is responsible for meeting all the terms of a signed agreement. Different companies and products may have significant variations in licensing agreements, which all library staffs should know. Agreements often include provisions for payment and delivery of the product, warranties and limits, termination of the agreement, customer service information, and responsibility of the license for the security of the product. The library should post signs to remind users of copyright restrictions. Selection Criteria for Internet Resources Internet and World Wide Web resources have been the subjects of debates in the library world today. The basic issue is how to incorporate a vast, constantly changing, unstructured, and unregulated conglomeration of information into our understanding of library services. There are three basic criteria in evaluating or selecting internet resources. 1. Content Authority Is the page signed? Are the credentials of the author given? If so, are they sufficient to convince you that the author is a reliable source of information on this subject? Publishing body Is the author of the page affiliated with the organization that published the page? Is the organization a recognized source of reliable information? Verifiability/accuracy Are there any obvious inaccuracies and/or grammar or spelling errors? Is it possible to verify non-published information by contacting the source? Can the information be verified in other published, reliable sources? Currency Is there a publication date? If so, is the information too old to be useful? Can it be determined when and how often the page is revised?  Balance Is bias hidden by not identifying the author, organization, or publishing body? Does the page present an authoritative position, whether conventionally accepted, controversial, or politically influenced? Appropriateness of format Would the material be better if presented in a different format? Audience What is the intended audience for the web site? Purpose Is the web site intended to be educational, informational, or entertaining? Is the material successful in serving its purpose? How does it compare with other internet and print resources covering the same information? 2. Access Searching If appropriate, does the site provide a mechanism for searching the content of the site? How ell does it work? Organization How clear or confusing is the site? Is it well organized? Is the information needed easily reached by minimum navigation between pages or links? Download time How long does it take to load the site? Is it worth the wait? Stability Does the URL change frequently? If changes are made, is the new address made easily available? Links  Are appropriate, working links provided? Are the links annotated? 3. Design Construction Is the page easily navigated, or are you forced to scroll through pages of text? Are there sections which are “under construction” or otherwise not working? Instructions Are essential instructions available and easily understood? Graphics Do graphic elements add to the page or distract from its contents? Are the graphics relevant and/or useful? Selection Tools There are many sources that provide assistance for librarians to select materials for acquisitions. Some of these selection tools provide evaluative information and are selective in nature, while other tools are more comprehensive lists of titles available for purchase. The following is a list of basic texts that can be consulted in selecting and acquiring library materials. Theory of Book selection for Public Libraries (1925) by Lionel R. McColvin Book Selection (1930) by Francis Drury Manual of Practical Book Selection for Public Libraries (1939) by Harold V. Bonny Library Book Selection (1952) by S. R. Ranganathan Building Library Collection (6th ed., 1985 by Mary D. Carter, et. al. Selecting Materials for Libraries (2nd ed., 1981) by Robert Broadus Living With Books (1950) by Helen Haines Selective Resources Books: Selective Resources Only list a fraction of the available titles based on some criteria Helpful in making title selection decisions Book Reviews available in print These resources provide descriptive and evaluative information that can be used instead of physically examining the actual book. They make comparisons to similar works to help the librarian determine whether the book being reviewed should be added to the library collection. Examples of titles of some of these printed book reviews include: School Library Journal Choice American Reference Books Annual Library Journal Book Reviews also available online Booklist Bookwire New York Times Book Reviews “Best of” and Recommended Lists available in print/online These materials are intended for non-current reviews. They can be used as checklists to see to it that no good book has been missed. If the selectors know that the library community’s reading choices are influenced by recommendations, they may want to consider recommended lists in the book selection process. Examples of web sites that contain such lists are Oprah’s Recommended Books Great Books for Girls Comprehensive Resources Books: Comprehensive Resources o Lists the books published in the United States, in a bookstore inventory, by a particular publisher, etc. o Helpful for verifying the bibliographic and purchasing information for a book, for identifying new book publications, for facilitating the purchasing and ordering process and for keeping up with publishing trends. Publisher Sources These resources include catalog, flyers, and announcements to libraries from publishers to publicize their publications. They may also be web sites of publishers that contain the most current information about their publication. Examples of these web links are: Acqweb’s Directory of Publishers and Vendors Publishers’ Catalogues Bookwire Online Bookstores Online bookstores allow the selector to search and purchase print books over the internet. They can provide a quick and easy way to find publication information for a wide range of books. Online bookstores facilitate a convenient method for purchasing books urgently needed. Example are: Amazon.com Barnes and Noble Directories for In Print and Out of Print Books These are resources for finding bibliographic and purchasing information of books that are available for purchase, are about to be published, or are no longer being printed. Examples of titles included in this category are: Forthcoming Books Weekly Record Books in Print National Bibliographies National bibliographies can be useful for checking what library owns a particular work in a particular country. Such resources are usually published by national libraries or state libraries. Examples of titles in this category include  British National Bibliography National Union Catalog Selection Philosophies The Traditional Viewpoint The process of selection has three philosophies, each represent the manner of how librarians select and collect information resources. The philosophies are discussed below: The first selection philosophy is the Traditional Philosophy, which promotes the belief that "continuity, not change" is the most important feature of the values of people today. The traditional viewpoint teaches librarians that the library has enough money or staff to serve those who use the service. A library with a great number of service clientele will simply diminish in their quality of servicce. The traditional viewpoint objects to the purchase of popular, best selling materials and non-fiction, if the only basis for acquiring it is public demand. It also takes an equally strong stand against the purchase of books they believe are harmful to the public. The Liberal Viewpoint The second philosophy is the Liberal viewpoint, which emphasizes the need for change. This viewpoint promotes the widening of service patterns to include as many people as possible. It also encourages the revision of attitudes on print and non-print materials. The traditional viewpoint is also concerned about the importance of education and information; and believes in activism rather than passivity when it comes to information dissemination. Finally, it exercises a watchful trust in technology, cooperation and managerial skills to bring all things to all people. The Pluralist Viewpoint The third philosophy of selection is the Pluralist viewpoint. It is a combination of the liberal and traditional viewpoints, and with this it comes up with a selection policy that is as wide in scope as it is generous in purpose. It aims to equally serve all groups of people in society. It also realizes that there are more than two types of reality ans to opt for the other is to defeat the purpose of any library, that is to serve equally all groups of society. ACQUISITION AND FISCAL MANAGEMENT Acquisition Acquisition Acquisition is the process of acquiring materials for the library collection. It is accomplished either through purchases, gifts, or exchange programs. Its primary concern is the ordering, claiming, and receipt of materials for the library. The acquisition process is accomplished by three major steps. 1. Request processing is basically the processing of incoming requests. 2. Pre-ordering/bibliographic verification establishes the existence of an item, which includes determining the exact name of the author, title, publisher, date of publication, price, and where can the items be acquired. It also determines whether the library wants copies of the items (as replacement of lost or damaged copies, additional new title, or as duplicate copies). 3. Ordering is the process of giving instructions to dealers of library materials to bring or supply the selected library materials needed for the collection. Before placing an order, it is important to decide which acquisition method will be used, what vendor to transact with, and where will funding come from. Choosing A Supplier Dealers and suppliers of library materials may be classified as any of the following. wholesalers or jobbers retailers (local bookstores, local dealers, book clubs, foreign vendors) publishers out-of-print, antiquarian, and rare book dealers Economy and efficiency are the two basic considerations in selecting dealers and suppliers. These two broad categories are further subdivided as follows. service (representatives, contact numbers, websites, etc.) quality of service speed of fulfillment discounts and pricing financial viability of the company ability to work with the library’s automation system  special services available Some dealers and vendors may have any of the following added services which the librarian may also consider. acquisition assistance (searching and verification) automated selection assistance programs book rental plans cataloging and shelf-ready processing customized management data economic financial transactions alternative information formats provision of electronic table of contents, indexes, or machine readable data give away items (library furniture and supplies) Placing an Order There are several means by which ordering of library materials is done. 1. Firm order is the usual method for acquiring materials that the library knows it needs. This method is used when ordering items requested on a title basis. This is done by ordering from dealers specializing in handling materials which are difficult to obtain. 2. Standing order is an order sent to the library by the supplier for library materials for purchase as it is published unless otherwise notified. This is typical for materials published in series. 3. Approval plan is a formal arrangement in which a publisher or wholesaler agrees to select and supply publications exactly as issued which fit a library’s pre-established collection development profile. Specified in advance, the library materials are subject to return privileges. This method involves the creation of approval profiles usually specifying subject areas, levels of specialization or reading difficulty, series, formats, price ranges, languages, and other considerations. There are times dealers provide plans in advance through notification slips instead of sending the actual physical items. 4. Blanket order is an agreement in which a publisher or dealer supplies to a library or library system one copy of each publication as issued, on the basis of a profile established in advance by the purchaser. This method is mainly used in large academic and public libraries to reduce the amount of time required for selection and acquisition, and to speed up the process of getting new titles into circulation. Unlike approval plans, most blanket order plans do not allow returns. The Greenway plan in the United States is one of the best-known examples. 5. Subscription is an agreement between the library and the publisher or vendor to supply a serial title (e.g. an annual, a quarterly, etc.) to be renewed and prepaid annually or on other intervals until cancelled. Notes on the Invoice An invoice is a written record sent to the library by the publisher or vendor about library materials provided and the amount charged for them. This is sent to the library as a request for payment. It may also stand for the shipment of goods that is recorded on an invoice Librarians must familiarize and acquaint themselves on several symbols and abbreviations used in invoices. Some commonly used are the following. BO – back order CWO – cash required with order NEP or NE – new edition, pending NOP – not our publication NR – non-refundable (no returns allowed) NYP – not yet published OC – order cancelled OP – out of print OPP – out of print at present OS – out of stock OSC – out of stock, cancelled OSI – out of stock, indefinitely TOP – temporarily out of print TOS – temporarily out of stock XR – non-refundable Methods of Acquisition Four Methods of Acquisition There are four widely accepted methods for acquiring library resources: Buy - typical acquisition practice Beg - asking for materials for free, donations Barter - exchange programs Borrow - loaning Begging and Bartering Gifts are materials given to the library from various local and foreign sources (individuals, institutions, foundations, Friends of the Library, alumni, etc.). Selection and acceptance criteria for gifts should be the same with those for purchased materials. Unwanted items must as well be disposed. The library may also compromise with other libraries or organizations to exchange unwanted or duplicate materials in the collection. This may also deal with exchange of own publications or materials between libraries/institutions. Budgeting Budgeting includes securing adequate funding, allocating funds provided and controlling expenditures A budget is an "estimation of revenue and expenses over a specified future period of time; it is compiled and re-evaluated on a periodic basis." Budgets can be made for a person, a family, a group of people, a business, a government, a country, a multinational organization or just about anything else that makes and spends money. Among companies and organizations, a budget is an internal tool used by management and is often not required for reporting by external parties. (Investopedia) Types of Budgets Below is a list of the different budgeting techniques librarians can use. 1. Zero-based budget (ZBB) – a financial plan that starts from zero at the beginning of each new budget cycle, with no assumptions carried over from the previous experience. Every expense must be justified. 2. Line-item budget – a method of budgeting in which anticipated expenditures are divided into discrete functional categories called “lines” (salaries and wages, materials, equipment, etc.). 3. Program/performance based budgeting approach – looks at allocations for specific activities or programs and provides very clear connection with the planning documents and the objectives set each year. 4. Incremental budget plan – determines the needed incremental changes in various categories. Combination of program based and historical/incremental budgeting is a common practice. 5. Lump sum – In this technique, there is a certain allocation given by the parent institution to its sub-units and it is up to the manager of each sub-unit to decide how the sum will be broken into categories. 6. Formula budgeting – This uses pre-determined standards for allocation of financial resources. It is expressed in terms of a percentage of the total institutional budget. Collection Analysis Evaluating the library collection is very important in order to measure how good it is and how effective and/or efficient it is in fulfilling the community’s information needs. The bases for evaluation are as follows, coupled with evaluative questions. 1. Collection development needs What is the true scope of the collection? What is the depth of the collection? How does the service community use the collection? What is the collection’s momentary value? What are the strong and weak areas of the collection? What problems exist in the collection development policy/program? How well do members of the collection development staff carry out their duties? What data must be provided 2. Financial/budgetary needs What value of allocation is needed to: What should be the overall allocation for collection development? 3. Local institutional needs Is the library’s performance marginal, adequate, or above average? Is the budget request for materials reasonable? Does the budget provide appropriate level of support? Is the library comparable to others serving similar communities? Are there alternatives for space expansion? Is the collection outdated or up to date? Is there sufficient coordination in the collection development program? Is the level of duplication appropriate? Is the cost/benefit ration reasonable? 4. Extra-organizational needs What data must be provided for: 1. accreditation groups? 2. funding agencies? 3. various networks, consortia, and other cooperative programs? 4. donors? Collection Assessment  A systematic measurement (quantitative and qualitative) of the degree to which a library’s collection meets the library’s goals and objectives and the needs of its users. Objectives To determine adequacy and quality of the collection To measure effectiveness of a collection development policy To focus human and financial resources on areas needing attention To aid justification for budget increases To establish the existence of strengths and weaknesses in the collection To aid in the de-selection process Methods of Evaluation Collection-centered methods List checking / checklist method Expert opinion Comparative use statistics Collection standards Use-centered methods Circulation studies / collection use patterns User perceptions Use of other libraries (ILL statistics) / service population’s use of other libraries Citation studies Use of Standards Philippine Accrediting Association of Schools, Colleges and Universities (PAASCU) Philippine Association of Academic and Research Libraries (PAARL) Standards for Academic Libraries 2000 Association of Colleges and Research Libraries Standards for College Libraries 2000 Philippine Association of School Libraries (PASL) Minimum Standards for School Libraries (1989) International Federation of Library Association Associations and Institution (IFLA) Standards for Public Libraries Standards for Special Libraries 1988 Inventory What is an Inventory? The Online Dictionary of Library and Information Science defines inventory as the process of checking all the items on a library's shelves against a list of holdings to identify for replacement or deselection those missing and not checked out. A similar procedure is used to check other library property such as furniture and equipment against an authority list to identify missing items. Also refers to the list itself, which may include descriptions, quantities, prices paid, etc. It is an auditing process which helps librarians identify which materials should be replaced, repaired, or if any materials are missing. DESELECTION De-selection, also termed as weeding, is the removal of items in the library active collection for the purpose of either discarding or sending to storage. This is performed in order to keep the library collection in best possible condition alleviate space problems, especially for small libraries improve accessibility of the collection (removal of old or seldom used materials) Materials in the library are de-selected in consideration of the following criteria. appearance and general condition suspended editions duplication of titles inappropriateness, obsolescence, or incorrectness of information sources obsolescence of technology dilapidation (materials that are infested, dirty, shabby, worn-out, with missing pages, etc.) sub-standard materials (materials with small prints, brittle pages, etc.) De-selection of materials from library collections is not usually a regular library routine because of some problems. These include lack of time (if performed, it takes time from the regular routine) lack of staff to do evaluation of materials for de-selection cost involved and property accountability of librarians seldom practice of the process because some think that a bigger collection is better. Variations in Deselection 1. Public Libraries user demand is the important factor influencing selection & deselection materials no longer of interest/ use to the public are candidates for storage (separating little-used books from the high-use working collection) or disposal (or discarding duplicates, worn-out volumes and obsolete materials) 2. Special Libraries major concern is meeting the current needs of clients deselection takes place with little hesitation because cost & space are prime considerations 3. Academic Libraries potential/ long term research value takes highest priority college & university libraries are evolving no one person can manage to absorb all the relevant material that would be available, even if librarian could collect & preserve everything 4. School Library and Media Centers expands its funds with the advice of a committee consisting of teachers, administrators, librarians, & parents supports curriculum needs if there's a shift in the curriculum (new areas added and old ones dropped), the library must remove most of the old materials deselection problems are not that difficult because there are back-ups. (e.g. community lib., school district) Protecting the Collection Threats to the Collection: Environmental Factors There are many threats that can affect the physical quality of the collection. Librarians should be on the look-out against the environmental threats listed below: 1. Temperature The temperature inside libraries greatly affect the deterioration and aging of library materials in the library. Lower temperature slows the wear and tear of library materials while higher temperature cause speeds up the deterioration of library material and causes greater damage. 2. Humidity Humidity problems are primarily caused by the changing temperature inside the library. Variations in the humidity level cause equally destructive effects on books and other materials. The level of humidity can cause either the materials’ shrinking or swelling. 3. Biological Infestations Mold and pest infestations is also one of the major problems in libraries. Mold can cause danger towards both user and the collection in the library. Insects, such as silverfish, cockroaches, termites and larder beetle larvae (bookworm) are some of the most common pests in libraries. 4. Pollution The use of pesticides in controlling pest infestation in libraries can also cause harm, it creates pollution problems. 5. Lighting Lighting, whether artificial of natural, contributes to the damaging of books and other materials in the library. Lighting contributes to the heat buildup in the library. Ultraviolet radiation causes the quick fading of materials. It can also cause materials to turn yellowish and brittle. Threats to the Collection: Usage and Wear and Tear Environmental threats are not the only concerns librarians should have in protecting the collection. Usage, Wear and Tear, and Aging Some research libraries and archives, especially at colleges and universities, preserve their highly valuable collections by storing them in specially designed facilities. Access to the storage areas is often limited to trained staff members. The staff members retrieve the materials and deliver them to patrons for use in reading rooms, where proper handling procedures can be ensured. Not only paper-based materials risk deterioration on library shelves. similar dangers confront audio and visual library materials, such as sound recordings, photographs, films, and videotapes. for example, nitrate-based film stock was the only available format for motion-picture production until 1951, but the nitrate in this type of film causes it to decay very quickly, even in controlled settings. today, half of the 21,000 feature-length films made in the united states before 1951 no longer exist. many have been lost or destroyed, but a vast number have simply decomposed beyond repair. Libraries and archives preserve nitrate-based films by transferring the images to a more resilient, acetate-based film stock. They preserve other audio and visual materials in similar ways. For example, original sound recordings are preserved by transferring them from delicate and unstable wax cylinders or magnetic tapes to newer digital formats such as CD-ROMs. Wear and tear, environmental factors, disasters and security threats put library materials at risk for permanent damage. Light, temperature, moisture, and humidity can cause the rapid deterioration of materials. Disasters, mutilation and theft can also affect the quality of the collection. While it is impossible to predict when disaster will strike, libraries can still reduce the damage other environmental factors that can harm the resources. Preservation a broad range of activities intended to prevent, retard or stop deterioration of materials or to attain the intellectual content of materials no longer physically intact (Johnson, 2004). proper storage and handling can be used as a preventive measure to ensure survival of materials. Conservation Non-invasive physical or chemical methods employed to ensure the survival of manuscripts, books and other documents. (Johnson, 2004) An aspect of preservation activity. It normally implies the active use of preventative measures to ensure the continued existence of individual items. (Feather, 1991) Restoration Returning a book, document or other material as nearly as possible to its original condition. It can include methods such as mending, repairing, rebinding, and de-acidification.  An attempt to restore a damaged item to its original condition by careful imitation of materials and techniques. (Feather, 1991) Preservation Libraries have always struggled against the physical destruction of their collections. Libraries engage in a variety of preservation efforts, these efforts include the conservation of original materials and the transfer of information from original materials to more durable formats. Libraries and archives can stop the harmful effects of acid in paper by using a deacidification process, which retards the embrittlement of paper, greatly prolonging the life span of paper-based library materials. The Library of Congress estimates that deacidification can prolong the life span of paper-based library materials by 250 to 300 years. The proper handling of the collection starts with storage and handling. Using narrow or shallow shelves results to knocking off of items and thus causing damage. Narrow shelves causes the materials to be stacked tightly. The sliding of the materials on the shelves can also lead to damage. Books should be arranged either vertically or horizontally on the shelf, and should not be leaning. Teaching the staff how to handle material properly is also important. The users should also be educated on how to use the materials properly Conservation and Restoration Conservation Non-invasive physical or chemical methods employed to ensure the survival of manuscripts, books and other documents. (Johnson, 2004) An aspect of preservation activity. It normally implies the active use of preventative measures to ensure the continued existence of individual items. (Feather, 1991) Issu\es in Conservation: Basic Binding and Repair Program Acidic Wood Pulp Paper Brittle Books Storage of Information Mass Deacidification Systems  Options for handling Brittle Materials Basic Guidelines for Preparing Materials for Storage Non-paper Preservation Issues Restoration Returning a book, document or other material as nearly as possible to its original condition. It can include methods such as mending, repairing, rebinding, and de-acidification. An attempt to restore a damaged item to its original condition by careful imitation of materials and techniques. (Feather, 1991) Environmental Control The major concerns for environmental control in libraries are temperature, humidity and lighting. In 1990 the Association of Research Libraries estimated that in the United States as much as 25 percent of the materials in research libraries were at risk of serious decomposition. Temperature Cooler winter temperatures are better for materials. The temperature is still well above 65 degrees. Temperature cycling ages paper prematurely. For every 10*C, book paper deteriorates twice as fast. The Library of Congress Preservation Leaflet no. 2 (Environmental Protection of Books and Related Materials) recommends a temperature of 55*F in book storage areas and a maximum of 75*F in reading areas, all with 50% relative humidity Humidity Changes in humidity can physically weaken materials which in turn can create added costs for repair and replacement. As the amount of water vapor in the air goes up or down, there is constant shrinking and swelling of the materials. Humidity below 40% cause paper fibers to deteriorate, at 65% or higher, mildew and mold formation increases Microforms : 70*F +/- 5*F, 40% humidity Still Photographs and Motion Picture Films: 70*F +/- 5*F, 40% Videotapes : 65*F +/- %*F, 45% humidity. Audiodiscs : 75*F and 50% humidity CDs, DVDs : 14*F – 73*F, 20-50%. Lighting  Lighting contributes to the heat buildup in libraries. Ultraviolet radiation causes the quick fading of materials. The Newberry Library in Chicago has windowless storage which eliminates the sunlight problem. Windows and flourescent lights should have filters or ultraviolet screens. Pollution Air Filters – aid in preventing harmful gases into entering the library. Sulfur dioxide – major pollutant that combines with water vapor and forms sulfuric acid. Hydrogen sulfide – harmful to organic and inorganic materials. Dust and dirt include mold spores. Biological Infestation Silverfish Cockroaches Termites Larder beetle larvae The best way to control pests is to keep them out. Keep food and drinks outside the library. Keep the temperature and humidity low. Security Concerns Every library loses materials. There will be some level of loss no matter what the library does. The systems help basically honest people to stay honest. The library must decide how important the problem is and how much loss it can tolerate. Most libraries employ a mix of people based elements and electronic systems for security. * door guards or monitors * electronic systems (alarms) Mutilation is another major problem in libraries. Some libraries opt to supply microform backfiles of journals that are subject to high mutilation. Another option is to buy more copies of a high use title. Fires, floods, earthquakes, and wars have damaged the holdings of countless libraries, destroying forever much of the recorded history of human civilization. Disaster preparedness planning is vital for the protection of people collections and equipment. ISSUES IN COLLECTION DEVELOPMENT Censorship What is Censorship? Censorship is defined as the change in the status of access of a library material implemented by a governing agency or its representative. The American Library Association describes censorship as "the suppression of ideas and information that certain persons—individuals, groups or government officials—find objectionable or dangerous." Censorship in Schools ALA's Office for Intellectual Freedom compiles a list of the top ten most frequently challenged books in order to inform the public about censorship in libraries and schools. The ALA condemns censorship and works to ensure free access to information. Challenged Books A challenge is defined as a formal, written complaint, filed with a library or school requesting that materials be removed because of content or appropriateness. The number of challenges reflects only incidents reported. Copyright Copyright Copyright is the right given to a creator/s of works to protect their interest. Its purpose was to provide protection against unauthorized printing, publishing, importing, or selling of multiple copies of a work. What can be copyrighted? Literary works Dramatic works Pantomimes Choreographic works Pictorials  Graphics Sculptural works Motion Pictures AV works Sound Recording Computer software Tangible, original expressions Requirements for Copyright Fixation The item must be fixed in some way. The manner of fixation may be just about anything. E.g. written on a piece of paper, posted online, or stored on a computer or phone, or on an audio or video device. Originality The work must be original. It is not necessary for the work to be completely original. Works may be combined, adapted, or transformed in new ways that would make them eligible for copyright protection. Minimal Creativity The work must include something that is above and beyond the original. Verbatim use is not considered original. Reference to the original work that is used to discuss a new concept would be considered original, however. Creativity need only be extremely slight for the work to be eligible for protection. The law merely states this is "original works of authorship" (United States Copyright Office, 2008, p. 3) What can not be copyrighted? Works in the public domain: Ideas are in the public domain. Facts are in the public domain. Words, names, slogans, or other short phrases also cannot be copyrighted. Blank forms. Government works, which include: Judicial opinions. Public ordinances. Administrative rulings. Works created by federal government employees as part of their official responsibility. Works for which copyright was not obtained or copyright has expired (U.S. Copyright Office, 2008, p. 3). Exclusive Rights of Copyright Owners The right to make copies of the work. The right to sell or otherwise distribute copies of the work. The right to prepare new works based on the protected work. The right to perform the protected work (such as a stage play or painting) in public (U.S. Copyright Office, 2008, p. 1). The right to display copyrighted works. Penalties for Copyright violation: First Offense: imprisonment of 1 to 3 years and fine of P 50,000 to P 150,000 Second Offense: imprisonment of 3 to 6 years and fine of P 150,000 to P 300,000 Third Offense: imprisonment of 6 to 9 years and fine of P500,000 to P1.5 M What is Fair Use? Fair use is any copying of copyrighted material done for a limited and “transformative” purpose, such as to comment upon, criticize, or parody a copyrighted work. As defined by the US copyright law, fair use is "the doctrine that brief excerpts of copyright material may, under certain circumstances, be quoted verbatim for purposes such as criticism, news reporting, teaching, and research, without the need for permission from or payment to the copyright holder." Activities such as the following can be done as covered by fair use: A chapter from a book (never the entire book). An article from a periodical or newspaper. A short story, essay, or poem. One work is the norm whether it comes from an individual work or an anthology. A chart, graph, diagram, drawing, cartoon or picture from a book, periodical, or newspaper. Fair use considerations: The purpose and character of the use. The nature of the copyrighted work. The amount and substantiality of the portion used. The effect of use on the potential market for the copyrighted work. Common copyright problems encountered (Versoza) Photocopying multiple copies of textbook to avoid purchase Photocopying an entire thesis without author’s permission Arranging with faculty multiple copying of materials for class use  Requesting thru interlibrary loan photocopy of an entire book to accommodate user request Allowing unsupervised copying Making extra copies of films/videos Supplying chapters or articles from journal for document delivery Buying pirated editions to economize