Evance Bonephace. Should we have one policy for both print and e-resources integrated or one for each? Producing one is a commitment; it takes time and careful consideration to develop a useful and relevant document. Once you have completed the document and your Library Board has approved it, it is a good idea to put your collection development policy on the World Wide Web as a resource for your own patrons and as an example for other librarians beyond your local community.
Collection development policy has two fold purposes first, it states what is collected and what is retained; what criteria are used for collecting and how materials are discarded, and secondly, may be more importantly since it protects librarians in times of trouble. It functions as protection as well as toll guiding library activities, including weeding.
Collection development policy is an active document and should not be allowed to languish Msonge, Policy: This is a plan of action, a statement of aim and objectives providing a framework for action. Print Resources: These are information materials like books, journals, dictionaries, encyclopedias and other printed information materials. They may either be accessed remotely via the internet or locally. A collection development policy is written statement that is both a planning tool and communication devices.
It is meant to clarify objectives and to facilitate coordination and cooperation, both within a library or library system and among cooperating libraries within a region. If it is well written it should serve as a day to day working tool that provides the necessary guidelines for carrying out the majority of tasks within the area of collection building. This guideline is contract between the users and the library providing a framework within which decisions are made.
Kennedy defined collection development policy as a written statement of policies intended to govern the activity of a library as regard to collection. Johnson states policies provide guidelines within which library collect, select and manages its collection of information resources.
The content of collection development policy includes the statement objective of the institution, statement of principles and statement of implementation. Why is collection development policies needed? There are a number of good reasons: Jenkins and Morley points out that Collection development policies enables the library to define and refine their goals, and help the library collection and objectives of the institution and of the collection conform to the aims and objectives of the institution and the library, by translating those aims and objectives into clear and specific statements of the services the library delivers and in the area of collection management into guidelines for each stage of material handling.
Such guidelines must cover the selection, acquisition, processing, housing, weeding, retention, preservation, relegation and discard of all types of library materials. For library staff the agreed policy helps to set quality standards for the inclusion and exclusion of materials, and to maximize personal biases while improving consistence in selection and revision practices. Also serves as a good in service training tool for new staff, and help ensure continuity.
Contributes to operating efficiency in that, many routine decisions can be made once and for all and need not be considered every time they arise. It promotes improved communication between the library, its users and institutional administrators: library gain a better understanding of courses and research, and therefore the material they should be acquired. This facilitates coordination of collection development among different institutions within an area or region. When a librarian has to defend certain selections in terms of agreed- upon criteria, there is much less likelihood that personal likes and dislikes will be imposed on the collection.
An imbalance in one area is soon perceived as out of line with overall policy. It is difficult for new staff members to orient themselves quickly to a new collection, particularly if it is one of any depth or size. Guidelines as to what has been done in the past and why an enormous helps, if only in deciding to adopt a new policy. The problem of continuity in selection has always been a problem. It affects both public libraries, in which only staff changes affect collection development, and academic libraries, in which each change of faculty in a field may greatly the affect the collecting in that area.
It is also a toll for the public or the library staff a very important point in these days of increasing a public accountability. Staff members, particularly those of lower status, are often very appreciative of such policy decisions, which make life much simpler for them. It also provides guidelines for the handling of such complaints, thus forestalling ad hoc decisions made on the spur of the moment, when calm and collected thought are not likely to prevail. Policy for print resources: is a plan of action, a statement of aim and objectives providing a framework for action for information materials like books, journals, dictionaries, encyclopedias and other printed information materials.
A policy of digital electronic resources is as important as that of print resources. The policy today in digital world is more important than during print days. Development in information technology has made it necessary to have policies. All libraries should have policies, whether they are written or unwritten, sound or unsound, followed or not followed understood or not understood, complete or incomplete.
It is almost impossible to delegate authority and clarify relationship without policies because one cannot make decisions without guideline. It is important to know that policy can give freedom or restrict it, and that there are as many case of frustration within an organization about the lack of rules, regulations, procedures, and policies as there about arbitrary established one.
In the absence of policy, each case is resolved on its own merit, so consistency is lacking. Lack of policy means that the same question may be considered time after, by the number of different individuals, in several units of the organization, with the result that energy is wasted, conflicting decision are made, and confusion develops.
Policy ensures some degree of consistency in operation. Just as with objectives, policies may be stated in the form of guiding principles these being broad, comprehensive, and basic , or may be specific or operational and deals with day to dad activities Stuart and Moran For this remarks we can simply acknowledge the highly need of collection and development policy but the questions that rises are like; should we have one policy for both print and electronic resources?
Who should be involved in developing the collection development and management policy? What issues need to be considered when revising the CDM policy? What should be balance between print and e-resources? All these questions are treated below as follows; Should we have one policy for both print and electronic resources? McGuigan and White argue that there are numerous articles discussing collections policies that are format based during s there were a number of articles addressing collection development policies and electronic resources.
Strong published a article offering advice on incorporating electronic resources into collection development policies. He includes a policy statement that outlines the order of preference for print and electronic formats. Vogel also published a article outlining the integration of electronic resources into print collection policy statements. She advocates this integration as a necessary tool to avoid the haphazard unfocused groupings of resources that may or may not support the mission of the library.
The argument from the above scholars shows that it is more preferably for a library to have one policy for both print and e-resources so that you can control the balance of the two types of resources. This will minimize cost of maintaining two separate policies because, preparing a policy need resources like time and money. Finally it is good to have the one policy combining both print and e-resources policies; so as to make it easier to control materials acquired and assist in avoiding duplication, concentrating implementing one policy over the other.
A different kind of demarcation is involved when, as is usually still the case, the library actively collects print materials despite its emphasis on digital resources. When does the library purchase only the digital version, when only the print version, and when both? But this may not always be a desirable option, particularly for public libraries, and a collection development policy may need to address the issue. This, of course, is an important argument for not having completely separate print and digital policy documents: if a library does collect in both formats, efficient use of its budget requires the coordination of development of the two Kennedy, In fact, the further the library ventures into the rich variety and complexity of different kinds of digital resources, with the challenges of licensing and consortia negotiations, the greater the need for a collection development policy is likely to be Kennedy, Clearly too, the rapid and constant transformation of the world of digital resources and information technology make revision of the policy at regular and reasonably frequent intervals more important than the often-neglected revision of the print policy ever was.
The content of the policy will indeed need to be somewhat different from that of policies of earlier decades to take account of new problems and new complexities such as those outlined above Kennedy, A policy statement adopted hastily in the midst of crisis will never stand the test of time. If will remain an ad hoc solution to one particular issue.
A collection development policy is an integral part of any library or at least should be. These policies ensure that libraries are living their mission or value statements, and their collections are evidence of this fact. Without collection development policies, libraries can quickly lose focus and organization. With these policies in place, budgets are met and money is saved, staff members know where their responsibility lies, and collections are consistently maintained.
Libraries are also better able to tackle the consistent influx of electronic resources and materials, ensuring that patrons are given access to the most relevant items. While policies do take some time to create, once established, they ensure that libraries are successful in content, organization, and prudency.
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Futas, E. Collection development policies and procedures, 3rd ed. Gardiner R. Library collection: their origin, selection, and development. New York. McGraw Hill Book Company. Jenkins C. Collection Management in Academic Librarians 2nd ed. Hampshire, Gower publishing limited.
Johnson, P. A collection development policy for digital information Resources?
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The Australian Library Journal, , McGuigan, G. In collection development policies: new Directions for changing collections by Daniel C. Publish Haworth Press, inc. Msonge, V. Library management. Littleton, CO: Libraries Unlimited. Wu, M. From 1. Who should be Involved in Developing Collection Management Policy It is said that the library is a trinity of books, users and staff. Books are of various types and formats generally known as collection. Books are being published in 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.
Unfortunately, library budgets are very much limited regardless of the type of library, whether is academic, public, or special library. At the same time other needs such as open access computers, multimedia services to name just few, have to be met with. The best way of facing these problems seems to have a well written collection development policy. According to Msonge policy is a written document or statement that is both a planning tool and a communication tool, meant of clarify objectives and facilitate coordination and cooperation within a library or a library system.
This policy needs to be examined and revised when necessary to reflect new conditions. Collection development is a process that allows for the identification of the strength and weakness of the material collection of a library in terms of the needs of the users and the resources of the community. It is a universal process in the library world in which the library professional assembles a variety of materials in order to satisfy the demands of the users.
Ranganathan five laws of library science stated that the library is a growing organism as the fifth law, it clarifies that collection of library grows continuously, hence we can realize that collection development is a continuous process which brings together six elements: user studies, policies, selection, acquisitions, weeding and evaluation In other hand, 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 primary purpose of a written collection development management 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. From above mentioned criteria, this discussion based on academic library. This is done in liaison with the library management team.
The governing body must consider the internal and external implications of the policy for the library. It must approve the policy before the policy goes into effect. To conclude, Collection development is a planned, continuous, and cost effective acquisition of quality, relevant materials to meet the need of users and the objectives of the library. Collection development is not only growth in volumes and titles but also in the quality of acquired materials in enhancing effective information delivery.
It is only from this perspective that the word "development" could be meaningful in relation to collection development. Therefore, it is very important to develop the right policy for the best use of library collection to right users through involvement of competent members in order to create an ideal collection development policy for best utilization of library resources.
Guide for written collection policy statements. Chicago: ALA. Dayal, B. Collection Management Basics. California: Libraries Unlimited. University of Aberdeen, Collection Management Policy 1: Introduction. How Should Collection Development and Management Policy be Promoted to Users Introduction One of the fundamental functions of library and information profession is collection development. While collection development relates to the selection and acquisition of information materials, collection development management is a broad term that ensures, there is a balance of materials acquired with respect to various disciplines and types of materials in addition it includes a policy on the conservation and preservation of information materials as well as the weeding of information materials no longer needed.
In any library no matter how simple or complex, there has to be a laid down policy that would guide the acquisition of information materials. This will entail having a balanced collection. Also, it would ensure that all information materials acquired are relevant to the users of the library, thus ensuring that the materials acquired are effectively used Aina, Collection Development: It refers to the process of planning and acquiring a balanced collection of library materials in various formats that can include books, periodicals, online resources and other media.
Fordham, in Msonge states that written collection development policy is intended to clarify objectives and to facilitate coordination, both within a library system and among cooperating libraries. CDP is a policy which is created for developing of library collection in which include Identification, selection, acquisition and evaluation of reading materials Policy Promotion; It is important that all staff including managers, administrators and other institutional workers know about and understand the policies and where to find them.
Sometime it may be needed to translate them into other languages or disseminate them in a way that will make it easy for everyone to access. Below are some ways to promote the policies in and outside the institution. Current awareness services: It is a way to stay up-to-date on the latest offerings from journals in your field, a way to receive automatic alerts about new articles in your specific research areas. The purpose of a current- awareness service is to inform the users about new acquisitions in their libraries. So the same method can be used to alert library stakeholders on the availability of policies in your library Online Encyclopedia Britanica, Seminars: A seminar is generally, a form of academic instruction, either at an academic institution or offered by a professional organization.
It has the function of bringing together small groups for recurring meetings, focusing each time on some particular subject, in which everyone present is requested to actively participate. Librarians can also use seminars to inform the clients on the library policies available for guiding library activities. Notice boards are often used in a variety of setting including schools, offices and government buildings. Notice boards serve the purpose of informing, warning and directing people to the right place for the right purpose.
The library can use this method to communicate and inform the users on the accessibility of policies in their libraries. Library newsletters: A newsletter is a document that informs, announces, reminds, advises, instructs, advertises, and communicates. The newsletter should report on the recent activities USDA, A newsletter is a regularly distributed publication that is generally about one main topic of interest to its subscribers. Newspapers and leaflets are types of newsletters. For example, newsletters can be distributed at libraries to inform stakeholders about library policies. Sending newsletters to customers and prospects is a common marketing strategy, which can have great influence to library users.
Libraries emit newsletters in order to improve or maintain their services to users. Electronic mail e-mail : is the most frequently used service on the Internet for many reasons: Send a message anytime, anywhere and the recipient can read it at his or her convenience. It enables to send the same message to multiple recipients. Forward information without retyping it. Attach digital files to your messages, including electronic documents, video clips, music and photos.
So email is another appropriate method librarians can use to promote its policy to stakeholders. Website: This is an electronic brochure and source of information available to the whole world 24 hours a day. They are usually used to generate awareness, to improve communication and to receive information etc. So even the organization can publish their policies on their website so that stakeholders can get information and be aware of the policy existing.
The scattered users will be informed immediately about the collection acquired in the particular library. Brochure is are great way to package information in a simple eye-catching design that attract potential clients by offering basic information Pennisi, So when the library has formulated the policy a brochure can be a good way to promote it in the organization. Air time broadcasting: It is an information and education tool, accessible to all and meant for all, whatever their social or economic status World Radio and Television Council, The use of our local radio and local televisions as well as the international media can assist the libraries to promote their library policy.
They should be designed appropriate programmes and prime time to broadcast the information about the library collection development and management policy. All types of users who are potential users , actual user, expected and Example of local radios are Mlimani radio, clouds fm, and local television are Mlimani TV, Channel Ten ,while the international broadcast are BBC and others. New employee orientation: The library management can promote the awareness of policies existed in the library through the orientation of newly recruited staff.
The staff will be able to know the useful of policies in the accomplishment of their daily responsibilities effectively and efficiently. Use of Library Book Clubs: Library clubs are very important in the distribution and promotion of information related task. The involvement in library club will assist to promote the library collection policies. The insufficient fund leads to poor promotion of the library collection development policy. This is due to poor development and economic dependant from the developed countries. Limited time; The library staff is always busy serving the users in their daily bases hence lead to inadequate time to promote library collection development policy to their users.
The multiple roles that played by librarian and as the heart of the institution for running the teaching, research and learning purposes the librarian become occupied with a lot of activities which hinder them to promote their policy to their client. Marketing and promotion skills; Most of library staff are not well knowledgeable on the marketing strategies and promotion techniques hence failed to design quality advert which will inform users about the significance of the existing library collection development policy in their institution.
They failed to meet the targeted customer and they afraid of their own myth which prohibit them the promoting their self as they believe that every individual knew their significance. Lack of priority by the management; Some of the library management failed to priorities the significance of the promotion of library collection development policy. They does not keep into consideration of the significance of the promotion of the existing library policy in their institutions.
Conclusion; Collection Development Management policy is the heart of library operations. Collection Development Determine strength and weakness of the collection. It is essential for users as a target audience who are using library resources to have deeper understanding of the significance of the collection. Library and information services text for Africa. Unpublished University of Dar es salaam. World Radio and Television Council, George J. Joan E. Bernard Lukenbill. Collection Development Policy.
University of Texas at Austin, General Libraries. Bonnie Strohl. Collection Management: A New Treatise. Charles B. Sul H. Lee, editor. Miller, editors. Michael Coleman. Karen Rupp-Serrano, editor. Donald B.
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