keeping updated: the fundamentals of collection development and e-resource management in digital...

THE FUNDAMENTALS OF COLLECTION DEVELOPMENT

AND E-RESOURCE MANAGEMENT

IN DIGITAL LIBRARIES

SHARON MA. S. ESPOSO-BETAN

FRAMEWORK

COLLECTION MANAGEMENT

Selection Acquisition Evaluation Mainte

nance

OUTLINE

I. Introduction

II. Selecting Materials

III. Acquiring Materials

IV. Assessing / Evaluation of Collection

V. Maintaining the Collection

VI. Emerging Trends and Issues in Collection Development and Management

COLLECTION DEVELOPMENT POLICY (CDP)

PURPOSE

• This Collection Development Policy discusses the selection and collection practices of the Library. Specifically, it provides guidelines on selection, acquisitions procedures, assessment and evaluation and collection maintenance.

• The policy is made public so that users are informed and updated on the policies and the basis upon which the library collection is developed.

• This shall provide for appropriate feedback mechanism to improve the library’s collection management and development.

Examples of

BASIC

ELEMENTS

OF CDP

Selection

•Criteria

•Methods

•Standards

Acquisition

•Procedures

•Gifts and Exchange

•Library Fund

Evaluation

•Methods

•List checking

•Comparative use of Statistics

Maintenance

•Deselection

•Preservation

•Conservation

Example of

TABLE OF CONTENTS

OF CDP

Table of Contents

I. Introduction

A. Mission

B. General Objectives

C. Specific Objectives

D. Purposes of the Collection Development Policy

II. Overview of the Collection

A. Types of Library Resources

III. Book Fund and College Library Fund

IV. Responsibility for Library Collection Development

A. The College Library Committee

B. The Role of the Librarian

C. Acquisitions Section

V. Selection

A. Context of Selection

B. Selection Criteria

C. Electronic Resources

D. Statement on Censorship

E. Selection Methods

F. Collection Standards: Quantity

VI. Acquisitions

A. Nature of Acquisitions Work

B. Acquisitions Procedures

C. Alternative Modes of Procurement

D. Gifts/Donations

E. Duplication

VII. Collection Evaluation

VIII. Collection Maintenance

A. Deselection/Weeding

B. Preservation

C. Conservation

D. Microfilming

E. Digitization

F. Retention of Library Materials

ASSESSING USER NEEDS

The Starting Point

Know your audience!

“Basically…. process of using one or more techniques to collect and analyze data regarding library users or potential users”

Historical, Geographic, Political, Demographic, Social, Cultural, Educational, Recreational Information

Interviews, Forum, Surveys, Focused Group Discussions, use of Social Indicators, etc...

= The mission of any good library revolve around meeting the informational, educational, or recreational needs of its users. You need to know your audience to be able to market the collection effectively to these users...

SELECTION

• The Faculty Library Committee shall recommend the acquisitions of books, continuing resources and other library materials based on the needs of the institution to ensure a well-balanced collection development program. It shall adopt policies consistent with the institution’s rules and regulations to meet its special needs. It shall assist in acquiring additional library resources including funds, books, equipment, etc. and serve as a link between the library and the faculty

RESPONSIBILITY

FOR COLLECTION

MANAGEMENT

• The Acquisition Librarian shall facilitate the implementation of the Collection Development Policy and share the responsibility for developing the library collection with the Faculty and/or other stakeholders. S/he shall be responsible for managing the Library Book Fund and coordinate with the Library Acquisitions Section.

RESPONSIBILITY

FOR COLLECTION

MANAGEMENT

• The Library Acquisitions Section shall coordinate the management of Book Fund. It shall facilitate bookkeeping, ordering and processing of payments. It serves as the liaison with other offices in matters related to acquisitions and use of book funds like the budget, accounting and property offices.

RESPONSIBILITY

FOR COLLECTION

MANAGEMENT

1. Subject matter (Relevance of the subject matter to the curriculum)

2. Authority (Authorship, publisher, sources of information)

3. Treatment (Accuracy, objectivity, style and audience)

4. Scope (Purpose, coverage and up-to-dateness)

5. Format (Binding, materials used, paper quality and arrangement)

6. Potential demand for the material

7. Relation to the collection (Will it strengthen the current collection?)

8. Special features (Ease of use, illustrations)

9. Cost (Worthiness, value for money)

GENEAL

CRITERIA

FOR SELECTING

MATERIALS

1. Interface

2. Technical requirements

3. Cost

4. Functionality and reliability

5. Vendor support

6. Licensing/license conditions

7. Supply - range of

purchase/pricing models

CRITERIA FOR

SELECTING

E-RESOURCES

1. Pick and Choose Model

2. By Subject Collection

3. Patron Driven Acquisition

4. Consortium Arrangement

METHODS FOR

SELECTING

E-RESOURCES

ACQUISITION

NATURE OF

ACQUISITION WORK

1. canvassing and ordering of recommended title

2. ordering materials from vendors or publishers

3. claiming and physical processing of library materials

4. processing of payments of materials acquired by the Library

5. managing the book fund and determining allocations for materials acquisitions

6. negotiating license agreements and contracts for electronic resources

7. soliciting library materials and maintaining linkages with different institutions to augment library collection

SELECTING THE

VENDOR and The ART

of REVIEWING

CONTRACTS

1. Normal stock (what is commonly carried)

2. Technological capability

3. Speed of delivery

4. Financial condition, and discounts offered

5. Range of services available

6. Customer service

For e-resources, there is a contract prepared once a choice is made which specify the terms and conditions, many of which could have serious financial consequence for the Library, should the Library wish to cancel or modify the agreement

FISCAL MANAGEMENT

• Management of Library Fund is one of the most important planning activity that a Library has to perform . It translate the organization’s mission and goals into monetary terms

• Budget is the total amount of fund available over a fixed period of time

Another important phase of Acquisitions work relates to what amounts to very careful record keeping, most of

which are financial in character.

Ex. CDP: Library Fund

III. Library Book Fund Sources of fund and its use shall be as stated in Article VIII Sec. 13 to 15 of the University Library Organic Act. Sec. 13. Source and Purpose of the Library Acquisition and Maintenance [Book] Fund. The Library Acquisition

and Maintenance [Book] Fund shall consist of the library fees collected by colleges, schools and institutes. It shall be used exclusively for acquisitions and maintenance of library collections, computer software, databases and equipment of the Main Library and the various units. It shall be augmented by allocations from the University. (Revised and approved per 1147th Meeting of Board of Regents

Sec. 14. Sources and Purpose of the College Library Fund. In addition to its share in the Book Fund, the College Library fund shall consist of fines, payments for lost books, proceeds from sale of library publications, waste materials & discards, fees collected from library services and other similar fees; and donations from public or private sources. It shall be used exclusively for the College Library’s acquisition and maintenance needs.

Sec. 15. Collection and Disbursement of Funds. Library fees collected from students shall be deposited with the Cashier of the University in a Library Account

coded for the purpose by the Chief Accountant. The Chief Accountant shall furnish the University Librarian with a report of library fees collected every semester. Purchase of books and other library materials chargeable against the Book Fund shall be approved by the University Librarian.

Fines, payments for lost books, proceeds from sale of library publications, waste materials, discards, fees from library services and other similar fees shall be collected by the College Librarian. The money collected shall be deposited with the Cashier or the University in the College Library Account coded for the purpose by the Chief Accountant. Expenses for acquisition and maintenance needs of the College Library shall be approved by the College Librarian.

The Library Book Fund comes primarily from the Library Fees collected from students. This is supplemented by a Library Trust Fund from fines and other fees. Other sources of funds may come from donations, endowments and grants. The Book Fund may be used to acquire printed and electronic/online resources.

CRITERIA FOR

CONTINUING

SUBSCRIPTION

OR RENEWAL

1. Documented use and potential use

2. Reviews by acknowledged experts in the field

3. Abstracting or indexing source available

4. Availability and access to the latest issue in other formats

5. Documented request for cancellation

6. Abolition of academic program/course for which its subscription was originally considered.

PROCUREMENT

PROCESS

(GOVERNMENT)

• As a general rule, all procurement shall adopt public bidding as the general mode of procurement.

• Alternative modes of procurement shall be resorted to only in the high exceptional cases or whenever justified by the conditions provided in Republic Act 9184, otherwise known as the Government Procurement Reform Act – Alternative Modes of Procurement

1. Direct Contracting 2. Shopping 3. Negotiated Procurement

a. Failed bidding b. Small value procurement

ASSESSMENT / EVALUATION OF COLLECTION

WHAT IS IN THE

COLLECTION?

WHAT IS LACKING?

ASSESSMENT /

EVALUATION OF

COLLECTION

1. To determine if the collection meet the mission and goals of the Library.

2. To find out how well the existing collection meet the teaching and research needs of its users, in what areas it is deficient and what remains to be done to develop the collection.

3. To identify materials for preservation treatment, replacement, transfer to storage, or deselection, justifying for budget requests and funding, grants, explaining decisions and expenditures and demonstrating the degree to which a library can or cannot support program or major.

ASSESSMENT /

EVALUATION OF

COLLECTION

• The Library may use a combination of standard qualitative and quantitative methods of evaluation. Different subjects may require different techniques of assessments. The choice of method to be adapted and type of data to be collected will depend on the purpose of the evaluation

• Examples:

1.List checking

2.Comparative Use Statistics

3.Using collection standards

4. Circulation studies

5. Customer perceptions

6. Conspectus, etc.

ASSESSMENT /

EVALUATION OF

COLLECTION

• For electronic resources, these standard methods of analysis are not easily applicable. The Library may use data provided by publishers and vendors to measure its effectiveness or consider their cost-effectiveness and success in meeting users’ needs.

• System should be able to provide Usage Statistics on the following:

1. Turnaways/ Access Denials

2. Most accessed article

3. Most viewed title

4. May conduct study on ROI (*Return of Investment)

COLLECTION MAINTENANCE

COLLECTION

MAINTENANCE

1. Deselection/Weeding

2. Preservation

3. Conservation

4. Microfilming

5. Digitization

6. Retention of Library Materials

CRITERIA FOR WEEDING

1. Relevance to the curriculum. Irrelevant to current curricular or research needs

2. Trivial. Titles with no discernable literary or scientific merit

3. Obsolescence/timeliness. Titles containing out-of-date information

4. Functionality and system requirements. Outdated software, electronic resources, internet or online resources links and incapable/incompatible hardware

5. Technical quality. Visual materials are faded, off color, or scratched. Sound productions are faulty or inferior.

6. Ephemeral materials such as newspaper clippings, pamphlets, or brochures may be discarded after a given period of time.

7. Redundancy/over representation. Individual titles containing information found elsewhere in the collection

8. Use pattern. Titles no longer borrowed or used in the library for at least ten years

9. Physical condition. Materials in poor and unserviceable condition (worn out beyond mending or rebinding, termite infested, etc.)

10. Duplicates. Multiple copies of a title that are no longer in demand.

11. Superseded edition. Old editions may be replaced by a current one.

PRESERVATION

Methods and techniques of preservation of library materials may include but not limited to the following:

1. Binding

2. Mending/simple repair

3. Reformatting

4. Replacement

5. Suitable storage facility

6. Regular housekeeping

7. Security measures

8. Disaster Risk Reduction Management Plan

CONSERVATION

• The Library shall apply specialized techniques involving physical or chemical intervention to ensure the survival of manuscripts, books, and other documents.

• Decisions on conservation treatment and reformatting of valuable rare and special materials is carried out by the Librarian/Archivist or Curator subject to availability of funds.

MICROFILMING

The following materials are priority for microfilming:

1. Rare books and serials

2. Special collections

DIGITIZATION

Special collections e.g. theses, archival records, personal papers are digitized to preserve its historical and research value in accordance with copyright laws.

RETENTION OF

LIBRARY MATERIALS

Materials should not be discarded are the following:

1. All Filipiniana and rare materials

2. Materials with historical and archival value

3. Irreplaceable materials with research value

4. Classic, standard works and award-winning items not readily

available elsewhere

TRENDS AND ISSUES in COLLECTION DEVELOPMENT AND MANAGEMENT

Technology-related Issues

Change in collection management practice is heavily influenced by technology. A lot of the emerging trends and issues in Collection Development and Management relate to the use and application of emerging information and communication technologies that redefine the way information is created, stored, used, distributed and shared

How Technology Helps?

Use of Google Apps and ifree tools for Selections and Recommendations

Marketing physical & virtual library services


Online book ordering and purchasing


Electronic Resource Management- Ex. Innovative Srvices, Ebsco ERM,EDS, Summons, World Cat Local, Primo, etc...

Social Media


Social Media Use

How is it used in the library? 1. to engage patrons, initate conversations (e.g. seek opinion of its services) 2. patron-initiated collection development (i.e. solicit collection requests) 3. tools for reference and public service outreach (e.g. recruiting volunteers

for helping transcribe digitized restaurant menus) 4. Social media presence must be part of a larger program of marketing,

reference, and event promotion 5. to encourage collaboration (between other libraries/librarians, also

users) Libraries can create social media policies that govern the use of social media by librarians and by users. Social media is also increasingly being seen as a collection management tool, offering flexible ways to present resources (e.g. YouTube for video delivery) and categorize them (e.g. Folksonomies).

Social Media Use

Issues

Challenges associated with using social media in libraries include the following:

1. Social media can require considerable time commitment from library staff; 2. Social media can require technological expertise, for example customizing

applications to provide access to online catalogs; 3. It can be a challenge for librarians to use an informal but presentable tone, or

deliver social media content in a bilingual or multilingual region; 4. Levels of interest in and skills with using social media vary enormously across

library staff; 5. There are limited funds to support more advanced social media usage/

features and the training that would be required to enable this; 6. A library needs to work hard to maintain engagement with library users and

attract popularity (followers, likes and so on); 7. It can be difficult to maintain library branding for content/resources made

accessible via social media; 8. There are potential copyright issues when using social media such as YouTube

to build collections; 9. External factors such as Internet connectivity, technological infrastructure and

government restrictions on the use of social media may restrict access

eBooks, eReader and eLending

E-book What is an e-book? The term e-book is used to refer to digital objects specifically made to be read with reading applications operating on either a handheld device or a personal computer. It can also be defined as a book created in digital format, or print converted to digital format, for electronic distribution (Johnson. 2004)

E-reader An e-reader is a portable electronic device that is designed primarily for the purpose of reading e-books and periodicals. (Wikipedia) e.g Kindle, Sony E-book Readers

E-Lending What is eLending? eLending is the temporary provision of an eBook by a library to a registered user for use away from the library premises and in the library should the user wish. (IFLA background paper. 2014)


In practice, e-Lending is done: Either by giving the user access to the work for a period of time, after which the access is denied Or by letting the user download a self destructive version of the work to his own PC or reading device, so that the file is destroyed after a predetermined period of time.


For clarity:

the terms under which the eBook is lent may be

eBooks should be available free from every library as an alternative to printed books Instead of browsing the bookshelves, library users would be presented with a list of titles available for download or given the ability to search e-titles via the library’s ILS dictated by purchase agreement, license or by the library itself, including

number of simultaneous users, length of loan etc.

The eBook may be supplied to the reader’s device from a vendor,

publisher or library server


How the difference between traditional lending and e-lending affects acquisition policy: Lending - the library decides in accordance with its acquisition policy what books to buy and use for public lending E-Lending- the acquisition policy may be decided by the publisher and not by the library The ideal situation is for the library to have a firm control over its acquisition policies. Contract terms with publishers and vendors may directly impact the way the library does its acquisitions since these will dictate the terms of access to the resources.


Issues 1. Digital collections are not yet fully developed 2. Consumers do not have access to eReaders, tablets….

moreso eBooks 3. Compatibility of some e-reading devices with aggregator

services used by libraries 4. eBook platforms in the market are not user friendly or

accessible 5. There are different business models and they take very

different approaches for digital sales to libraries.


Issues 6. Content –including refusal to supply, and collection

development issues 7. Procurement –including issues around flexible or inflexible

business models, ownership, consortia and fair dealing 8. Operations –including integrating ebooksinto the larger

library systems, interoperability, reporting and analytics, and lending rights schemes

9. Lending and access –including barriers to access, DRM, inter-library lending and open access

Digital Rights Management

Digital Rights

Management

(DRM)

DRM includes a

range of

technologies that

give IP rights

owners varying

degrees of control

over how digital

content and

services may be

used.

Digital Rights Management

Issues:

1. Device compatibility

2. Privacy – DRMs can track usage

3. Many DRM-protected materials keep “assistive

technologies” from working

Patron Driven Acquisition

What is Patron-Driven Acquisition? PDA, sometimes known as demand-driven purchasing, is a supply model in which users select ebooks from their institution’s chosen supplier’s lists, which are usually integrated into the library catalogue. Users are provided with a free preview of the item, and are then allowed further access either on a request or on an automated basis, according to the supply model. Libraries can select from a range of purchase or rental models, and are also able to specify price limits.

Patron Driven Acquisition

Issues Challenges associated with the acquisition of e-books through PDA which cause academic libraries to be slow in adopting an e-book PDA system: 1. limited accessibility of e-book

titles 2. concerns related to DRM 3. difficult user interfaces 4. managing long-term licensing

costs 5. government procurement process

(bidding)

Consortia

Resource Sharing or Cooperative Collection Development (CCD) is “cooperation, coordination, or sharing in the development and management of collections by two or more libraries entering into an agreement for this purpose”. Consortia – are formal structures that pool the resources of members to achieve benefits that are, or may be, too costly or at a lower cost than any one member could realize independently.

Consortia

Benefits 1. Reducing unnecessary duplication by

working together to create a plan for the acquisition of expensive materials.

2. Enlarging the pool of materials available to users through cooperative purchasing plans is a natural result of a CCD plan involving all the members of the consortium.

3. Working on technological solutions for keeping track of and making elecronic resources available to the membership has been very important in the past as it is the technology that has allowed easy access to the catalogs of the member libraries and sending resources from one campus to another.

Consortia

Issues 1. Reductions in budgets can hurt consortial

activities of any type. Budgets constrained by consortium

commitments Vendors can limit cost advantages to

consortia 2. Internal politics and conflict between local

interests and consortium goals Maintaining local interests can generate

problems for libraries participating in consortial programs

Personal conflicts can seriously affect cooperation.

3. High demand on staff time

Consortia

With emerging technologies, increasing costs, and diminishing budgets, some librarians observe that resource sharing and cooperation among libraries are the way to go. Indeed, different libraries have a common goal – not just to provide the right information but to offer a wide selection of resources. Consortia and CCD helps with that.

Code of Ethics for Philippine Librarians *Librarians with the Suppliers, Publishers, Dealers, etc. 1. Librarians shall choose suppliers and publishers exclusively on

the basis of the quality of goods, costs, and services. 2. Librarians shall refuse all personal gratuities. 3. Librarians shall never enter into business transactions prejudicial

to the library, but unwisely favorable to their own interest. *Librarians with the Clients and/or other Users of their Professional Services. 1. Librarians shall refuse gifts or favors from clients and library

suppliers for personal interest. 2. Librarians shall avoid using the library’s resources to the

detriment of services which the library render to its users.

References

Evans, G. & Saponaro, M. 2012. Collection Management Basics, 6th ed. Gregory, V. 2011. Collection Development and Management for 21st Century Library Collections: An Introduction Johnson, P. 2004. Fundamentals of Collection Development and Management IFLA 2012& 2014 eLending Background Paper. http://www.ifla.org/node/8851 Key Trends Affecting Libraries. Retrieved from

http://www.si.edu/content/opanda/docs/rpts2004/04.07.silkeytrends.final.pdf Emerging Collection Development Trends in Academic Libraries https://prezi.com/i3ei2h3-ejqo/emerging-collection-

development-trends-in-academic-libraries/ Keeping up with...Patron Driven Acquisitions. Retrieved from

http://www.ala.org/acrl/publications/keeping_up_with/pda Reiners, L. 2012. Patron-driven acquisition: the experience of three university libraries. Retrieved from

http://www.sconul.ac.uk/sites/default/files/documents/11.pdf Anderson, R. 2011. What Patron-Driven Acquisition (PDA) Does and Doesn’t Mean: An FAQ. Retrieved from

http://scholarlykitchen.sspnet.org/2011/05/31/what-patron-driven-acquisition-pda-does-and-doesnt-mean-an-faq/

Libraries are Champions for Academic Freedom and Balanced Copyright (infographic) http://www.arl.org/storage/images/infographic-academic-freedom-balanced-copyright-2014.png

Use of Social Media by the Library: Current practices and future opportunities. Retrieved from: http://www.tandf.co.uk/journals/access/white-paper-social-media.pdf

Petit, Joan, "Twitter and Facebook for User Collection Requests" (2011). Library Faculty Publications and Presentations. Paper 103. http://archives.pdx.edu/ds/psu/9806

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