Competency F
Use the basic concepts and principles related to the creation, evaluation, selection, acquisition, preservation and organization of specific items or collections of information.
Introduction
Collection management is a dynamic process, and is synonymous with librarianship and resource management. Defined as “the process of meeting the information needs of the people (service population) in a timely and economical manner using information resources locally held, as well as from other organizations” (Evans & Saponaro, p.7), collection management seeks to serve the user by providing access based upon overarching professional principles: library resources are for use; library resources are for all; every book or resources its user; save the time of the reader; and the library is a growing organism (Haycock, pp. xvii-xix). Collection policies and guidelines are developed to reflect the mission and goals of the institutional environment the library serves, and community’s needs and wants. Policy can address different sections of the collection such as special collections, subject specialties, or electronic resources. Selection varies based upon tools used to evaluate those resources, committees or parents (school library), material limitations (cost), and by faculty or administrative staff (users) (Evans & Saponaro, p. 14). Preservation and organization of information is the final step in collection management, and provides the necessary management essential to retrieving and preserving the collection for access and stability.
The Association for Library Collections & Technical Services, states that ALCTS members are dedicated to “shape and respond nimbly to all matters related to the selection, identification, acquisition, organization, management, retrieval, and preservation of recorded knowledge through education, publication, and collaboration” (ALCTS 2012). Policy statements act as a framework within which individuals can exercise judgment and add continuity and consistency to the collection as a whole. Collection polices allow for collective input, promote development and implementation, and consider other elements such as internal or external policies, e-resources, and globalization of information (Friday, Lecture LIBR 266).
Creation
Creating a collection is an act we perform in our daily lives—music collections, clothes, shoes, files, etc., but creating a collection for another person is quite a different story. In order to perform this, we need to know what our user needs, and what he is going to use the collection for. Creation requires subject specialty, and an in-depth knowledge of the service community. With no knowledge of whom the user is and their abilities, it would be an expensive mistake to invest in a system that is too complex, antiquated, etc., and is either shortly discontinued, or worse, never used. An information needs assessment takes community information into account and builds a picture of services: collection development, planning of new services, locating service points, physical facility requirements, staffing patterns, planning budgets, etc. (Evan & Saponaro, p.25). Community needs cannot only be limited to patrons; one must consider the networks of other social and government groups that may utilize the collection. Value of collection services can be expressed through applicability across a broad range of clientele.
Creating strong policies and procedures for the collection development policy is another important part of creating a collection. Staff and community can consult the collection policy when considering which subject areas to augment and determining how much emphasis to give each area (Evans & Saponaro, p.51). Policies may be extensive and highly detailed, stipulating each subject area, or it can brief and concise: these factors are dependent upon the library type and the parent organization. Policy enumerates the overarching vision of the collection created, and communicates the decisions made to implement the various parts, which is very helpful when new management takes over.
Evaluation
Evaluation is an ongoing process of observing and scanning one’s environment, enabling the information professional to identify and anticipate changes or developments that may impact the service’s activities (Evans, in Haycock, p.92-3).It allows the librarian to remain proactive in the management of the collection, which keeps the stack dynamic and fresh. Evaluations can be described as external, which include scanning and gathering information about community needs, or can be internal, which include gathering circulation data about the collection, budgetary information, etc. Evaluation is often comparative, with involves judging the value of an item based upon criteria outlined in the policy, or comparing it to another organization’s cpWeeding and discontinuation of material is another form of evaluation, and is based upon criteria such as damaged physical condition, out of date, or if the title simply no longer fits the collection policy’s objectives. A good example of often weeded books are technical or computer books, in which the software or hardware have become obsolete. The process of disposal can become a challenge to a library, but deselection and discard of materials is necessary for the overall health of the collection.
Selection
Selection is a process that considers many facets: the mission of the parent organization, the collection policies set forth, format, space, and budgetary/time constraints. During selection, choosing review resources is essential, and balancing review types is an important step in evaluating the selected material. Review sources allow the librarian to gauge the usefulness of a format’s use to the information center, and are divided roughly between: trade, for-profit resources, often accessed through a paid subscription provided through the vendor; and professional evaluative reviews, not-for-profit organizations intent on publishing professional materials, and for disseminating research. Bibliographic databases provide selection aids, for example OCLC, and provide useful verification for copy cataloging. Core collections, recommended lists and best books should be used comparatively, but should be used with caution as these lists may behold an underlying bias (Evans & Saponaro, p.91). When selecting, word of mouth is very helpful: blogs have become a rising form of communication to supplement published reviews, along with other emerging technology trends, such as electronic newsletters, websites, and social media.
Acquisition
Acquisitioning has interesting challenges that can vary per library type. A librarian my find herself the sole librarian who handles selecting, ordering, and processing, or she may find herself as part of a team of librarians, while the acquisition department may be in a separate building. Coordination between selectors and acquisitions staff is an essential part of the success of the library. Promoting shared library-wide goals encourages homogeneity throughout: assist in developing a knowledge of the book, media, and electronic resources trade; assist in selection and collection development process; assist in processing request; assist in monitoring expenditure of funds; and assist in monitoring all required records regarding expenditures (Evans & Saponaro, p. 230-1). Understanding the processing procedure avoids miscommunication and coordination between the departments—conversely, the technical staff understanding that selectors often have a timeframe for money and budgets to be spent, coordination and a strong working relationship can be achieved.
Preservation
Preserving the collection is an ongoing activity that is necessitated by an understanding of the lifecycle materials experience during its lifetime. Nothing is permanent, despite a conservationist’s best efforts, and deciding on the approach to preservation is an important task. The collection should be viewed as an investment, and preservation’s aim is to protect the investment. Technology has created new preservation issues, such as preserving digital files and emails, websites and electronic presentations. Identifying primary documents, for example a photograph or letter, necessitate special procedures, limited access and handling, and other considerations such as migration to other formats, for example copying an audio collection to MP3 format or CD. As the collection grows, offsite storage is another consideration in the preservation of the collection. Implementing an emergency procedure or disaster preparedness plan for damaged materials is a best practice, and part of the collection policy. If we, as collection managers, look at the collection as an investment in the organization’s recorded information and knowledge, proper conservation and steps in the life cycle of documents become apparent.
Organization
Organization is a process of assigning abstract classifications to groups and categories in a logical order to better comprehend a large amount of information, and is often determined by the size and structure of the organization. For example, a school library may choose Dewey Decimal Classification (DDC), while a large academic library typically chooses Library of Congress Classification (LCC). A small private library may choose alphabetization or another encoded closed or open numbering system. Whatever form they choose to implement, organization is a principle of logic and order.
Evidence
As my first evidence, I demonstrate my ability to evaluate information systems through a LIBR 266 assessment of the American River College Library (ARC) reference collection, subject sociology (LIBR 266-Evaluation-Reference Collection). The purpose of this evaluation was to use a method of evaluation in order to determine the breadth and depth of social science reference materials on the shelves: librarians at ARC tend to utilize the reference section as a library-teaching opportunity in addition to the electronic resources. Foremost, the evaluation involved an analysis of the community, revealing a very diverse population represented by all ages, economic status, and race, but with a notably even dispersion of male/female population. The evaluation revealed inconsistencies within the collection: there were many subject titles available regarding female issues, including rights, movements, childbirth, etc., but only one title about the topic of men. This assessment revealed a weakness in the collection, an opportunity for weeding and selection of broader materials. I was able to bring this issue to the subject specialist for sociology at ARC, and she has since selected reference materials to fill the deficiency.
As my second evidence, I demonstrate my application of preservation principles, specifically regarding various formats, and the necessary steps and resources to best preserve the library’s collection investment (LIBR 259-Audio Preservation). The purpose of this exploration was to refer to a format that an information professional may not handle day-to-day, and to formulate a plan and procedure that can be applied to the format for optimal storage. Through selection of preservation resources, I devise a preservation plan to address the life-cycle of audio recordings for a hypothetical university radio station. By exploring the range of preservation methods, I selected a storage method that involves storing the primary sources in a refrigerated environment, while simultaneously migrating the audio content to other formats for immediate access to students and faculty. I highlight the importance of revisiting the collection storage options every ten years (or other timeline), and to assess materials for further deterioration or different storage methods as warranted.
Conclusion
The creation and evaluation of a collection involve knowledge of the user, and building a system around user needs: this includes removing or deselecting works that don’t fit the collection any longer. Selection and acquisition are internal processes within the library in which librarians use review sources, such as journals, blogs, social media, etc, and base collection acquisitions upon the library evaluation, budgetary and time limits, with respect to interdepartmental issues between different departments of the parent organization. Preservation and organization are the final steps in collection development, but demand ongoing vigilance to safeguard the collection investment, respond to the changing needs of information format, and provide the best access available.
References
Association for Library Collections and Technical Services, American Library Association. (2012). Mission & History [digital]. Retrieved from http://www.ala.org/alcts/
Evans, G.E., (2005). Developing library and information center collections, 5th Ed. Westport, CT: Libraries Unlimited.
Introduction
Collection management is a dynamic process, and is synonymous with librarianship and resource management. Defined as “the process of meeting the information needs of the people (service population) in a timely and economical manner using information resources locally held, as well as from other organizations” (Evans & Saponaro, p.7), collection management seeks to serve the user by providing access based upon overarching professional principles: library resources are for use; library resources are for all; every book or resources its user; save the time of the reader; and the library is a growing organism (Haycock, pp. xvii-xix). Collection policies and guidelines are developed to reflect the mission and goals of the institutional environment the library serves, and community’s needs and wants. Policy can address different sections of the collection such as special collections, subject specialties, or electronic resources. Selection varies based upon tools used to evaluate those resources, committees or parents (school library), material limitations (cost), and by faculty or administrative staff (users) (Evans & Saponaro, p. 14). Preservation and organization of information is the final step in collection management, and provides the necessary management essential to retrieving and preserving the collection for access and stability.
The Association for Library Collections & Technical Services, states that ALCTS members are dedicated to “shape and respond nimbly to all matters related to the selection, identification, acquisition, organization, management, retrieval, and preservation of recorded knowledge through education, publication, and collaboration” (ALCTS 2012). Policy statements act as a framework within which individuals can exercise judgment and add continuity and consistency to the collection as a whole. Collection polices allow for collective input, promote development and implementation, and consider other elements such as internal or external policies, e-resources, and globalization of information (Friday, Lecture LIBR 266).
Creation
Creating a collection is an act we perform in our daily lives—music collections, clothes, shoes, files, etc., but creating a collection for another person is quite a different story. In order to perform this, we need to know what our user needs, and what he is going to use the collection for. Creation requires subject specialty, and an in-depth knowledge of the service community. With no knowledge of whom the user is and their abilities, it would be an expensive mistake to invest in a system that is too complex, antiquated, etc., and is either shortly discontinued, or worse, never used. An information needs assessment takes community information into account and builds a picture of services: collection development, planning of new services, locating service points, physical facility requirements, staffing patterns, planning budgets, etc. (Evan & Saponaro, p.25). Community needs cannot only be limited to patrons; one must consider the networks of other social and government groups that may utilize the collection. Value of collection services can be expressed through applicability across a broad range of clientele.
Creating strong policies and procedures for the collection development policy is another important part of creating a collection. Staff and community can consult the collection policy when considering which subject areas to augment and determining how much emphasis to give each area (Evans & Saponaro, p.51). Policies may be extensive and highly detailed, stipulating each subject area, or it can brief and concise: these factors are dependent upon the library type and the parent organization. Policy enumerates the overarching vision of the collection created, and communicates the decisions made to implement the various parts, which is very helpful when new management takes over.
Evaluation
Evaluation is an ongoing process of observing and scanning one’s environment, enabling the information professional to identify and anticipate changes or developments that may impact the service’s activities (Evans, in Haycock, p.92-3).It allows the librarian to remain proactive in the management of the collection, which keeps the stack dynamic and fresh. Evaluations can be described as external, which include scanning and gathering information about community needs, or can be internal, which include gathering circulation data about the collection, budgetary information, etc. Evaluation is often comparative, with involves judging the value of an item based upon criteria outlined in the policy, or comparing it to another organization’s cpWeeding and discontinuation of material is another form of evaluation, and is based upon criteria such as damaged physical condition, out of date, or if the title simply no longer fits the collection policy’s objectives. A good example of often weeded books are technical or computer books, in which the software or hardware have become obsolete. The process of disposal can become a challenge to a library, but deselection and discard of materials is necessary for the overall health of the collection.
Selection
Selection is a process that considers many facets: the mission of the parent organization, the collection policies set forth, format, space, and budgetary/time constraints. During selection, choosing review resources is essential, and balancing review types is an important step in evaluating the selected material. Review sources allow the librarian to gauge the usefulness of a format’s use to the information center, and are divided roughly between: trade, for-profit resources, often accessed through a paid subscription provided through the vendor; and professional evaluative reviews, not-for-profit organizations intent on publishing professional materials, and for disseminating research. Bibliographic databases provide selection aids, for example OCLC, and provide useful verification for copy cataloging. Core collections, recommended lists and best books should be used comparatively, but should be used with caution as these lists may behold an underlying bias (Evans & Saponaro, p.91). When selecting, word of mouth is very helpful: blogs have become a rising form of communication to supplement published reviews, along with other emerging technology trends, such as electronic newsletters, websites, and social media.
Acquisition
Acquisitioning has interesting challenges that can vary per library type. A librarian my find herself the sole librarian who handles selecting, ordering, and processing, or she may find herself as part of a team of librarians, while the acquisition department may be in a separate building. Coordination between selectors and acquisitions staff is an essential part of the success of the library. Promoting shared library-wide goals encourages homogeneity throughout: assist in developing a knowledge of the book, media, and electronic resources trade; assist in selection and collection development process; assist in processing request; assist in monitoring expenditure of funds; and assist in monitoring all required records regarding expenditures (Evans & Saponaro, p. 230-1). Understanding the processing procedure avoids miscommunication and coordination between the departments—conversely, the technical staff understanding that selectors often have a timeframe for money and budgets to be spent, coordination and a strong working relationship can be achieved.
Preservation
Preserving the collection is an ongoing activity that is necessitated by an understanding of the lifecycle materials experience during its lifetime. Nothing is permanent, despite a conservationist’s best efforts, and deciding on the approach to preservation is an important task. The collection should be viewed as an investment, and preservation’s aim is to protect the investment. Technology has created new preservation issues, such as preserving digital files and emails, websites and electronic presentations. Identifying primary documents, for example a photograph or letter, necessitate special procedures, limited access and handling, and other considerations such as migration to other formats, for example copying an audio collection to MP3 format or CD. As the collection grows, offsite storage is another consideration in the preservation of the collection. Implementing an emergency procedure or disaster preparedness plan for damaged materials is a best practice, and part of the collection policy. If we, as collection managers, look at the collection as an investment in the organization’s recorded information and knowledge, proper conservation and steps in the life cycle of documents become apparent.
Organization
Organization is a process of assigning abstract classifications to groups and categories in a logical order to better comprehend a large amount of information, and is often determined by the size and structure of the organization. For example, a school library may choose Dewey Decimal Classification (DDC), while a large academic library typically chooses Library of Congress Classification (LCC). A small private library may choose alphabetization or another encoded closed or open numbering system. Whatever form they choose to implement, organization is a principle of logic and order.
Evidence
As my first evidence, I demonstrate my ability to evaluate information systems through a LIBR 266 assessment of the American River College Library (ARC) reference collection, subject sociology (LIBR 266-Evaluation-Reference Collection). The purpose of this evaluation was to use a method of evaluation in order to determine the breadth and depth of social science reference materials on the shelves: librarians at ARC tend to utilize the reference section as a library-teaching opportunity in addition to the electronic resources. Foremost, the evaluation involved an analysis of the community, revealing a very diverse population represented by all ages, economic status, and race, but with a notably even dispersion of male/female population. The evaluation revealed inconsistencies within the collection: there were many subject titles available regarding female issues, including rights, movements, childbirth, etc., but only one title about the topic of men. This assessment revealed a weakness in the collection, an opportunity for weeding and selection of broader materials. I was able to bring this issue to the subject specialist for sociology at ARC, and she has since selected reference materials to fill the deficiency.
As my second evidence, I demonstrate my application of preservation principles, specifically regarding various formats, and the necessary steps and resources to best preserve the library’s collection investment (LIBR 259-Audio Preservation). The purpose of this exploration was to refer to a format that an information professional may not handle day-to-day, and to formulate a plan and procedure that can be applied to the format for optimal storage. Through selection of preservation resources, I devise a preservation plan to address the life-cycle of audio recordings for a hypothetical university radio station. By exploring the range of preservation methods, I selected a storage method that involves storing the primary sources in a refrigerated environment, while simultaneously migrating the audio content to other formats for immediate access to students and faculty. I highlight the importance of revisiting the collection storage options every ten years (or other timeline), and to assess materials for further deterioration or different storage methods as warranted.
Conclusion
The creation and evaluation of a collection involve knowledge of the user, and building a system around user needs: this includes removing or deselecting works that don’t fit the collection any longer. Selection and acquisition are internal processes within the library in which librarians use review sources, such as journals, blogs, social media, etc, and base collection acquisitions upon the library evaluation, budgetary and time limits, with respect to interdepartmental issues between different departments of the parent organization. Preservation and organization are the final steps in collection development, but demand ongoing vigilance to safeguard the collection investment, respond to the changing needs of information format, and provide the best access available.
References
Association for Library Collections and Technical Services, American Library Association. (2012). Mission & History [digital]. Retrieved from http://www.ala.org/alcts/
Evans, G.E., (2005). Developing library and information center collections, 5th Ed. Westport, CT: Libraries Unlimited.