collection development policy : from just in case to just in time
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Collection DevelopmentPolicy:from just in case to just in time
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Collection Development
the process of planning and building auseful and balanced collection of library
materials over a period of years, based on
an ongoing assessment of the information
needs of the library's clientele, analysis of
usage statistics, and demographic
projections, normally constrained by
budgetary limitations (Reitz, 2001).
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Components of Collection Development
the formulation of selection criteria planning for resource sharing
replacement of lost and damaged items,
as well as routine selection and de-selection decisions.
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Collection Development Policy (CDP)
A formal written statement of the principlesguiding a library's selection of materials,
including the criteria used in making
selection and de-selection decisions (fields
covered, degrees of specialization, levels
of difficulty, languages, formats, balance,
etc.) and policies concerning gifts and
exchanges (Reitz, 2001).
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Uses of a CDP
framework and set of parameters within which staff and
users work
tool for selection of materials
describes current collections
guides the librarians in prioritizing library activities
assists with budgeting
serves as communication channel within a library and
between the library and outside constituents
supports cooperative collection development
prevents censorship
assists in overall collection management activities (handling
of gifts, de-selection of materials and serial cancellations).
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Functions of CDP
Selection Planning
Public Relations
The wider context
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Selection
provides guidance to staff when selecting and deselecting (printed
and electronic) resources for the local collection
reduces personal bias by setting individual selection decisions in the
context of the aims of collection building practice, and identifies gaps
in collection development responsibilities
ensures continuity and consistency in selection and revision
clarifies the purpose and scope of local collections, and allows
selection decisions to be evaluated
reduces the need of selectors to raise recurrent questions, and
assists in the training of new staff
provides useful information to other library staff whose work iscollection based.
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Planning
assists in determining priorities, especially when
financial resources are limited
provides a basis for the fair allocation of resources,
and helps to protect library funds by explaining the
rationale behind acquisitions bids
it involves acquiring knowledge of existing collection
strengths, and obliges staff to reflect on the library's
goals
helps other collection-related activities such ascataloguing, preservation and storage to form a
coherent strategy, and support reader services
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Public relations
useful in making the case for the library when dealing with both its
users, administrators and funding bodies
requires the active participation of both users and administrators,
thereby improving communication between the library and its
clientele
serves as a contract with the librarys users
has the function to demonstrate to individuals within an institution
what they can expect of the library both in form of collections and of
services
enables individual selection decisions to be justified on a
standardized basis
library staff can deflect criticism or censorship arising from special
interest groups, and politely but firmly refuse unwanted gifts,
sectarian materials or potentially offensive items
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The wider context
As individual libraries are increasinglyunable to provide all their services by
themselves, they are banding together into
cooperatives, alliances and consortia.
serves as a basis for wider cooperation
and resource sharing, whether in a
locality, region, country, or even
internationally
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CDP elements
Introduction
General Statements
Narrative Statements
Subject Profiles
Collection evaluation methods
Collection depth indicators
Language codes
Policy implementation and revision timetables
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Introduction
mission statement of the library
the purpose of the policy
the audience to whom it is addressed
brief statements about the community or user group(s)
description of the types of programs the library collection serves
the size (including number of periodicals, monographic volumes,electronic resources, languages represented) of the collection
a detailed budgetary overview of the money the library will spend on
the different types of information resources
any formal or informal cooperative agreements that affect the
collection policy or practices
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General Statements
characteristics that determine the direction of the
development of the collection:
Focus (current or retrospective)
Resource types (monographs, periodicals, theses, etc)
Languages
Formats
Special sources of funding
Policy regarding gifts and maintenance of the collection
Size of the collection
Others (complaints, rights, limitations)
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Narrative statements
Statements should be made of special subject or format
collections that represent unique materials and for whichspecial guidelines apply, and which formats are excluded.
The scope of coverage should be described
Subjects should be described in terms of the librarys
classification scheme and subject descriptors. Library unit or selector responsible for the collection(s).
Other categories of useful local information
(interdisciplinary relationships, consortial relationships,
policies for acquiring access to information) Other factors of local importance.
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Subject profiles
based upon collection assessment (alsoreferred to as collection evaluation)
needs periodic updating to reflect progress
towards goals or goal revision due to
changing circumstances.
summary of collection strength and
collection intensities
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Collection evaluation methods
Quantitative measures (size, age, use,costs)
Qualitative measures - subjective
evaluation and involve the professional
judgment of librarians, appraisal from
subject experts, or the opinion of
customers.
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Collection depth indicators
0 = out of scope
1 = minimal information level (minimal inquiries)
2 = basic information level (general library users)
3 = study or instructional support level (systematic
graduate study)
4 = research level (major published source
materials required for doctoral study)
5 = comprehensive level (defined field ofknowledge that strives to be exhaustive)
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Language codes
English language Foreign language
Filipino
Local dialects
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Policy implementation and revision timetables
describes the process for implementation timetable for revision
official adoption issues
introduces the notion of control
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Appendices
CDP example (Parks High School) DepEds Standards for Philippine Libraries
(2011)
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References:
Reitz, JM. (n.d.). Online Dictionary forLibrary and Information Science. Retrieved
from: http://www.abc-
clio.com/ODLIS/odlis_c.aspx#collecdevel
IFLA. 2001. Guidelines for a Collection
Development Policy using the Conspectus
Model. Retrieved from:
http://www.ifla.org/files/assets/acquisition-collection-development/publications/gcdp-
en.pdf
http://www.abc-clio.com/ODLIS/odlis_c.aspxhttp://www.abc-clio.com/ODLIS/odlis_c.aspxhttp://www.abc-clio.com/ODLIS/odlis_c.aspxhttp://www.abc-clio.com/ODLIS/odlis_c.aspxhttp://www.abc-clio.com/ODLIS/odlis_c.aspx