Collection Development Collection Development WorkshopWorkshop

SEMLA pre-conference SEMLA pre-conference WorkshopWorkshop

Oct. 10, 2008Oct. 10, 2008  Leaders:Leaders:

Joyce ClinkscalesJoyce ClinkscalesHolling Smith-BorneHolling Smith-Borne

Plan for the afternoonPlan for the afternoon

3 hours with breaks3 hours with breaks Time for activitiesTime for activities Time for discussion and questionsTime for discussion and questions Use everyone’s knowledge and expertiseUse everyone’s knowledge and expertise Participation is encouragedParticipation is encouraged

By the end of the workshop, we hope By the end of the workshop, we hope you will be able to:you will be able to:

1) Know why developing music collections is different and sometimes more 1) Know why developing music collections is different and sometimes more challenging than in other disciplineschallenging than in other disciplines

2) Know basic tools in selecting music materials 2) Know basic tools in selecting music materials Using A Basic Music Library Using A Basic Music Library Using book, score and sound recording reviews Using book, score and sound recording reviews Using approval plans and standing orders Using approval plans and standing orders Identification of major vendors Identification of major vendors Searching for obscure items Searching for obscure items

3)3) Know how to create and maintain a music collection development policy Know how to create and maintain a music collection development policy Looking at examples of CD policies Looking at examples of CD policies Elements of a CD policy Elements of a CD policy Writing policy Writing policy Using CD policy for making selection/deselection decisions Using CD policy for making selection/deselection decisions

Goals for the workshop, con’tGoals for the workshop, con’t

4)4) Know how to evaluate a music collection; make decisions on Know how to evaluate a music collection; make decisions on deselection, preservation, replacement deselection, preservation, replacement

How to make a physical evaluation on various formats How to make a physical evaluation on various formats To toss or not to toss? To toss or not to toss? Portions of copyright law that have an impact on Portions of copyright law that have an impact on

collection development practicescollection development practices 5)5) Discern collection requirements based on the needs of the Discern collection requirements based on the needs of the

collection’s users collection’s users Assessing your patron base Assessing your patron base Obtaining feedback Obtaining feedback Use of circ and other stats in aiding selection Use of circ and other stats in aiding selection MarketingMarketing

Who are the participants today?Who are the participants today?

Introduce yourselfIntroduce yourself Let us know your expectations and what you Let us know your expectations and what you

hope to learn from today’s workshophope to learn from today’s workshop

HandoutsHandouts

List of resourcesList of resources PP presentation with space for your notesPP presentation with space for your notes

What is challenging about What is challenging about music?music?

Searching for music materials at vendor/publisher Searching for music materials at vendor/publisher web sites (and the online library catalog) is not as web sites (and the online library catalog) is not as easy as searching for books because of the variation easy as searching for books because of the variation in music titles. Here are 4 variations in titles of the in music titles. Here are 4 variations in titles of the same piece:same piece:

Concerto no. 9 in E-flat major for pianoConcerto no. 9 in E-flat major for piano Piano concerto no. 9, K. 271 in E-flat majorPiano concerto no. 9, K. 271 in E-flat major Klavierkonzert nr. 9 Es-dur, KV 271Klavierkonzert nr. 9 Es-dur, KV 271 Konzert in Es fur Klavier und Orchestra KV. 271Konzert in Es fur Klavier und Orchestra KV. 271

What is challenging about What is challenging about music?music?

Prèlude à l’après-midi d’un faune Prèlude à l’après-midi d’un faune ZauberfloteZauberflote Wohltempierte klavierWohltempierte klavier

Uniform titleUniform title A uniform title is a standardized title given to compositions to bring variations A uniform title is a standardized title given to compositions to bring variations

in titles together under one heading. Each work has only one. Consequently, if you in titles together under one heading. Each work has only one. Consequently, if you know a work's uniform title, you do not have to worry about all the possible know a work's uniform title, you do not have to worry about all the possible variations in a title. Most of the time, uniform titles are in the original language of variations in a title. Most of the time, uniform titles are in the original language of the composer. Of course, you will not necessarily know every work's title in the the composer. Of course, you will not necessarily know every work's title in the original language of the composer, but if you start with the title you do know, you original language of the composer, but if you start with the title you do know, you will have a good chance of discovering the uniform title in the online catalog. will have a good chance of discovering the uniform title in the online catalog. Remember to re-do your search using the uniform title, and you can be sure your Remember to re-do your search using the uniform title, and you can be sure your results will be comprehensive.results will be comprehensive.

For music score ordering, put uniform title on a purchase order since it contains all For music score ordering, put uniform title on a purchase order since it contains all of the title, enumeration, key, and other information to identify precisely what of the title, enumeration, key, and other information to identify precisely what musical work is being orderedmusical work is being ordered

Location of uniform titleLocation of uniform title

Basic tools in selecting music Basic tools in selecting music materials materials

Basic Music LibraryBasic Music Library Book, score and sound recording reviews Book, score and sound recording reviews

Online or use journals that your library already Online or use journals that your library already subscribes tosubscribes to

My favorites:My favorites: GramophoneGramophone American Record GuideAmerican Record Guide Rolling StoneRolling Stone SpinSpin

BBasic tools in selecting music asic tools in selecting music materials materials

Major Vendors:Major Vendors: Recorded MusicRecorded Music

AmazonAmazon Arkiv MusicArkiv Music Music Library Service Company (MLSC)Music Library Service Company (MLSC)

Printed MusicPrinted Music Hutchins & ReaHutchins & Rea J.W. PepperJ.W. Pepper Theodore FrontTheodore Front Theodore PresserTheodore Presser

Approval PlansApproval Plans

3 Principal Vendors who offer approval-plan service 3 Principal Vendors who offer approval-plan service for printed musicfor printed music Theodore Front Musical Literature (Americas, selective Theodore Front Musical Literature (Americas, selective

coverage of Europe, Australia and New Zealand)coverage of Europe, Australia and New Zealand) Otto Harrassowitz (Europe, with selective coverage of Otto Harrassowitz (Europe, with selective coverage of

Japan, Israel, Australia, and New Zealand)Japan, Israel, Australia, and New Zealand) J.W. Pepper (North America)J.W. Pepper (North America)

Each supplies editions published in different, though Each supplies editions published in different, though overlapping, geographical areasoverlapping, geographical areas

Approval Plan ProfileApproval Plan Profile

Considerably more labor intensive than for booksConsiderably more labor intensive than for books Types of music and formats to be includedTypes of music and formats to be included Geographical and chronological coverageGeographical and chronological coverage Per volume price limitsPer volume price limits Subject areasSubject areas ComposersComposers Types of scoresTypes of scores Watch for previously published editions (you may or may Watch for previously published editions (you may or may

not want thesenot want these Revisit the plan often, make additions and modifications to Revisit the plan often, make additions and modifications to

suit your library’s needssuit your library’s needs

Approval Plans for Recorded MusicApproval Plans for Recorded Music

Compact Disc Source/A-V SourceCompact Disc Source/A-V Source Music Library Service CompanyMusic Library Service Company Theodore Front Musical LiteratureTheodore Front Musical Literature

Build profile around specific record labelsBuild profile around specific record labels Award winners also a good ideaAward winners also a good idea Watch out for reissues (you may want to Watch out for reissues (you may want to

exclude these)exclude these)

Sources for DVD acquisitionsSources for DVD acquisitions

KulturKultur Bel Canto Society Bel Canto Society Films for the Humanities and Sciences Films for the Humanities and Sciences Tower Records Tower Records AmazonAmazon Video Arts InternationalVideo Arts International Facets multi-media Facets multi-media DVD PlanetDVD Planet

Other ideasOther ideas

Award winnersAward winners Academy Awards (songs and scores from films are Academy Awards (songs and scores from films are

awarded)awarded) Grammy AwardsGrammy Awards Rock and Roll Hall of FameRock and Roll Hall of Fame Tony AwardsTony Awards W.C. Handy Blues AwardsW.C. Handy Blues Awards Grawemeyer Awards (contemporary, classical)Grawemeyer Awards (contemporary, classical)

Other ideasOther ideas

ILL requestsILL requests Patron requestsPatron requests Circulation StatsCirculation Stats Local artists, browse record storesLocal artists, browse record stores Other ideas?Other ideas?

Out-of-print sourcesOut-of-print sources

A necessity for replacement of lost, missing, A necessity for replacement of lost, missing, or damaged materialsor damaged materials

Lost part, must buy entire setLost part, must buy entire set LPs not handled carefully and recording not LPs not handled carefully and recording not

issued on CDissued on CD Penciled rehearsal markingsPenciled rehearsal markings

Printed music and book OP sourcesPrinted music and book OP sources

AbebooksAbebooks AddAll Used and Out-of-printAddAll Used and Out-of-print AlibrisAlibris BibliofindBibliofind BookfinderBookfinder Amazon (used)Amazon (used) EbayEbay

Recordings OP sourcesRecordings OP sources

AlibrisAlibris Berkshire Record OutletBerkshire Record Outlet BuyUsed.co.ukBuyUsed.co.uk GEMM: Global Electronic Music MarketplaceGEMM: Global Electronic Music Marketplace

Also GEMMvideos for videosAlso GEMMvideos for videos Mikrokosmos (classical LP and 78-rmp)Mikrokosmos (classical LP and 78-rmp)

Copyright issues to considerCopyright issues to consider Works published before 1923 are in the public domain and do not require Works published before 1923 are in the public domain and do not require

permission to duplicate. Can scan or copy to replace publications already in the permission to duplicate. Can scan or copy to replace publications already in the collection that are damaged, deteriorating, lost, or stolen.collection that are damaged, deteriorating, lost, or stolen.

When works pass into the public domain – helpful chart http://When works pass into the public domain – helpful chart http:// No permission is required to copy materials if a library has made a reasonable No permission is required to copy materials if a library has made a reasonable

effort to acquire. It is up to the library to interpret what is “reasonable” and “fair”. effort to acquire. It is up to the library to interpret what is “reasonable” and “fair”. Keep thorough written documentation of you efforts to obtain itemKeep thorough written documentation of you efforts to obtain item

Get the copyright owner’s permission if the library never owned the item and it is Get the copyright owner’s permission if the library never owned the item and it is under copyrightunder copyright

Use the MPA website to track down the copyright owner (also “Copyright Search Use the MPA website to track down the copyright owner (also “Copyright Search Center” that has a step-by-step summary on acquiring permission to copy OP Center” that has a step-by-step summary on acquiring permission to copy OP music)music)

Orphaned public domain score editions sometimes are adopted by reprint Orphaned public domain score editions sometimes are adopted by reprint publishers for reintroduction into the buying public (CD Sheet Music, Masters publishers for reintroduction into the buying public (CD Sheet Music, Masters Music, Dover Publications, Classical Vocal Reprints). Beware of quality.Music, Dover Publications, Classical Vocal Reprints). Beware of quality.

No sound recordings are in the public domain until 2067No sound recordings are in the public domain until 2067

Helpful ResourcesHelpful Resources

U.S. Copyright CodeU.S. Copyright CodeLimitations on exclusive rights: Limitations on exclusive rights:

Reproduction by libraries and archivesReproduction by libraries and archivesTitle 17, § 108Title 17, § 108http://www.copyright.gov/http://www.copyright.gov/

title17/92chap1.html#108title17/92chap1.html#108 MLA Copyright for Music LibrariansMLA Copyright for Music Librarianshttp://www.lib.jmu.edu/org/mla/http://www.lib.jmu.edu/org/mla/

Questions and BreakQuestions and Break

Collection Development PoliciesCollection Development Policies

Three helpful books:Three helpful books: Guide to Writing Collection Development Policies for Guide to Writing Collection Development Policies for

Music (Music Library Association Technical Reports, no. Music (Music Library Association Technical Reports, no. 26) by Amanda Maple and Jean Morrow (Scarecrow Press26) by Amanda Maple and Jean Morrow (Scarecrow Press

Guide for Written Collection Policy Statements (Collection Guide for Written Collection Policy Statements (Collection Management and Development Guides, no. 7) by Joanne Management and Development Guides, no. 7) by Joanne Anderson et al. (ALA)Anderson et al. (ALA)

Developing Public Library Collections, Policies, and Developing Public Library Collections, Policies, and Procedures: A How-to-do-it Manual for Small and Procedures: A How-to-do-it Manual for Small and Medium-Sized Public Libraries by Kay Ann Cassell and Medium-Sized Public Libraries by Kay Ann Cassell and Elizabeth Futas (Neal-Schumann)Elizabeth Futas (Neal-Schumann)

Why are collection development Why are collection development policies important?policies important?

Clearly describes a library’s objectives in developing Clearly describes a library’s objectives in developing its collections and in providing access to information its collections and in providing access to information (both onsite and offsite information through (both onsite and offsite information through electronic means or document delivery)electronic means or document delivery)

Clearly defines a library’s priorities and needsClearly defines a library’s priorities and needs Assists newly hired selectors and interim selectorsAssists newly hired selectors and interim selectors Promotes communication between selectors and Promotes communication between selectors and

administrators (also with other consortium libraries)administrators (also with other consortium libraries) Promotes communication between a library and its Promotes communication between a library and its

primary usersprimary users

What they shouldn’t beWhat they shouldn’t be

Used as an excuse to avoid serving the needs Used as an excuse to avoid serving the needs of changing user groupsof changing user groups

InflexibleInflexible Stagnant and not revised or revisited on a Stagnant and not revised or revisited on a

regular basisregular basis Thrown together quickly without careful Thrown together quickly without careful

consider of the library’s mission and usersconsider of the library’s mission and users

Sections of a Collection Development Sections of a Collection Development PolicyPolicy

I. IntroductionI. Introduction II. Summary of the scope of coverage at II. Summary of the scope of coverage at

current collecting levels (including a current collecting levels (including a discussion of formats collected)discussion of formats collected)

III. Detailed analysis of the collectionIII. Detailed analysis of the collection

I. IntroductionI. Introduction

A. Purpose of the policyA. Purpose of the policy B. Describe the institution and define the clientele B. Describe the institution and define the clientele

and programs associated with the collectionand programs associated with the collection C. Mission and goals for the collection management C. Mission and goals for the collection management

and development programand development program D. Institution’s official statements about intellectual D. Institution’s official statements about intellectual

freedom, censorship, and copyright issuesfreedom, censorship, and copyright issues E. Brief overview of the collections including E. Brief overview of the collections including

prominent features if its history if appropriate, and prominent features if its history if appropriate, and the location of its holdings the location of its holdings

I. Introduction, con’tI. Introduction, con’t F. Identify person responsible for building and F. Identify person responsible for building and

maintaining the collectionmaintaining the collection G. Outline the relationship of the collection G. Outline the relationship of the collection

development policy to collection management development policy to collection management programs for preservation, storage, replacement, programs for preservation, storage, replacement, deselection, and accessdeselection, and access

H. Describe cooperative collecting agreements and H. Describe cooperative collecting agreements and consortial agreements (including ILL)consortial agreements (including ILL)

I. Delineate procedures and a timeline for regular I. Delineate procedures and a timeline for regular review and revision fo the collection developemtn review and revision fo the collection developemtn policypolicy

II. Summary of the scope of II. Summary of the scope of coverage at current collecting levelscoverage at current collecting levels

A. Broad categories of music (types of music collected)A. Broad categories of music (types of music collected) B. FormatsB. Formats

Books and other textual materialsBooks and other textual materials Printed musicPrinted music RecordingsRecordings

SoundSound VideoVideo

Electronic formatsElectronic formats MicroformsMicroforms Manuscripts and early editionsManuscripts and early editions

C. Local or regional artists’ or writers’ works collected C. Local or regional artists’ or writers’ works collected systematicallysystematically

II. Summary of the scope of II. Summary of the scope of coverage at current collecting levels, coverage at current collecting levels,

con’tcon’t D. Writings about musicD. Writings about music E. LanguagesE. Languages F. Multiple copies of a single editionF. Multiple copies of a single edition G. Pedagogical materialsG. Pedagogical materials H. Standing orders and approval plansH. Standing orders and approval plans I. Selection toolsI. Selection tools J. GiftsJ. Gifts K. ReplacementsK. Replacements L. Course ReservesL. Course Reserves M. Expensive purchasesM. Expensive purchases N. Access and ownership policiesN. Access and ownership policies

III. Detailed analysis of the collectionIII. Detailed analysis of the collection

A. Books and other textual materialsA. Books and other textual materials B. Printed and recorded musicB. Printed and recorded music

Western art musicWestern art music Music from other traditions (world music, jazz, Music from other traditions (world music, jazz,

popular music)popular music)

The analysis of the collectionThe analysis of the collection

Conspectus Approach – an overview or summary of Conspectus Approach – an overview or summary of collection strengths and collection intensities collection strengths and collection intensities arranged by subject, classification scheme, or the arranged by subject, classification scheme, or the combination of either, and containing standardized combination of either, and containing standardized codes for collection or collecting levels and for codes for collection or collecting levels and for languages of materials collected. languages of materials collected. Assessment – evaluating materials already in the collectionAssessment – evaluating materials already in the collection Development – addresses current and future needs for the Development – addresses current and future needs for the

collection and involves selecting materials to best meet collection and involves selecting materials to best meet those needs. those needs.

Conspectus modelsConspectus models

RLG ConspectusRLG Conspectus LCSH classificationLCSH classification Dewey ClassificationDewey Classification Should include assigned codes to describe the Should include assigned codes to describe the

strengths of the existing collection and desired future strengths of the existing collection and desired future strengthsstrengths Ex. A=Exhaustive, comprehensive B=Intensive, extensive Ex. A=Exhaustive, comprehensive B=Intensive, extensive

C=Beginning research, advanced coursework support D = C=Beginning research, advanced coursework support D = undergraduate support level, E = Core levelundergraduate support level, E = Core level

For each category, indicate existing level and desired levelFor each category, indicate existing level and desired level

Narrative approachNarrative approach

May find this more appropriate or useful than May find this more appropriate or useful than the conspectus modelthe conspectus model

Include geographical areas covered or Include geographical areas covered or excluded, chronological periods and excluded, chronological periods and movements or schools covered or excluded, movements or schools covered or excluded, publication dates collected or excluded, publication dates collected or excluded, detailed subject descriptions in terms of the detailed subject descriptions in terms of the library’s classification scheme (include library’s classification scheme (include collecting levels)collecting levels)

Looking at examplesLooking at examples

[enter marci’s website][enter marci’s website]

Ways to evaluate your collectionWays to evaluate your collection

Standardized lists (BML, Top 500 recordings)Standardized lists (BML, Top 500 recordings) Amigos, OCLCAmigos, OCLC Circulation statisticsCirculation statistics Asking for advice from experts Asking for advice from experts Readers Guide to Music, other bibliographiesReaders Guide to Music, other bibliographies

How to make a physical evaluation How to make a physical evaluation on various formats on various formats

BooksBooks ScoresScores CDsCDs DVDsDVDs VHSVHS CassettesCassettes Reel-to-reelReel-to-reel

To Toss or Not to Toss?To Toss or Not to Toss?

Activity: what is your criteria for weeding the Activity: what is your criteria for weeding the following formats:following formats:

Music ScoresMusic Scores Music CDsMusic CDs Music BooksMusic Books Music VHSMusic VHS

Copyright considerationsCopyright considerations

Assessing your patron baseAssessing your patron base

Who are your patrons (general public, children, Who are your patrons (general public, children, undergraduate students, graduate students, faculty?)undergraduate students, graduate students, faculty?)

What are their music needs?What are their music needs? What formats and types of music do they check-out What formats and types of music do they check-out

most often?most often? What programs and events are offered in the What programs and events are offered in the

community?community? What ethnic groups are present?What ethnic groups are present? Who are the local artists? Who are the local artists?

What are ways to obtain feedback on What are ways to obtain feedback on your collections?your collections?

How do you market your How do you market your collections?collections?

QuestionsQuestions

Leaders can be contacted for follow-up Leaders can be contacted for follow-up questions, take a business cardquestions, take a business card

Thanks for attendingThanks for attending

Please fill out the evaluation and let us know Please fill out the evaluation and let us know how we can improve this workshop.how we can improve this workshop.