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Library Collection Management 101

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Read reviews - Library Journal. Preview publishers materials ... Ugly (worn out beyond mending) Superseded by a newer edition ... – PowerPoint PPT presentation

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Title: Library Collection Management 101


1
Library Collection Management 101
  • Instructor Julie Italiano
  • jitalian_at_ccclib.org
  • An InfoPeople Workshop
  • Spring 2006

2
This Workshop Is Brought to You By the Infopeople
Project
Infopeople is a federally-funded grant project
supported by the California State Library. It
provides a wide variety of training to California
libraries. Infopeople workshops are offered
around the state and are open registration on a
first-come, first-served basis. For a complete
list of workshops, and for other information
about the project, go to the Infopeople website
at infopeople.org.
3
Introductions
  • Name
  • Library
  • Position
  • Why are you here?

4
Workshop Overview
  • Types of materials
  • Community needs assessments
  • Budget considerations
  • Evaluating and selecting
  • Collection assessment
  • Collection maintenance
  • Challenges
  • Future trends

5
Types Of Materials
  • Adult
  • Youth
  • Reference
  • Electronic

6
Adult Core Collections
  • Adult Fiction
  • current
  • retrospective (modern/classic)
  • Adult Non-Fiction
  • self-help or legal
  • test guides
  • personal finance and job searching
  • health
  • travel

7
Youth Core Collections
  • Teen
  • contemporary fiction
  • teen topics
  • Childrens
  • picture books, easy readers
  • homework assignment material
  • animals
  • biographies

8
Reference Core Collections
  • Almanacs
  • Dictionaries
  • Encyclopedias
  • Others?

9
Electronic Resources
  • Ebooks
  • Newspapers
  • Magazines
  • Databases
  • Digital formats
  • audiobooks
  • music
  • videos

10
Collections Should Be
  • Appropriate
  • Diverse
  • Circulating
  • What people want

11
How Do You Find Out What People Want In Your
Library?
  • Conduct A Community Needs Assessment

12
Why Do A Needs Assessment?
  • To identify gaps in service and collections
  • Find out who uses the library and materials
  • How the community is changing
  • Determine if staffing patterns and library hours
    are adequate
  • If space and building are adequate

13
Needs Assessments Include Info That Is…
  • Descriptive
  • Allows the library to use information to create
    collection profiles based on community interests
  • Statistical
  • Enables an objective approach to building
    collections based on data and trends

14
Descriptive Information
  • Historical interest
  • background of community
  • Cultural organizations
  • social groups
  • Educational institutions
  • values in community
  • Recreational opportunities
  • community interests

15
Statistical Information
  • Demographic data
  • ethnicity
  • race
  • language
  • Geographical data
  • growth patterns
  • population distribution
  • transportation routes

16
Ways To Collect Needs Assessment Information
  • Surveys
  • user surveys
  • non-user surveys
  • Groups
  • key informants, such as educators, public
    officials, business leaders
  • community forums involve groups with shared
    interests

17
Share Outcomes With Community
  • Communicate
  • post results of surveys online
  • display questionnaire in library
  • Report
  • attend faculty meetings at schools
  • Chamber of Commerce luncheons

18
Small Group Exercise 1
  • Community Needs Assessment

19
Budget Considerations
  • When Can I Start Spending?

20
Budget Decisions
  • Distribution
  • past spending patterns
  • circulation
  • turnover rates
  • Standing Orders
  • formats
  • subjects

21
Alternative Budget Funding
  • Friends/Foundations
  • Grants
  • governmental
  • private
  • Gifts
  • memorials
  • trusts

22
Evaluating Gift Materials
  • Acceptable gifts for the collection
  • replaces a missing copy
  • replaces a copy in poor condition
  • replaces an older edition
  • Unacceptable gifts for the collection
  • shows excessive wear
  • format not consistent with collection
  • previous rental store use or ownership

23
How Much Does A Gift Cost?
  • Evaluating
  • Cataloging
  • Processing
  • Weeding
  • Disposing

24
How Do You Handle Gift Donations In Your Library?
  • Unique Stories To Share?

25
Evaluating Collections
  • Collection should reflect quality
  • appropriate for community
  • diverse opinions
  • Collection should reflect demand
  • circulates
  • what people want

26
Ways To Be A Good Selector
  • Read reviews - Library Journal
  • Preview publishers materials
  • Consult bibliographies - Fiction Catalog
  • Review patron suggestions
  • Acknowledge staff recommendations

27
Investigating What To Buy
  • Bookstores
  • online
  • in town
  • Award lists
  • Caldecott/Newbery
  • Popular Culture
  • current events

28
Making Purchasing Decisions
  • Subject matter
  • Construction
  • Potential use
  • Relation to collection
  • Cost

29
Selection Criteria For Material
  • Accuracy
  • Authority
  • Currency
  • Impartial
  • Organization

30
Unique Criteria for Electronic Selection
  • Licensing
  • Remote use
  • Special equipment
  • Technical support
  • Telecommunications costs

31
Small Group Exercise 2
  • Evaluating and Selecting

32
Assessing Your Collection
  • How collections are measured
  • Comparing collection with lists

33
Quantitative Measurements
  • Number of titles
  • physical count of titles from shelves
  • Age of materials
  • range and distribution of publication dates
  • Use
  • circulation statistics
  • turnover rate
  • Per capita measurements
  • how many titles per population

34
Core Collection Lists
  • Verifies selection decisions
  • Comparisons with other collections
  • Provides information for purchasing

35
Collection Maintenance
  • Weeding
  • discarding
  • withdrawing
  • Changing formats
  • Replacing materials
  • Rotating collections

36
Why Weeding is Necessary
  • Uncovers gaps in collection
  • Provides new space
  • Increases circulation

37
Criteria For Weeding
  • Misleading or factually inaccurate
  • Ugly (worn out beyond mending)
  • Superseded by a newer edition
  • Trivial ( no literary or scientific merit)
  • Irrelevant to community needs
  • Elsewhere (borrowed elsewhere)

38
Why Weeding Doesnt Happen
  • It takes too much time
  • If tossed today, will need tomorrow
  • Unable to throw away public property
  • Wont have enough books
  • Admits to collection mistakes

39
How To Weed
  • Discard damaged materials
  • Withdraw outdated items
  • Dispose of materials
  • sell
  • give away
  • recycle/destroy

40
Weeding Examples
  • 004-006 Computers 3/1
  • 025.04 Internet 3/1
  • 030 Encyclopedias 5/x
  • other 000s 5/3

41
When Should You Change Formats?
  • Demand
  • Availability
  • Durability
  • Costs

42
What Is A Replacement List?
  • How do you create one?

43
Replacement Options
  • Subject areas
  • Title suggestions
  • Weeding reports
  • Rotating collections
  • Last copies

44
Small Group Exercise 3
  • Weeding Collections

45
Challenges For Libraries
  • Reach Out
  • Research
  • Respond

46
Intellectual Freedom
  • Who might be a censor?
  • government
  • community groups
  • individuals (including librarians)
  • Need materials representing all sides
  • balance in collection

47
Have You Faced A Challenge?
  • What Was Your Experience?

48
Types Of Censorship
  • Labeling
  • Obscenity
  • Racism
  • Gender/Sex
  • Illegal acts
  • Questionable truth
  • Stolen items

49
Defending Material Challenges
  • Formal policy and procedure
  • Promote Library Bill of Rights
  • Communicate intellectual freedom

50
Small Group Exercise 4
  • Facing A Challenge

51
What Are Some Future Trends In Collection
Development?
  • Outsourcing selection
  • Floating collections
  • GIS software
  • RFID
  • WorldCat

52
Why Outsource Selection?
  • New materials arrive quickly
  • time reduced between selecting/ordering
  • Rely on expertise
  • vendors stay on top of publishing world
  • Necessary to place large order
  • opening day collections
  • special grant or gift that needs expenditure

53
Floating Collections
  • Materials that are shared by all communities and
    are moved by patrons and not a delivery system

54
Benefits To Floating Collections
  • Refreshes and revitalize materials
  • materials are moved by demand
  • Increases availability of items
  • reduces time spent in shipping
  • faster service for patrons
  • Extends the shelf life of materials
  • reduces workload for delivery and circulation
    staff

55
GIS Software
  • GIS (Geographic Information Systems)
  • links tabular data to map coordinates
  • provides analysis of information by layers
  • translates data into latitude/longitude

56
Collection Planning With GIS
  • Collects cardholder use
  • density rate
  • checkout rate
  • turnover rate
  • segmentation analysis
  • circulation rate
  • items borrowed by service area

57
RFID
  • RFID (Radio Frequency Identification) is
    technology that uses radio waves to identify
    objects

58
RFID Portable Reader
  • Locates improperly shelved volumes
  • Fast, efficient inventory
  • Searches individual item
  • Weeds out materials

59
Resource Sharing Options
  • California Libraries Catalog
  • WorldCat
  • Open WorldCat
  • inter-library loans
  • shared catalogs
  • support challenges

60
Individual Exercise 5
  • Collection Management Ideas to Take Back To Your
    Library
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