Guidelines for the preparation of a collection development policy
Prepared by the (former) Australian Council of Libraries and Information
Services (ACLIS) A collection development policy is a statement of
general collection building principles which delineates the purpose and content
of a collection in terms relevant to both external and internal audiences. It
would not normally include the procedures necessary for the implementation of
these policies. Items which should be considered for inclusion in a collection
development policy cover both an introduction to the library and its
collections, and details of the subject areas collected.
Introduction to the Library's collections
1. Relationship to mission
- A library's collection must be seen to reflect the needs and
objectives of its parent body. The collection development policy should be
placed in the context of the library's mission and that of the wider
organisation. If mission statements are available, it is appropriate to
reproduce them in the policy, together with goals and objectives relevant to
the collection.
2. The purpose of the collection development policy
- Why has the policy been created? To whom is it addressed? Many
libraries see their collection development policy as an expression of their
accountability as well as an indication of their planning intentions. How is it
to be used? Possible uses may include in discussions with funding bodies; to
enlist support of stakeholders; to explain and justify to special interest
groups the inclusion or exclusion of particular items. What authority has it -
has it been approved by the Librarian, the Library Committee or Chief
Executive, the Council or the Governing Body?
3. Clientele served
- Refer to any unusual, distinctive or unexpected features of the
clientele served. What are their needs? Is there differential treatment of
those served? Who is not served?
4. Access
- What access to the collection is available? Include access to
bibliographic records. Is this via ABN? Dial-up OPAC? Are there any
non-standard restrictions on inter-library loan access? What are the provisions
for personal access? If electronic media are collected, is there provision for
remote access to these?
5. Background to the collection
- What broad categories of material comprise the collection -
monographs, serials, audiovisual materials, electronic media, archival
materials? What is the history of the collection? How has this affected what is
and is not included within it? Are there any unusual features which will affect
the collection or its usage?
6. Budget
- How is the acquisition budget allocated? Is the budget divided by
subject or department or group? If it is divided using a formula, this should
be quoted. Is there an expected ratio between expenditure on monographs and
that on serials? Between other categories of material collected?
7. Selection principles
- Who is to undertake the selection? If users undertake selection,
under what constraints do they operate? Budget? Mission? What control does the
library exercise over their selection? What principles are expected to guide
those involved in selection? These should include:
- selection criteria for purchased materials of all kinds. These will
presumably include currency, price, level, authority, etc.
- criteria for different types of media. What formats are collected?
- selection criteria for gift material. Are these the same as for
purchased materials? If not, why not? What happens to material which is
rejected? Are gifts accepted to which the donor has attached conditions? Is the
institution registered under the Taxation Incentives for the Arts Scheme?
- where appropriate, the Library's policy on questions of
intellectual freedom. Many public and school libraries have found it helpful to
quote the ALIA Statement on
freedom to read, and have a formal procedure for handling complaints;
this could appropriately appear in the collection development policy.
8. Special collections
- History and background, special selection criteria, and possibly
cataloguing, storage and access arrangements, may be relevant here.
9. Limitations
- What categories of material are not acquired? Exclusions
commonly include decisions based on physical format, price, age and language,
amongst others.
10. Cooperative relationships with other libraries
- External library collections may impact on collection building
decisions, especially where materials are located in close geographical
proximity or are accessible through networking or formal cooperative
arrangements.
11. Collection evaluation
- Is the collection evaluated? How? How often?
12. Preservation activity
- What is the physical condition of the collection? If some material is
at risk, what is being done about it?
13. Weeding
- Is there a weeding policy? This would answer the questions - who
weeds the collection? What criteria are applied? How regularly is weeding to
take place? What is done with material removed from the collection?
14. Review of the collection development policy
- If the collection development policy is to remain relevant, it will
need constant revision so that it continues to reflect accurately the changing
needs of the library and its clientele. Who is to review the policy? How often
is this to be undertaken?
Subject Areas In Which The Library Collects
Whether or not the library has decided to adopt conspectus, we
recommend that a conspectus-like approach be adopted for the
description of the specific areas in which the library has and will acquire
collections.
- Subjects collected - It is usual to base these upon the
classification scheme adopted. Special libraries may, however, prefer to
describe their collections in terms of broad subject categories.
- Present collection strengths - Use Conspectus levels 0-5. Experience
with Conspectus indicates that quick, intuitive assessments are often
surprisingly accurate; this suggests that there is probably not much point in
attempting to do this assessment in great detail or care, at least first time
around.
- Future acquisition intentions - Use Conspectus levels 0-5. Be
realistic - a 'wish list' is of little value inside or outside the institution.
- Language - Note only if material other than in English is held or to
be acquired.
- Geographic area - Use where appropriate, noting for example if the
library has unexpected strengths in non-Australian subject coverage. Regional
or local studies strengths could also be noted.
Select bibliography
This list includes a few especially useful references which those
writing or revising a collection development policy may wish to consult.
Collection development policies. Washington: ARL Office of
Management Studies, 1977. (SPEC Kit #38). Includes examples of many US
collection development policies; pre-Conspectus.
Gorman, GE, and BR Howes Collection development in Australian
libraries. Wagga Wagga, NSW: Riverina-Murray Institute of Higher
Education, 1988. A library school textbook, but one which concentrates on why
and how to write a collection development policy, and has the virtues of being
recent and Australian. Includes reprints of many useful journal articles as
appendixes.
National Library of Australian Collection development policy.
Canberra, 1990. The current, extensively revised version. Very much more
detailed than most libraries' collection development policies will need to be,
but a persuasive model, especially in its use of Conspectus levels.
Whitehead, Derek 'How to write a collection development policy',
Acquisitions, V6(2) 1989: 25-8. Positively the shortest useful article
available; very practical and sensible. Suggests 'lifting' as much as possible
from other policies to save reinventing any wheels.
These guidelines have been prepared to assist libraries which are about
to formulate or revise a collection development policy. To this end they
suggest items which could be included, and advocate a common approach to
terminology and description. The guidelines were written by Peter Clayton, with
advice and assistance from the ACT ACLIS Committee on Cooperative Collection
Development. Members of this Committee are Peter Clayton (Convenor, University
of Canberra), Averill Edwards (National Library of Australia), Michael Evans
(Australian National University), Margaret Henty (Conspectus Officer, National
Library of Australia), Margaret Shaw (Australian National Gallery) and David
Wardle (ACT Library Service).
Last modified: July 28 2004.