National Library of Australia


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:

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.

  1. 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.
  2. 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.
  3. Future acquisition intentions - Use Conspectus levels 0-5. Be realistic - a 'wish list' is of little value inside or outside the institution.
  4. Language - Note only if material other than in English is held or to be acquired.
  5. 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.