Guidelines for the reference collection
1. General introduction
The National Library‘s Reference Collection includes material selected to:
- provide readers with quick access to concise information on a broad range of subjects
- assist readers to locate material in the National Library’s collection through a range of information sources in both print and electronic formats
- assist readers to locate material in collections held elsewhere.
Reference material includes books, journals and other serial publications, online databases and Internet resources. All purchased, subscribed and selected free online resources are listed in the Library’s catalogue. The print collections are located in the Library’s reading rooms and the electronic resources are accessible via the Indexes and Databases section of the Library’s website and the catalogue.
The principal print reference collection is housed in the Main Reading Room. Material located in the Manuscripts, Petherick, Maps, Asian, Newspaper/Microform and Pictures Reading Rooms is selected to enhance access to and understanding of the Library’s special collections and other related collections. Material is placed in the most appropriate reference location to best meet the needs of readers.
The general guidelines relating to the selection of print reference material are also applicable to the selection of electronic material.
Specific guidelines for the selection and purchase of electronic reference material can be found in the Statement of principles guiding purchase of electronic products for the National Library of Australia. In addition, technical issues such as system requirements, equipment, search interface and availability of user support and documentation are considered.
Generally all electronic resources, including CD ROM products, are available through the public computers in all reading rooms. For some resources, remote access via the website is not available due to restrictions related to purchase or licence agreements.
2. Selection principles
2.1 Content
- Subject coverage. The reference collection covers all subject areas broadly with emphases as reflected in the Library’s Collection Development Policy.
- Geographic coverage. The Library’s greatest strength is in Australiana, and priority is given to collecting reference material with a focus on Australia. The Asia-Pacific region is the next priority followed by general overseas material.
- Quality and authenticity. Material acquired for the reference collection is selected as far as possible for reliability in terms of content in order to provide access to the highest quality information for our readers. The authority and expertise of the author/s and publishers are taken into account.
- Currency. For ready reference or factual material such as encyclopaedias and dictionaries the most current edition is shelved in the reference collection. Older material may be included in the collection if it is still of reference value ie it satisfies all other selection criteria and there is no current equivalent available or it has historical significance. For printed journal indexes and abstracts the latest five years are shelved in the reference collection; earlier editions are located in the book stacks. In selected cases earlier editions may be shelved in the reference collection for the convenience of readers.
- Language. Most reference material is in the English language, although key resources in other languages are purchased. Asian language reference material is housed in the Asian Collections Reading Room
- Completeness. Full sets of multi-volume works are selected rather than individual volumes from a title.
2.2 Format
Where material is available in different formats the choice of format is influenced by the needs of the Library and its readers ie consideration is given to the most easily accessible and searchable format. In selected cases titles are retained in both print and electronic formats. In addition, technical issues such as system requirements, equipment, search interface and availability of user support and documentation are considered.
2.3 Price
Value for money is a consideration when selecting material.
3. Types of material
Encyclopaedias. At least one copy of each new edition of selected Australian encyclopaedias is acquired. Key overseas general encyclopaedias are updated every five years, depending upon publication cycles. Certain encyclopaedias are retained on the reference shelves if their subject coverage is relevant to readers’ needs, even if they are older works. Selected subject encyclopaedias are also included. Key titles may be held in both print and electronic formats.
- Dictionaries. A range of English language dictionaries, including colloquial language dictionaries, is acquired. Dictionaries of Australian Aboriginal languages are included. Foreign language dictionaries are acquired to cover as many major language groups as possible. Dictionaries giving English translations are preferred. Asian script dictionaries are located in the Asian Collections Reading Room. Selected subject and biographical dictionaries are also included.
- General bibliographies (lists of publications). The following types are included:
- bibliographies of journals and newspapers
- bibliographies of bibliographies
- books-in-print listings from selected countries.
- National bibliographies. Five year sets of national bibliographies from selected English speaking countries are included. Access to Australia's publishing output is provided through the electronic service Recent Australian Publications (RAP).
- Catalogues. Print catalogues of major libraries with significant collections of material are held. Many online catalogues of major Australian and international libraries are listed as part of the Australian Libraries Gateway
- Indexing and abstracting services. Most indexing and abstracting services are available electronically via Indexes and Databases [note: 2006, this is now e-Resources) on the Library’s website although not necessarily for the full run of a title. Printed indexes and abstracts are retained in the print reference collection where there is no suitable electronic format. Where print versions are superseded by electronic versions, the print copy is placed in the general collection.
- Guides and directories. Guides and directories no older than five years are held in the reference collection; historical items are the exception. Types of guides and directories include:
- yearbooks, almanacs, handbooks, manuals and directories
- statistical yearbooks and guides to statistical sources from Australia, New Zealand, Asia-Pacific countries, Europe, UK, USA, Canada and international organisations
- almanacs and yearbooks of world events
- guides to national and international organisations
- guides and directories of Australian companies
- guides and directories of Australian and selected overseas associations
- guides and directories of Australian educational institutions of a general nature only; guides for individual Australian educational institutions are available via the Internet
- guides and directories of Asian, Pacific, US and UK educational institutions of a general nature only
- telephone directories for Australia; for Australia and overseas countries, directories are also available via the Internet
4. Broad subject areas
The reference collection contains material across a range of subject areas, in both printed and electronic formats, in accordance with the Library’s Collection Development Policy. Priority is given to collecting material with a focus on Australia; the Asia-Pacific region is the next priority followed by general overseas material. Indexing, abstracting and where available full text services are available for the following subjects. Other examples of the types of material collected within these subject areas are indicated.
- Art – General works on world, regional and Australian art, painting drawing; sculpture, photography, design and architecture; and biographical dictionaries of artists.
- Biography - National biographies from selected countries, biographical dictionaries relating to specific subject areas and general indexes. Local sources for the ACT and surrounding district are also collected where available.
- Dance – Encyclopaedia, dictionaries and directories of dance and dancers, companies, choreographers for all styles of dance.
- Economics - General works on economics, business and finance and works on taxation, world and Australian business directories and rankings.
- Genealogy - General titles outlining family history methods, origins of surnames, and guides to tracing family records.
- Geography and Cartography– General works, gazetteers of the world, thematic atlases and travel guides for Australia and selected overseas countries.
- Government - Guides and directories to government, both current and historical, with a focus on Australia, including its states and territories, New Zealand, Asia and the Pacific, UK, USA and Canada.
- History - Broad range of material covering various countries, historical time periods and events with an emphasis on Australia.
- Information Technology -
- Law - Broad range of material relating to Australian law, including legal encyclopaedias, guides and directories. There is also coverage of international areas of law including the United Nations and international treaties.
- Librarianship –
- Literature - Broad range of materials covering various literary periods, including encyclopaedias of the literature of various countries and biographical dictionaries. There are also style guides and collections of quotations.
- Music – Encyclopaedia and dictionaries of music and musicians, musical theatre and music technology.
- Philosophy - General works.
- Religion - General works of the world’s great religions.
- Sciences – Broad range of pure and applied science subjects, including general science, cosmology, chemistry, physics, biological science, entomology, geology, marine science, forestry, food sciences and medicine.
- Statistics - Broad range of statistical publications for a variety of countries such as year books, census data and collections of historical statistics.
5. Selection and review process
Library staff regularly recommend material for inclusion in the print and electronic reference collections. This is done via regular scanning of the Library’s daily Australian and overseas book intake, reading of book reviews and scanning of professional literature. Titles recommended are assessed against the selection criteria. Regular reviews of material are conducted by reference librarians; material which is no longer appropriate is returned to the general collection. Suggestions for inclusion in any of these collections can be made to the Director, Reader Services, National Library of Australia, or may be emailed to infoserv@nla.gov.au
This policy will be reviewed every 2 years.
September 2004
