Library Collection Management 101 Instructor: Julie Italiano An InfoPeople Workshop Spring 2006

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.

Introductions Name Library Position Why are you here?

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

Types Of Materials Adult Youth Reference Electronic

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

Youth Core Collections Teen contemporary fiction teen topics Children’s picture books, easy readers homework assignment material animals biographies

Reference Core Collections Almanacs Dictionaries Encyclopedias Others?

Electronic Resources Ebooks Newspapers Magazines Databases Digital formats audiobooks music videos

Collections Should Be: Appropriate Diverse Circulating What people want

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

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

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

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

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

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

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

Small Group Exercise #1 Community Needs Assessment

Budget Considerations When Can I Start Spending?

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

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

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

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

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

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

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

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

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

Selection Criteria For Material Accuracy Authority Currency Impartial Organization

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

Small Group Exercise #2 Evaluating and Selecting

Assessing Your Collection How collections are measured Comparing collection with lists

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

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

Collection Maintenance Weeding discarding withdrawing Changing formats Replacing materials Rotating collections

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

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)

Why Weeding Doesn’t Happen It takes too much time If tossed today, will need tomorrow Unable to throw away public property Won’t have enough books Admits to collection mistakes

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

Weeding Examples Computers 3/ Internet 3/1 030 Encyclopedias 5/x other 000s 5/3

When Should You Change Formats? Demand Availability Durability Costs

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

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

Small Group Exercise #3 Weeding Collections

Challenges For Libraries Reach Out Research Respond

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

Have You Faced A Challenge? What Was Your Experience?

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

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

Small Group Exercise #4 Facing A Challenge

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

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

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

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

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

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

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

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

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

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