Developing Outstanding Core Collection

Dr. Marilou P. TadlipDirector of Libraries

University of San Carlos

Seminar-Workshop on Essential Library: Creating and Sustaining a Leading EdgeVilla Escudero, San Pablo City, LagunaOctober 25-27, 2004

Sponsored by: Philippine Association of Academic and Research Libraries (PAARL)

Content Outline

I. Introduction

II. From Development to Management of Library Collections

III. Collection Management

IV. Collection Evaluation

V. Suggested Ways of Developing Bibliographic Competence in a Subject Area

VI. Conclusion

I. Introduction

Collection Development aims to meet the information need of customers but

constraints of: Budget Diversity of customers information needs Vast amount of available information

Must be hurdled so that an outstanding core collection is built.

II. From Development to Management of Library Collections

Paul Mosher, then head of collection development at Stanford University and one o the leaders in this new field, challenged librarians to move away from traditional “collection development” perspective, which emphasized only acquisitions, selection and collection building toward a new vision of “collection management”, which encompassed a much broader range of policy, planning, analysis and cooperative activities.

III. Collection Management

Collection Management includes the theory and practice of collection policy development, collection analysis, collection use and user studies Assessment, in which the collection is

described according to the different subjects and formats of the materials

Evaluation, in which the collections appropriateness for the customers is judged

Environmental Scan for collection Development: Critical Issues

Access vs Ownership debate Restricted Materials Budget Changing Management Strategies to

Maximize Budgets Impact of Information Technology

Shifts in Collection Resources

Availability of a wealth of information resources

Cooperative collection development and resource sharing takes on new meaning

Development of Internet tools, World Wide Web Access and Online Multimedia capabilities enables access to collections regardless of format or locationApproaches to managing information (refer to the diagram in the next slide)

Approaches to Managing Information

CLASSICAL

MODERNIZED

EMERGENT

Print-basedComprehensiveLibrary of Record

PrintJust-in-time CollectingResource Sharing EnhancementExpanded Access & Delivery OptionsArticles on Demand

Network DataInteractive Research CommunicationInformation as it Emerges

IV. How Collections are Measured

Evaluation and assessment techniques fall into two broad categories:

1. Collection-centered (counting holdings an checking lists to determine the collection’s scope and depth

2. Client-centered (conducting user surveys and gathering information on how clients use the collection)

An effective assessment uses both types of techniques to gather two types of data

Quantitative (including numbers, age and/or use of statistics)Example: Number of titles: A manual or automated shelf list count , a physical count or estimate of titles from the shelves, a count of acquisitions and expenditures, the percent of each subject’s yearly growth, the percent of acquisitions compared to published titles

An effective assessment uses both types of techniques to gather two types of data

Qualitative (such as observations)Example: Percent of standard titles or items: Calculated by consulting “best” lists

Individual or group evaluation: Shelf scanning by the librarian, observation by an outside expert or observation by a committee

Assessment Techniques

Examination of shelf list data Direct examination of the collection List checking Evaluation by an outside expert or a

specialist on the library staff Citation Analysis

Bibliographer or Research Manager

The current trend in large universities: Changing scenario has broadened the roles

of the collection specialist Areas of specialty are now broader than just

specific programs or departments New specialist of resources must have the

ability to work with interdisciplinary programs and resources

Bibliographer or Research Manager

Some new tasks are Collection development, evaluation, selection

and management of resources; local, networked and remote

Development of strategies and software for subject/discipline network access

Decision making regarding resource sharing Providing specialized research assistance to

users; networked or local

Assisting users in the use of databases and electronic resources

Development of a resource map to guide selection and evaluation of resource

Resource Mapis an information map on a web page to guide users to vast sources including a hot link to the resource specialist

Bibliographer or Research Manager

Assessment Framework: The Conspectus Approach

Collection Codes

CL - Current Collection

AC - Acquisition Commitment

GL - Collection Goal

PC - Preservation Goal

Ratings

0 - Out of Scope1 - Minimal Level (a subject area which is our

scope for the library’s collections, and in which few selections are made beyond very basic reference tools)

2 - Basic Information Level (a highly selective collection which serves to introduce and define the subject and to indicate the varieties of information available elsewhere. It includes major dictionaries and encyclopedias, selected editions of important works, historical surveys, important bibliographies and a few major periodicals in the field)

Ratings

3 - Study or Instructional Support Level (a collection which is adequate to support undergraduate or graduate course work, or sustained independent study; that is, which is adequate to maintain knowledge of a subject required for limited or generalized purposes, of less than research intensity).

4 - Research Level (a collection which include the major source materials required for dissertations and independent research, including materials containing research reporting, new findings, scientific experimental results, and other information useful to researchers).

Ratings

5 - Comprehensive Level ( a collection in which a library endeavors, so far as is reasonably possible, to include all significant works of recorded knowledge (publication, manuscripts, other forms) in all applicable language, for a necessarily defined and limited field. This level of collection intensity is that which maintains a “special collection”, the aim if not the achievement is exhaustiveness)

The ratings do not judge the collection as “good” or “bad”. The collection is evaluated by comparing the levels of current collection (CL) and acquisitions commitment (AC) to the collection goal (GL) and preservation commitment (PC)

Customer Needs Assessment

Results of a needs assessment study can be used to determine

How extensively the collection is being used and to identify gaps

Who uses the library and ways to reach non-users How successful library services are and how they can

be improved to reflect the customers needs Whether staffing patterns and library hours are

adequate

V. Suggested Ways of Developing Bibliographic Competence in a Subject Area

Prepare a topical outline of the subject content. Use general encyclopedia divisions to obtain an overview of the subject

Consult a principal subject encyclopedia Locate and examine all literature guides. Begin with

the library’s manual or electronic catalog. In examining literature guides, look at the table of contents and index for key concepts of the subject

Make a similar study of the books and monographs devoted to a special aspect of the field

Prepare a list of basic textbooks and other general works devoted to the whole field

V. Suggested Ways of Developing Bibliographic Competence in a Subject Area

Pay attention to producers of materials like associations, museums, universities, libraries• An association brings together key men with their own

special talents• An association library or university press puts out

accessions lists and bibliographies which are often the best selection tools.

Example: Women in Literary Arts (WILA), BATHALAD, Lubas sa Dagang Bisaya (LUDABI), Putting Dagang, Historical Association of Cebu (HACE), Cebu Historical Society

V. Suggested Ways of Developing Bibliographic Competence in a Subject Area

Become familiar with periodical and serial publications

Make a thorough study of reference books in the subject area

Learn the trends of reference in the subject by looking at annual reviews and annual reports

Be familiar with kinds of data, materials and methodology in the discipline

Keep up with the latest research of the subject area, through abstracts of dissertations

Conclusion

Up to now, many good librarians will confirm that the measure of a good library is the collection

For several reasons, including diminishing budgets, size may no longer be the single most dependable gauge of library

As a result of IT, information gateways other than print sources have made possible access to a vast array of digitized information packages, thus expanding a library’s reach of resources

The libraries of the future will be distinguished not by size an quality of collections along but by their Ability to provide network access to resources and Agility in providing wide access to remote resources

Thank you for active listening