Collection Development Policy By Dr Muhammad Ismail Presentation

Collection Development Policy By Dr. Muhammad Ismail Presentation 1

Definition • A collection development policy (CDP), is a written statement giving a plan to correct collection weaknesses while maintaining its strength providing details to guide the library staff. (G. Edward Evans) • Thus it is a tool which guides the library staff to meet the real objectives of the parent body and serves as a bases for the systematic development of the collection. 2

Need/reasons and purpose of CDP • There are many libraries having no CDP or a Written policy, but despite of it they are outstanding. • This is because of the fact that the staff of such libraries are either highly intelligent, committed, or having sufficient experience and stay in the same library. • Their longer stay in the same library give them sufficient knowledge about its collection and the community served. Thus they can maintain their library collection quite well. 3

(Continued) • But today it is impossible to devote entire career to one library. • A librarian may leave one library for another for better prospects. Thus a new librarian needs time to know about the collection and the community served. • Thus he needs the pattern of collection development of his library. For which he needs a written policy in order to meet the objectives of the parent body or the library. 4

(Continued) • There a number of reasons/purposes of collection development Policy. Some of the most important are: 5

To meet goals of the libary • A collection development policy forces/compels the library staff to achieve goals of the library. • All these objectives and goals are brought in black and white. • A CDP is prepared keeping in view these goals and objectives. • Through CDP, needs of the users/readers are identified and priorities are set to allocate more funds to meet these needs. 6

To serve the whole community • CDP ensure that the library has been established for the benefit of the community and that it has to serve the whole community without any restriction. 7

Set standards • CDP set standards for book selection and their inclusion in the library. • It also set standards as to what type of material has to be weeded out. 8

Facilitate cooperation and coordination • CDP tells as to what type of material is available in the library. • Thus once reading out the CDP the neighboring libraries can easily know about the nature and scope of the material. • They can then think of library cooperation, and resource sharing. 9

Minimize Personal Bias • CDP minimize the personal likeness and dislikeness of the selector. • Since a CDP tells that as to what type of material has to be selected, therefore there is little chance for a selector to affect the process of selection with his personal bias. 10

Assures continuity in uniform selection • It assure continuity in uniform selection of material • In case some staff members are transferred or retired, it does not affect the selection process. • The new staff, even if have no orientation of the whole collection, can develop the collection smoothly and accurately with the help of CDP. • Thus ensure smooth continuity in the collection development process. 11

Evaluate staff performance • A CDP is a mean for the staff to evaluate their own performance periodically. • It is also a tool for the governing body to evaluate the performance of the staff. • By tracing and matching the CDP with the collection, it is easy to judge the performance of the staff. 12

Help in budget allocation • CDP can also help in allocating budget to various subject areas. • Since CDP sets priority subject areas and tell what subjects the library has to concentrate on. • Thus it becomes easy for the library staff to allocate budget to various subject heads properly, like how much to be allocated to periodicals, journals, books, reference, NBM etc. 13

Compilation/Formulation of CDP • Compiling a CDP is not an easy task. It needs much time and thinking for gathering information. • To compile a good CDP, it is essential to keep in mind the following elements. • i. Community • ii. The existing collection • iii. Who should select 14

Compilation of CDP (Continued) • i. Community: • The community served by the library must be studied thoroughly. • The users must be examined • Their interest and needs must be kept in mind. • The number of population served by the library must also be known so that to know the number of population in comparison of the existing collection. 15

Compilation of CDP (Continued) • ii. The existing Collection • Secondly the existing collection must be examined in some detail in order to know its strength and weaknesses. • The subject areas red most and red less by the readers must be dig out. • Details about the type of collection must also be known like books, periodicals, films, CDs, NBM etc. 16

Compilation of CDP (Continued) • iii. Who shall select: • It should also be worked out that who should select the material or who should be involved in the selection process whether readers, staff, department heads, or a book selection committee. 17

Compilation of CDP (continued) • After the a tentative program has been chalked out as described above, a draft policy must be prepared which must have the following points: 18

Introduction • Introduction explains why the policy has been written. It tells: • People involved in the policy making (like staff, external experts, library committee, executives etc. ) • The community served (its composition, population, history etc) • More over the policy is introduced briefly in the introduction. 19

Philosophy and goals • In this section the objectives of the library or the parent body (like college, trust, the parent institution, etc are set forth. • It tells why the library has been established, what are its purpose, and objectives, up to how much extent the community would benefit, and the like. 20

Selection Statement • • • • This section is considered as heart of the policy and usually takes up the largest amount of space. It describes as to: Who does the selection How is the selection done How was the selection done previously What changes have been made so far and why. What is the priority for the materials. What subject fields are considered What languages be given more priorities. How many copy of a publication be purchased How torn out or lost material be replaced Other matters discussed are: Policy about adding text books Policy about binding etc 21

Special formats • This section usually deals with NBM like periodicals, newspapers, pamphlets, manuscripts, audio-visual material, computer based material like CDs, etc. 22

Gifts and donations • Policy about gifts presented by various institutions, or individuals is also framed. • It tells what kind of materials has to be accepted. 23

Weeding • Policy about the discard of material is also framed • It tells what to be weeded out and what to be done with such materials. 24

Revision • This section shed light on how and when the policy be revised and kept up to date and that who will revise the policy. • If the policy is not kept up to date with the passage of time, the readers and the governing body would lose faith in the policy document. 25

Conclusion • The CDP must be flexible so that if some changes are needed to be made in the future, it must have the capacity to be incorporated in it. • It needs to be revised periodically because of the ups and downs in the budget allocation, increase or decrease of library staff and users, expansion in the structure of the parent body etc. 26