UNIT 1: DESCRIBING COLLECTION DEVELOPMENT PROCESS

Learning outcomes: On completion of this unit, you will be able to

1. Define Collection Development

2. Identify and explain Components of Collection Development

3. Explain Relationships of the components of Collection Development

Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 10 hours on this unit

INTRODUCTION

Every library or information unit aims at providing the relevant information effectively and
efficiently that meet the user community. Each library unit has a particular contribution to
make towards providing service for patrons

Information is the center of development in everyday life. It is for this reason that
information, regardless of the format in which it is, is well developed and managed. In this
unit you will learn about collection development and its components. As you will notice, this
process presents the main routine activities of the library. Therefore the whole of this subject
is about collection development and its elements which are covered one after the other in the
order they come in the collection development process. To start with let us explain the
concept collection development.

1.1 Concept of Collection Development

 Collection development is the process of building or improving a collection of library

materials. It is a process whereby each purchase, and each candidate for discard, is
carefully evaluated in terms of the needs it meets and its place in the collection. It is an
on-going process that changes as the community changes. (Yellowhead regional library,
2014)

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  The term collection development refers to the process of systematically building library
collections to serve study, teaching, research, recreational, and other needs of library
users. The process includes selection and deselection of current and retrospective
materials, the planning of strategies for continuing acquisition, and evaluation of
collections to determine how well they serve user needs.

 Collection development is a universal process of offering a variety of materials by

library staff to meet the needs of the users. The purpose of collection development is to
select materials that serve the educational and recreational needs of the community.

 Overall, collection development encompasses many library operations ranging from the
selection of individual titles for purchase to the withdrawal of expendable materials.

General principles of collection development

1. Collection development should aim at meeting the needs of both active and potential
users
2. For collection development to be effective, it must be responsive for the total
community needs of all people eligible to use the services
3. Collection development should be carried out with knowledge of and the participation
of co-operative programs
4. Collection development should/must consider different formats of materials for
inclusion in the library
5. Collection development is an art, and therefore cannot only be learnt in a class room
situation but it also improves with time.

1.2 Components of Collection Development

The following stages make up the collection development process:

1. Community analysis
2. Collection development policies
3. Selection of materials
4. Acquisition of materials
5. Evaluation of the collection
6. Weeding/deselection of the collection

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 The figure below shows the collection development cycle:

Figure 1

COLLECTION DEVELOPMENT PROCESS

PATRON COMMUNITY

COMMUNITY
ANALYSIS

COLLECTION
WEEDING DEVELOPMENT
POLICY
LIBRARY
STAFF

SELECTION
EVALUATION

ACQUISITION

The provision of a variety information materials to meet the needs of the users which is called
collection development, starts with community analysis. This is meant to find out the needs
of a particular community. Once the needs are known, they help to formulate collection
development policies. In fact the new found needs will be reflected in the collection
Development Policy. The selection of materials can now take place. This is basically the
choosing or compiling of materials to be included in the main collection. Once this list is
made, it is passed on to the acquisitions unit for acquisition of the selected items or materials.
After a stated period of time that is stipulated in the collection development policy, the
collection should be evaluated to ascertain whether it is still meeting the needs of the users.
When this activity is done some materials that are found to be unused or unwanted are
removed from the main collection. This official withdrawal of materials from the main
collection is called weeding.

1.3 Relationship of the components of Collection Development

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There is a close relationship within the elements or stages of the collection development
process. In short this is a circle which starts with community analysis to weeding of
materials. You cannot for example come up with the collection development policy without
undertaking community analysis. Therefore, these stages are interdependent elements that
happen after the other in the process or circle. And each element or component is vital to the
other.

self assessment

1. Explain the concept collection development?

2. Why is it vital for the library to undertake all the activities in collection development?

3. Explain the relationship of the various components of collection development?

COMMUNITY ANALYSIS

We are now going to learn about the first element of collection development which is
community analysis. This is the analysis or critical study of the defined user community.

Why analyze the Community?

We analyze the community for various reasons which include:

1. Community analysis is important in collection development because it enables the

staff to understand the kind of community they are serving together with their priority
needs.

2. To identify variables which impact on the library service offered to the community

3. To gather related data from the literature analyze it and interpret in terms of library
goals so as to come up with objectives in terms of user needs and

4. Collection development policies may be adjusted to reflect the new found needs.

ELEMENTS OF THE COMMUNITY SURVEY

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 1. You identify the principle researcher. This is the person who is supposed to conduct
the survey. You determine who to use based on the financial standing

2. The number and qualifications of available staff

3. The scope i.e. the length, depth etc. of the study. These factors will determine your
principal researcher

There are a number of alternatives for the principal researcher. e.g. you can use the
Library Staff, a consultant and at times you may use both.

ADVANTAGES OF USING LIBRARY STAFF

1. It serves money

2. There is more practical base for formulating the collection development policy as they
interact with users and have experience as they may have asked from the users

3. Personal commitment in implementing and interpretation as they are well involved in

the research

4. The recommendations can easily be accepted and they might be more cooperative.

5. The communication of the survey results will be easier as they interact in an everyday
basis.

DISADVANTAGES

1. By using library staff, you are starving the library of manpower it needs

2. It is time consuming the library operations

3. There may be an element of biasness as they are associated to the library thereby not
carrying out a comprehensive survey

CONSULTANT

The experts could be from the outside or within the institution.

ADVANTAGES

1. This method has an advantage in that; it has an added benefit of solid library support
for the people who are asked to use their expertise in a respected institution.

2. Another advantage is that experts look and analyze policies rather than disqualify
them anyhow.

3. Experts also have very good knowledge of a subject and as such, understand the field
well.

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DISADVANTAGES

1. One of the drawbacks is that most experts are likely to have a business that prevents
an objective appraised and in-house work.

2. Some experts may tend to be expensive.

CONSULTANT vs. LIBRARY STAFF

ADVANGES

1. Reduced payments

2. Include all those on individual categories i.e. library staff and consultant

There are different ways of conducting community analysis. Some of the common methods
include:

1. Field Survey
A survey is conducted in the community to obtain relevant information such as age groups,
occupation, interests, etc. This kind of information together with education, economic, social
characteristics etc. can be obtained by community surveys which have become necessary aids
in planning library services to a given community. Techniques used in collecting this
information may include interviews, and questionnaires.

TECHNIQUES IN COLLECTING INFORMATION

1. Interviews
An interview is a purposeful exchange of information. To be effective, an interview schedule
is required, i.e. a number of questions prepared as a guide.

a) Advantages
 Very easy methodology to prepare and implement especially to key informers
since they are easy to recognize.
 Allows for clarifications in case of misunderstandings
 There is enough time for all ideas to be communicated to the interviewee.
b) Disadvantages
 Representation is not always accurate
 Some interests may not be represented
 No privacy
 Peoples views may be biased towards their own needs
 The interviewer decides what points to note down
 People do not have adequate time to think about the questions before
responding.
2. Questionnaires

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These are well written documents with necessary questions designed to retrieve certain kinds
of information. There are two types of questionnaires i.e.

a) Advantages
 Has a written record and information can always be referred to later.
 Respondents have adequate time to think about the questions and answer
appropriately
 Interviewers do not need to be present all the time
 A lot of information can be collected within a short period of time
b) Disadvantages
 No room for clarifications
 Cannot be used with people who cannot read and write
 There is limited space for views to be written down
 It is quite an expensive method due to the stationary etc.
 Some respondents may give questionnaires to other people to just fill in for
them and this disturbs representation.

2. Using Key Informants

These are special citizens such as church leaders, party officials, and teachers’ etc. who are
likely to know the needs of a particular group of society. Techniques used in collecting this
information may include interviews and questionnaires.

Advantages

1. Easy to prepare and implement

2. Require less time for data collection

3. By using key persons it awakens them of community information needs

Disadvantages

1. It is not representative due to lack of random sampling

2. Key informers may not be aware of some segments of the community needs

3. Personal biasness in their viewing of the community needs

3. Community Forum/ Public Meetings

The community may be gathered at the same time and people express their views openly. If
the meetings are well publicized, there is good representation of various members from
different sectors and there are likely to be diverse views from different people

Advantages

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 1. Easy to arrange and cheap to organize

2. They help in identifying individual interest

Disadvantages

1. Poor attendance leading to missing contributions

2. Data mostly based on impressions, biased and subjective

3. Data coding/categorization , analysis and interpretation is difficult

4. Social Indicators Methodology

This determines the needs of certain segments of society. There is usually a division of an
area e.g. a city is divided into social sub-divisions within the community:

 Geographical features
These indicators include rivers, mountains, transportation etc. These geographical
features are used as indicators

 Social Demographic Statistics

These include indicators such as age groups, income, education, ethnicity, etc.

 Population factors
These look at population density, mobility distribution, migration etc.

 Spatial Arrangement of Institutions

This involves how institutions are arranged e.g. hospitals, schools, courts, police
stations, etc. It looks at how many there are and how far apart they are spread.

Advantages

1. Several available sources of data

2. Descriptive statistics are already studied and accepted as varied

Disadvantages

1. These are only deductions from studies and not reality

2. Dependence on census data in a rapidly changing community is disadvantageous

3. Social indicators are so diverse leading to diversity in opinions. Surveyors may have
problems choosing which factor to use

4. It is time consuming it is difficult to access information in some institutions

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TYPES OF DATA TO BE COLLECTED

The type of data likely to be collected during community analysis would among others
include:

1. Historical Data
This looks at information that has been there before so that we have an idea of what
information is likely to be of use.

2. Geographic Data
This looks at the direction in which the community is growing so that we know what
kind of population we are likely to work with.

3. Legal Data
This is important because we need to know how the community’s legal system
functions. The authority of the library has to be known and any rules to abide by.

4. Demographic Data
This is necessary because we need to know the basic changes taking place in the
population

5. Transportation Data
Transportation availability together with geographic features will determine how
many service centers to have.

6. Economic Data
It is important to know what economic activities people are involved in. as this will
help provide for the relevant information in this area.

7. Other information sources

These may be direct or indirect. Newspapers, bookshops, radios, televisions and
others may also act as sources.

Self Assessment

1. Why do you think community analysis is important to a school library?

2. List any four (4) methods of conducting community analysis?

3. Identify any types of data you collect during community analysis?

Unit summary

In this unit we have learned about collection development process and its elements. These are
community analysis, collection development policies, selection, acquisition, Evaluation and

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Weeding. These are important activities that should be undertaken by any library or
information centre so as to meet the demands of its user community. It is also noteworthy that
this process is on-going or continuous. As the user community changes so is the collection
development process. This unit also introduced you to the first component or stage of the
collection development process, its importance and the various methods used in undertaking
this activity.

Recommended Readings

Beenham, R. (1990). The Basics of Librarianship. London: Bingley

Harrod, L.M. (1994). The Librarian Glossary.

Lundu, M.C. (1995). The Library Service of Society: philosophical foundation. Pretoria

Evans, Edward G. 2005. Developing library and information centre collections. 5th ed.
Westport: Libraries Unlimited.

Martin, W.J. 1989). Community Librarianship: Changing the face of public Libraries.
London: Library Association

Peggy Johnson (2009) Fundamentals of collection development and management (2nd ed.)
USA. American Library Association.

Yellowhead Regional Library (2014). Collection Development. Retrieved from Yellowhead

regional library web site: http://www.yrl.ab.ca

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UNIT 2 EXPLAINING COLLECTION DEVELOPMENT POLICY

Learning outcomes: On completion of this unit, you will be able to

1. Define Collection Development policy

2. Explain Functions of Collection Development policy
3. Identify and explain Contents of the Collection Development
Policy
Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 10 hours on this unit

INTRODUCTION

Welcome to unit 2 of this module. As you have learnt in unit one, when the needs of the
community have been collected they help us come up with a policy that will be responsive to
the community needs. As noted the collection development policy largely is flamed after the
needs assessment. Therefore in this unit you will be introduced to what this policy is, its
importance and the main elements it should have.

2.1 COLLECTION DEVELOPMENT POLICY

 A policy is any governing principal or plan. A collection development policy is

defined as “a written statement that is both a planning tool and a communication
devise which acts as a guide towards the improvement or development of any
collection.

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  A policy is meant to clarify objectives and to facilitate coordination and cooperation,
both within a library or library system and among cooperating libraries within a
region. If it is well done, it should be able to serve as a day to day working tool that
provides the necessary guidelines for carrying out the majority of tasks within the area
of collection building.
 Collection development policy statements are necessary planning documents. This is
a necessary tool that usually leads to consistent, informed decisions.
 The ideal policy is meant to be a living document that should be reviewed and revised
regularly. It organizes and guides the processes of acquiring and providing access to
materials and information sources, integrating these into coherent collections,
managing their growth and maintenance, and making decisions about their
preservation, withdrawal, and cancellation.

2.2 Importance of collection development policy

Bhupendra Ratha, (2015) explained the following as some reasons for collection development
policy:

 It helps to giving a base for accurate planning of collection development.

 It helps in best selection and acquisition of books and other reading material

 It helps to appropriate use of money for purchasing books and other reading
material

 It help in weeding out the waste reading material

Other reasons include the following:

1. It helps in fulfill first, second and third law of Library science. It forces the library
staff and governing body to think through the goals of the library and in putting down
on paper and to commit themselves to these goals

2. Helps assure that the library will seriously commit itself to serving all parts of the
community and not content itself with only its current users

3. Helps set quality standards for the inclusion and exclusion of materials

4. Also informs users, administrators, governing bodies and other libraries throughout
the area of the scope and nature of the collection

5. Minimizes the personal bias on the part of the selectors

6. It serves as a good in-service training tool for new staff members

7. Helps assure continuity when staff and governing bodies change

8. Provides means for the staff to evaluate its own performance periodically

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 9. Helps demonstrate to the public that the library is running a business like organization
which is vitally important in public relations

10. Provides information that can assist in the budgetary allocation process

11. Contributes to external operating efficiency in that many routine decisions can be
made once and for all and need not be considered every time they arise

12. Can serve as a tool for meeting objectives of individuals or groups concerning the
purchase or rejection of specific titles

13. Can protect libraries against illegal, unethical, or unreasonable pressures to

acquire or provide access to inappropriate and irrelevant materials.

The key purpose of a written policy statement is to define both the stability and flexibility in
the collection building process. A policy should grow and develop along with the collection.

2.3 BASIC OUTLINE OF A COLLECTION DEVELOPMENT POLICY

The American Library Association has designed the following outline for use in all library
types:

1. Mission statement
This may include the mission of the organization as well as that of the library. A vision
statement may also be included along with long-and short-term goals and any relevant
objectives related to information resources. The statement should also include the type of
library e.g. public, academic, special etc.

2. Audiences and purpose of the policy

The purpose should discuss library management, planning accountability, and consistence.
To whom is the policy addressed? Staff? Board? Users? Community Officials and
politicians? Administration? All of these? Be specific about the primary audience as well as
identifying other possible readers of the policy.

3. Community and user groups defined

Look at the characteristics of the library’s user community. Look at the educational levels.
Use demographic and other factual and statistical information to define the library’s
community or institution. State the groups that use the library and those that do not. Explain
the purposes for which they use the library. Explain their occupations or disciplines of
interest.

4. Description of the types of programmes or patrons needs

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Look at the educational, recreational, social, or research needs that must be met by the
library. Establish if there are programs or distinct requirements for special needs populations.

5. Brief general description of the collections and information resources

In general, provide a description of the collections: their size, primary formats, languages,
and reading or information level. At what rate are they growing or are they being maintained
at a stable size? Who selects the information resources?

6. Who should select?

 Usually, library staff is responsible since they are aware of the needs of the
community regarding library materials.
 In larger libraries, different members of staff may have responsibility for selecting.
 In small libraries, the director or manager may do all of the selection
 In school libraries it’s the responsibility of the school librarian and the subject
teachers.
 In academic libraries, faculty departments may have some responsibility for selecting
materials.

7. Cooperative or collaborative collection development issues

Make a statement with regard to other libraries and access to remotely held information
resources in electronic, print or other formats. Do interlibrary loans, Internet access or patron
direct access to other collections has an effect upon the collection management of the library?
If the library participates in specific collaborative activities, interlibrary loan services or other
consortia arrangements, these should be addressed here.

Self Assessment

1. Without collection development policy, a library could still function smoothly.

Discuss

2. What other information do you think could be included in the collection

development policy for a school library?

Unit summary

In this unit we have seen that for collection development process to succeed it needs to be
guided by a policy. This policy comes after community analysis because it’s only after you
know the needs of the users, shall those needs be reflected in the policy also. The policy
should be developed in line with the user needs. As users’ needs change so will the policy?
This is done so as to reflect the new found needs. Without this document, most of these

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routine activities of the library will negatively be affected. Things could be done without
direction or guidance.

Recommended Readings

Baird, Nicola. (2 0 1 2) Setting Up and Running a School Library. Oxford: Heinemann

Educational Publishers

Beenham, R. (1990). The Basics of Librarianship. London: Bingley

“Collection Development Policies.” Collection Development Training. Arizona State Library.

1996. 6 November 2005 <http://www.dlapr.lib.az.us/cdt/colldev.htm>

Harrods, L.M. (1994). The Librarian Glossary.

Martin, W.J. 1989). Community Librarianship: Changing the face of public Libraries.
London: Library Association

Lundu, M.C. (1995). The Library Service of Society: philosophical foundation. Pretoria

www.alastore.ala.org

15
UNIT 3 SELECTING OF MATERIALS

Learning outcomes: On completion of this unit, you will be able to

1. Define the concept Selection of materials

2. Explain Principles of selecting materials
3. Use various Selection Aids
4. Explain Selection of materials in different types of libraries
5. Explain Selection of fiction and non-fiction materials
6. Explain Selection of non-book materials

Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 20hours on this unit

INTRODUCTION

In this unit we are going to learn the third stage or element of collection development process
that is selection of materials.

3.1 SELECTION OF MATERIALS

Selection is the process of deciding which materials or documents to

include in the collection. This stage of the process looks at how
specific titles will be chosen for inclusion in the collection, what criteria will be used in
selecting materials and who will be responsible for selection. Selection is important because:

1. Funds are usually limited to choose everything

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 2. Not all documents have demand in different types of libraries
3. It is not always possible to acquire all documents
4. Standards of Quality of materials

However, all selection needs to be coordinated by the library staff. Any system used should
be well defined by the collection development policy.

3.2 PRINCIPLES OF SELECTION

When selecting, selectors must consider the following guidelines:

 Knowledge of the users/ Community. Selection is based on the community analysis.

Therefore if not done so as to have knowledge of the community, materials selected
will be irrelevant to user’s needs.
 The Demand. All materials to be selected should be those that have demand.
However, not all demanded materials could be good. But failure to provide the
demanded materials could lead to your library becoming unpopular. On the other
hand providing these materials on a large scale would lead to regeneration of
materials
 The Quality. All materials selected should meet certain level of quality, such as
completeness, sincerity of the authors purpose, physical appearance etc. please note
that this principle applies to non-fiction materials.
 The purpose and need of the library. The reason for the existence of the library will
dictate the materials to be selected. e.g. a public library may select more of
recreational materials than an academic library because they differ in the purpose and
need.

What to take into consideration when commencing selection

1. You have to know the user needs by doing a community analysis e.g. community
forum, survey etc.
2. You need to have extensive knowledge of the information resource providers to
enable you know which one to approach.
3. You have to reserve time and use it effectively for reading book reviews. This will
give you more knowledge of the information resources.
4. You have to refer to National bibliographies if you collect from abroad
5. You have to read extensively about topics covering selection to give you more
knowledge about what is involved in the selection process.

Selection Criteria

Apart from establishing the guidelines, the selector should also consider the following criteria
when selecting:

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  Purpose and scope – for which the material was issued and to determine the level of
coverage
 Subject content – check how well the subject is covered. The contents must match the
fields of interest.
 Comparison/duplication – check how a particular item compares with materials
already in the collection. Establish whether it adds new information or supplements or
just duplicates existing information.
 Level and audience for which the material is written – is the document in popular
tone, establish if the reading level is convenient.
 Authority of author – establish whether author is well known and/or qualified to write
on a particular subject.
 Publisher – check reputation of publisher
 Timeliness – establish whether the document is up-to-date. Find out if the author has
included recent developments or current thinking about the topic
 Cost – this will influence whether the selector will choose paper or hardcover editions
or whether documents will be chosen in larger quantities.
 Format – each type of material must be considered in terms of quality.
 Bibliographic control – in case of serials, an important consideration is determining
which indexing services cover them and whether the services are in print, on-line, or
CD-ROM.
 Demand or user need – find out if the subject has been requested or whether the
material will fill a stated user need.
(http://www.ala.org/ala/yalsa/booklistsawards/booklistsbook.htm)

COSTRAINTS OF SELECTION

These are the problems and related issues that are faced in the selection of information
resources

 Financial constraints

Naturally finances are enough to meet needs and wants. Due to limited finances, selection is
hindered in that it becomes impossible to select all the materials that you need and want. This
applies especially to libraries working with a limited budget.

 Lack of access to selection aids

Selection tools are all the materials that help or assist in the selection process. They help in
identifying and selecting from subject areas and give details on what is on the market. If these
tools are not available you cannot identify a subject area from which you want to select and
you cannot know what price, where to get and when to get library materials using various
selection aids including internet and printed bibliography, catalogue etc. from various
publishers will help you select efficiently.

 Conflicts

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Libraries are taking more of user based approach. More and more libraries today seek to
involve all stakeholders in the selection process. By this a committee for selection is often
used when using a committee system there’s likely to be a lot of conflicts of interests.
Everybody in the committee would want to advance or cater for their interest. By this, the
selection process becomes slow and hindered through arguments and squabbles or bickering.

 Lack of thorough knowledge of the community

Libraries and people conducting selection have to take time to learn about their user
community to be able to conduct selection. Therefore take time to study the user community.
Look out how they conduct a survey to know what they need in order to advance the quality.
Lack of thorough knowledge of the user community by the selectors can result into selecting
irrelevant information materials e.g. if you base selection on what they do not want the
collection may become irrelevant indeed. It might become irrelevant in that the users will not
be using the information materials therefore it’s imperative to balance the two.

 Inadequate knowledge of the subject areas

The people conducting selection should have enough knowledge in any subject they are
conducting selection. Inadequate knowledge leads to selecting irrelevant materials in a
subject area .You cannot select the right materials if you do not know a subject area
adequately. Therefore, have at least someone who knows that subject so that they can help in
selection.

SOME PROBLEMS IN BOOK SELECTION

 Quality of information/document

There are times when a document passes through scrutiny, however, we cannot be sure of
personal evaluation of the book through visiting bookshops or book sellers. It is not possible
because we are far removed from the main western book production markets and suppliers.
The problem is compounded by lack of well stocked bookshops where new books could be
viewed. Due to this drawback we are left with no alternative except to base our selection on
advertisement, publisher’s catalogue s and by what people say. Reviewing periodicals helps
librarians a lot in this respect but they should be careful to rely on periodicals with
established communication e.g. British book news, Booksellers, library journal and review
digest. In cases were the reviews of certain publications appears late or not at all, we are to
depend on bulletins of bibliography. Evaluating books can further be simplified by
knowledge of author, publishers and series.

 Edition

In normal circumstances all libraries strive to acquire the latest edition of the title. A new
edition means bringing publications up-to-date. Unfortunately, many new edition fall short of
this expectations as they turn out to be merely written or reprints.

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  Demand

While it is appreciated that reader’s should be given a chance to express their needs in terms
of new books to be added to the library stock, it must always be realized that not all readers’
demands could be good. This is mostly a problem that’s encountered in public libraries
because not to provide would mean making the library unpopular and defeating the
democratic idea while to provide such materials on a big scale would bring regeneration.

 Selectors biasness

In some cases there may be a problem of selector’s personal inclinations and biasness. This
biasness may be due to race, politics, religion, beliefs and interests. This should not be
reflected in the book selection. The selectors should have the knowledge of the books the
library has, of new books that are being published and also should also have a sense of good
judgment

Activity

1. Identify any other challenges of selection of materials.

3.3 SELECTION TOOLS /AIDS

These are tools that help a librarian or information officers to know and access what is on the
market. You identify maybe the author, publisher or subject first.

THE IMPORTANCE OF SELECTION TOOLS

 They provide an overview of what is on the market. They help evaluate the subject
areas.

 Time and effort of library staff doing selection is served by having access to selection
tools.

TYPES OF SELECTION AIDS

These are several types of section tools .some of these are the following.

1. Bibliographies i.e. trade and national bibliographies

2. Current books reviews and book reviews

3. Catalogues i.e. library and trade catalogue

4. Subject list

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 5. Guide to serials and periodicals

6. Internet

BIBLIOGRAPHIES

A bibliography is a systematically produced and arranged list of details of information

resources which are published in a given place over a given period of time. For the purpose of
selection there two types of bibliographies which are used. These are national bibliography
and trade bibliography.

National Bibliography

Attempts to record all materials published within a given country regardless of any other
considerations

Trade bibliography

Is more restricted in its score since it attempts to record only those materials which are
available through the book trade e.g. a company that produces trade bibliographies is R.R
Bowker is a company established over a hundred years ago and based in New York. They
produce forth coming books subject listing and current trade bibliographies.

a) Forth coming books

These lists titles that are going to be produced or published

b) Subject guide to fourth coming books

This is an update to the forth coming books and gives books and gives the changes
that have been made. For this reason it also list forth coming books that will soon be
published.

Figure 2

c) R.R Bowker books in print

21
 This bibliography list books that are currently on the market or available to be
acquired. It is the trade bibliography that is used by many libraries when they are
selecting or acquiring current books. R.R Bowker books in print is produced both in
print format and electronic format. (Can be accessed from the data base via the
internet)

Figure 3

FREQUENCY

It is published weekly. After it is published weekly the weekly records are compiled and
published at the end of the month. At the end of the month it’s known as American Book
Publishing records. Then at the end of the year, the annual compilation is called Books in
print. The weekly, monthly and annual American book publishing record or books in print
has been published since 1950.

WEAKNESSES

 The annual book in print is only updated once a year

 Since its published in America, it lists American published materials

 It does not list materials that have been published with less than 50 pages

 It does not list materials that are not in non-print format

STRENGTHS OF R.R BOWKER BOOKS IN PRINT

 Since it’s a compilation of weekly and monthly American books pushing records
selectors can still have access to latest or up-to-date information b requesting for the
weekly or monthly book publishing records

 Most libraries can use R.R Books in print with convenience because it’s produced in
both print and electronic format.

22
  As a bibliography it gives full bibliographic description on all books. it also gives
details such as price and physical description

 You will be able to select best materials in that particular sphere/field of study

CUMULATIVE BOOK INDEX (C.B.I)

This is published by a company called H.W.Wilson in Britain. This company was established
in 1898.C.B.I lists titles published in the English language. The fact that it publishes materials
in English language means that it includes books published in U.S.A, Canada and books
published in selected English speaking countries.

FREQUENCY

It’s produced on monthly basis with exception of August. The monthly publications are
compiled to form an annual accumulated index known as Cumulative Book Index. In the past
it had an accumulative index from 1928 until 1956 when this practice was ended.

STRENGTHS

 It is comprehensive in its listing in that it list all titles including pamphlets

(publications with less than 50 pages)

 Its listing is not classified, it combines author, title and subject listing in one
alphabet

 The coverage in terms of titles it lists is wider because I covers more countries

WEAKNESSES

 It only lists materials that are in English

 The bibliography being compiled or arranged in author, title and subject combination
might confuse users

 The frequency of C.B.I is not adequate

 It is expensive

SELECTION AIDS FOR PERIODICALS

Periodicals are information resources that are published at regular intervals. They include
journals, magazines and newspapers.

Serials are publications that are published at regular irregular or indefinite interval and have
an indefinite title but with the same serial title.

23
When selecting periodicals you have to use specific aids that list periodicals and serials.
These may include the new serial titles or the Ulrich international periodical directory.

New serial titles

This is a selection aid published by the library of congress. It lists titles of new periodicals. It
also gives information on different serials if or when changes have been made to them.

Frequency

 Its produced monthly with quarterly and yearly accumulation

Weaknesses

 It does not list all the types of periodicals and serials that are produced

Strengths

 It sometimes works as a union catalogue as it indicates some of the libraries that

possess a particular serial(s) or a periodical title.

 Its update because it’s produced monthly. quarterly and yearly

ULRICH’S INTERNATIONAL PERIODICAL DIRECTOY

This is a selection tool for periodicals hat is published by RR Bowker. It has been published
since 1952 and it lists serials published in the USA and other countries.

24
 Figure 4

Frequency

It’s produced every year with a quarterly publication.

Weakness

 It lists serials published mainly in the USA and is not comprehensive in coverage of
other countries.

Strengths

 It list periodicals/serials that are on the market

 It lists some of the serials that are not published in the USA

SELECTION TOOLS AUDIO/VISUAL MATERIALS

There are basically two sources that are available in aiding that selection of audio or visual
materials.

1. THE SCHWAAN RECORDS AND TAPES GUIDE

This is a major selection aid for audio materials. It lists recordings or audio
information from the USA as well as information imported from other countries in
audio formats. It also lists classical recordings, western recording, country recordings
fork music jazz music etc.

25
 Frequency

It is published monthly and has been published since 1949

2. NICEM MEDIA INDEX

National Information Center for Educational Media (NICEM). This is a major

selection aid for visual recordings and is published by NICEM at the University of
South California. This index lists wide variety of visual recordings in volumes and is
arranged by both subject and title.

3.4 SELECTION BY TYPES OF LIBRARY

Public libraries

These are libraries established by tax payer’s money. They have unrestricted access. Public
libraries have users with different information needs. They collect information materials such
as recreational and educational in different format such as books, audio and audio-visual
materials and this ideal situation is more common in developed countries. Selection in public
libraries is done by professional librarians who are members of staff. Public libraries do not
use subject bibliographies. This is because there are few or no subject bibliographies required
as public libraries do not select subject specific materials. Selection in public libraries is
normally done by departments and in few instances by committees. The heads of departments
are the ones who oversee the selection process in their respective departments. e.g. the heads
of children services will meet and consult with his/her members of department and compile a
list for selection.

For those public libraries with branches or mobiles, selection committees come into
existence. The selection committees usually consist of two or three people from the main
library and the head of each branch or book mobile. The primary purpose of the committee is
to coordinate orders for multiple copies rather than to order for one copy each, this serves the
acquisition staff time. Multiple copy orders also means a higher discount from the suppliers
and it also helps in stretching collection building funds.

ACADEMIC LIBRARIES

School library

In schools a committee of librarians and teachers create lists of recommended items then the
list circulates amongst the schools. The list is to encourage ordering similar items at the same
time for the acquisitions unit to easily place multiple copies orders which also attracts higher
discounts from the vendors.

College libraries

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College libraries are established in support of the teaching / lecturing and learning activities
that take place in colleges. Colleges usually offer a mixture of academic and vocational
programs. Selection in college library is mainly a responsibility of the faculty or lecturers.
Lecturers will assist the staff in the selection of materials for the library. This is of the view
that lecturers have better knowledge of what students and lecturers themselves should have
access to. In situations where the faculty does not participate in the selection, the library will
utilize bibliographical tools such as print reviews. It is important to that books selected in
these libraries have to be within the curriculum ad are often printed materials as compared to
non-print materials. However, retrospective selection I not always conducted with exception
of replacing lost books or books that are requested by the faculty. College libraries also
utilize a wide range of selection tools. The college library has the opportunity and
responsibility to develop a uniquely appropriate collection. The most important criteria for
inclusion of materials in college is need. Quality in this instance plays a secondary role.

University library

The University Library provides three (3) types of materials namely instructional, general
reading and research. The objective of the University Library is to support the curriculum by
providing information to necessitate learning. The general characteristics of a University
Library are:

a) They generally have a large collection

b) The range of subjects covered are broad
c) They collect materials and subjects that are broad in depth and varied. In the
University Library Academic staff is theoretically responsible in the selection of
instructional materials. The library staff is responsible for the selection of general
materials and they also coordinate the selection done by the Academic Department in
order to avoid duplication for research materials choosing of these materials is the
responsibility of the library staff and they play a leading role either through
Committees or Library Department suggestions.

Special libraries
These have restricted purposes and clientele i.e. they save a clearly defined set of needs such
as research and the development needs of a business or industry. It may save as depository
for rare books or it may collect all available items on some specific topics or geographical
areas though not as simple as it looks but it limits the range of problems in a non-business or
industrial special library. The Librarians usually have full responsibility for developing the
collection. Industrial and business librarians usually share selection duties with the group of
individuals served. In some cases all selection are as a result of user request.

27
3.5 SELECTION OF DIFFERENT TYPE OF MATERIALS

FICTION MATERIALS

Fiction is anything that is made up or imagined as a story, statement etc. they may also
include literally words portraying imaginary characters and events such as novels, stories or
plays the library selects fiction material to suit the needs and interest of its users, e.g. in
public library it should indicate in its policy that it should select fiction materials for their
young, adult, children, lay persons, pupils, students etc.

An excellent reference too useful in the selection is the short story index. Not all fiction
materials will be selected and as a result librarians must form some guide lines for selecting
such as well as making a yes/no decision on individual works. Selection of Fiction is rarely
on the basis of a partial manuscript or outline as is always the case with non-fiction. Fiction
must be judged on it’s literally qualities and as a whole.

CRITERIA FOR SELECTION FICTION MATERIALS

No matter how attractive the documentary appears, it is what it says that comes and not what
it is and the useful way of judging fiction materials is to look at the following characters.

1. The plot
2. The characters
3. The setting/tone/style

Usually this is what the abstract on the back jacket indicates and sometimes you can find
information in the main book review.

1. The plot

This is a plan of action of the play, novel etc. when evaluating plot of a fiction
material we must ask ourselves the following questions.

a) Does it start in such a way that you would want to read on? The first pages may
attract your attention and you would want to read on so as to involve yourself into
the plot or stretching into the characters vividly in most cases readers choose a
good paste
b) Is it full of exciting events? The events may vary in nature but they should be in
such a way that they are able to carry the reader along so that his interest never
drops and so that he feels he can’t put the book down.

28
 c) Does the book rise to the climax? In a good book, each episode should be able to
build up suspense will until climax along the scene towards the end of the book
when tension is at its highest.

2. The characters

Characterization is another important factor which influences our decision to select or

reject the book. In a good book characters should:

a) Be true to life - e.g. are they possible or farfetched, are they recognizable so that they
remind you of people you know, do they remind you of yourself that you find it easy
to sympathizes with hero to share their hope, wishes and fears.
b) Be true to themselves - Characters in the story should be able to speak in character so
that you could guess who act out of character and so something which you may feel
they would not do in real life.
c) Have some depth-some stories go at such a place that there is never time for the
author to explore the character’s motives and behaviors since they are shallow and
lack the complexion which we feel in ourselves and see in those we really know.

3. Setting

This is the tone or style of the book. The setting of the story must be:

a) Right for the story – Since different styles suit different stories
b) Interesting – In some books or stories, written they make the back ground sound
so interesting that the reader wants to read more.
c) Stimulating – This refers to the tone of the book. Has the book or story made you
think afresh about ideas or values?

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SELECTING FICTION

PLOT

Gripping exciting climax

From the start episodes

CHARACTERS

True to life true to themselves complete

SETTING

Stimulating Fits the story interesting

3.6 SELECTION OF NON BOOK MATERIALS

These are materials not in book form and they are of two types:

(a) Printed non book materials

(b) Non printed non book materials
Non-printed non-book materials- they include films, musical recordings, micro film and
micro cards.

The Printed Non books materials like pamphlets, maps, periodicals and clippings these are
the materials that appear in printed but are in other form other than a book.

30
SELECTION – it is based on the same principal as the selection of books, one seek the best
materials available in terms of authority, accuracy, effectiveness of presentation usefulness to
the community and so on.

As with books, selection will be affected by:

(a) Type of library

(b) Its size
(c) The community in which it function
(d) The librarian’s conception of the purpose of the library. The library will try to have
selection done by people who are specialists in the subject areas and it will employ
sources of reviewing for evaluation of each item just as it would for a book. In
addition to the general principals, which one will apply in selecting non print
materials, one has to consider technical matters involved in the production of micro
formats. One should be interested in the quality of the recording in a musical
performance in the lighting and cutting of movie for these are also like the judgment
of the quality of the printing and binding job of the book
For a librarian to judge effectively he needs to have additional skills, like knowledge of film,
sound tracks technical matters involved in films and records. The librarian must then turn to
people who have the knowledge. This can also be done by reviewing selection tools.

Examples of Printed Non-Book Materials

(i) Serial – these are publications such as newspapers, journals, bulletins and they are
usually published continuously everyday with sequential numbers. A publication
can be issued in successful parts usually at regular intervals. Some examples of
series are: annuals, reports, year books, proceedings, transaction etc.

(ii) Periodicals- this is a publication with a distinctive title intended to appear in

successful numbers of packs at stated or regular intervals for an indefinite time.
Each part generally contains articles by several contributors e.g. most magazines
(iii) Journal – this is a periodical publication dealing with matters which are relatively
current often used for official or semiofficial publication of special groups
(iv) Magazine – this is a periodical that usually contain miscellaneous collection of
articles, stories, poems and pictures and it’s directed to the general reading public.
The importance of serials
1. They provide new information
2. They are updated regularly
3. They are usually short and focused on a particular issue
4. Information is reported in serials before the published monographs
5. They are portable.

31
 THE IMPORTANCE OF NON-PRINT DOCUMENTS

a) They cater for the non-literate persons who are unable to read and write.
b) Visuals are much easier to understand.
c) Librarians are there to provide information to all categories of users in the community
and this comes in various formats e.g. non - print
d) Non- print medium sometimes conveys messages more effectively than print media.
e) They can be addressed for a wider audience at the same time.

DISADVANTAGES

a) Some people may have natural fear of some documents

b) There are some equipment implications which bring expenses of maintenance, acquisition
and the staff to operate them .

c) In the absence of electricity some forms will not operate.

SELECTION CRITERIA OF NON- BOOK, NON- PRINT MATERIALS

The criteria involves how individual items are selected and there basically 3 basic selection
criteria

1. Content factors
2. Technical factors
3. Format factors

Content factors

This is the first concern in any selection process

(a) The primary purpose of the item being evaluated as well as what it is intended to
do/be
(b) Length of the Programme – is it too long or too short or appropriate for the intended
purpose?
(c) Topic – it is of current interest or long term interest? Is it relevant?
(d) Organization – is it well organized?
(e) Currency - is it up to date?
Technical factors
They will vary in importance from format to format but some general consideration apply to
a number of formats

(a) Judging technical matters is less subjective than many other selection criteria
(b) It will take time and guidance from experienced selectors to develop a critical sense of
this factor, this process will take longer for non-print media than for books because
we are used traditionary to school system which puts much emphasis on literature.

32
 (c) Technical factors include how necessary the videos or audios are. If they are visual,
are they in proper pictures or are they in proper focus or are they appropriately short?
Is the material well edited? If there is synchronization between visuals and audios. Do
they match or not? How is the format used? Is it meant for smaller or larger groups?
Does it need dark or light or semi lit environment?

Format factors

There are six broad categories namely.

1. Steel pictures
2. Slides
3. Micro formats
4. Flat pictures
5. Art reproduction
6. Film strips
These usually address the following questions:
(a) Is the format the best one for the stated purpose to the producers?
(b) Is the format the least expensive of those that are appropriate for the context
(c) If it is damaged can it be repaired (locally or by the producer)? Or must it be
replaced? Does it require maintenance and if so what kind?
(d) What type of equipment is required to use the medium? How portable is it and how
heavy?

MOTION PICTURES (35mm, 16mm, 8mm) VIDEO FORMAT

Most of these are available in real to real cartridge and cassette configuration

1. Does the motion add to the message?

2. Are there available speed capabilities? Fast, normal, slow, stop) used effectively?
3. Is the running time appropriate to the content, too long or too short?
4. If it is a recreational film using either performer or animation, has that fact caused a
problem in presenting an accurate picture of the true event?
5. Has the sound been properly synchronized with the visual materials?

AUDIO RECORDINGS (Discs or Tapes)

1. How much use can the format withstand and without distortion of quality sound?
2. How easily damaged is the format?
3. Does recording provide coverage of the full range of sound frequencies?
4. Is there distortion of sound?
5. Was the recording speed held constant? (This is seldom a problem with major
producers but it can be significant with those who do not produce many recordings.)

33
 6. If the recording is multiple channels, where the microphone properly placed to ensure
a balance recording?
7. Was the recording site suitable for the purpose or was it a matter of convenience?

THE OTHER FORMATS (simulations and games tele-guided instruction format)

1. Can a patron understand the direction without assistance from the library staff? Or
does it require training to set up and use?
2. Does the system allow for the variety of speed in learning?
3. If it is a computer system does the system cover areas that cannot be handled as
effectively in any other format?
4. Will the patron be able to take the item home or must it be used only in the library?
5. If it must be used in the library will it be available anytime the library is opened or
during certain hours?
6. Are the right answers predictable in a manner that does not ensure true learning?
7. If it is a printed system, are there additional answer sheets available or will the library
be able to produce extras.

GRAPHIC MATERIALS (Maps, Charts etc.)

1. Has there been an attempt to convey too much information?

2. Are symbols employed standard one or unique to the particular item.
3. Is the printing of high quality (when color is employed especially with maps, the press
work must be of high quality)
4. Is the scale appropriate for the library?
5. How durable is the paper or the cloth on which the information is printed
6. Can a user determine the intended method with the single look?
7. Is the surface treatment appropriate (gloss or semi-gloss)

self assessment

1. Compare selection of book materials with non- book materials

2. How can you select fiction materials
3. What factors would you look for in selecting fiction materials
Unit Summary

As you have noted in this unit, selection is too involving as an exercise. This exercise ought
to be done by experts in particular fields of study. It is important to know also that different
forms of materials are selected differently.

34
Recommended Readings

Baird, Nicola. (2012) Setting Up and Running a School Library. Oxford: Heinemann
Educational Publishers

Beenham, R. (1990). The Basics of Librarianship. London: Bingley

Biblarz, Dora., Marie-Joelle Tarin, Jim Vickery and Trix Bakker (2001) Guidelines for a
collection development policy using the conspectus model. A booklet by International
Federation of Library Associations and Institutions section on Acquisition and Collection
Development

Evans, Edward G. (2005.) Developing library and information centre collections. 5th ed.
Westport: Libraries Unlimited

Harrod, L.M. (1994). The Librarian Glossary.

Lundu, M.C. (1995). The Library Service of Society: philosophical foundation. Pretoria

Martin, W.J. 1989). Community Librarianship: Changing the face of public Libraries.
London: Library Association

Peggy Johnson (2009) Fundamentals of collection development and management (2nd ed.)
USA. American Library Association.

Ryland, J., (1982) “Collection development and selection: Who should do it?”, Library
Acquisitions: Practice and Theory, v.6

www.alastore.ala.org

http://www.ala.org/ala/yalsa/booklistsawards/booklistsbook.htm

35
UNIT 4. ACQUISITIONING OF MATERIALS

Learning outcomes: On completion of this unit, you will be able to

1. Define the Concept Acquisition of Materials

2. Identify and explain Methods of Acquiring Library Materials
3. Explain Processing of Materials

Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 10 hours on this unit

INTRODUCTION

In this unit we are going to look at acquisition of materials. Besides that we are going to learn
what happens after receipt of materials by the acquisition unit.

4.1 Acquisition of Materials

Acquisition is a process through which libraries and other institutions get their materials. The
purpose of acquisition is to build up the library stock, update the collection and replace worn
out materials.

Functions of an acquisition department

(a) Bibliographic Searching – This implies establishing according to procedures the entry
under which materials are to be ordered as well as the entire bibliographic data needed
to identify its author, title, publisher, edition, type of binding etc. This is conducted in
the libraries so that you do not buy materials that are in the library already.

(b) Check the Catalogue – This should be checked on the order file, process file so as to
ensure there is no duplication.

(c) Compile order forms if they are using a purchasing method this is the order placement.

(d) Receiving – Checks items against invoices to ensure that the order materials have been
receiving and that they are in good condition. One should also check the castings and

36
 discounts if there correct or any other questions that are relevant. An acquisition
department depending on the capacity.

4.2 ACQUISITION METHODS

There are various methods of acquiring materials and these include:

- Purchasing
- Gifts or Donations
- Exchange
- Inter-Library Loans

1. PURCHASING
Purchasing is the actual buying of materials using money or cheque. Before purchasing, the
most important factor to consider is that of availability of funds. The acquisition department
must pursue a balanced and well planned schedule so that purchases are not save/made in a
hurried manner. This is important because substitutes cannot be made when wrong materials
have been purchased.

ADVANTAGES

- Library is likely to buy materials that are relevant to the needs of its users
- A library is likely to buy current materials.

DISADVANTAGES

- At times the does not have enough money so it is a costly way of buying materials.
- Selection can be expensive; no one can afford to buy all materials they need.

2. GIFTS OR DONATIONS

Libraries are interested in disposing off unwanted materials then strengthening the education.
Gifts or donations of the Library are information given to the Library or information centre
by an organization or individual with or without conditions attached. There are two types of
Gifts or Donations which are unsolicited and solicited. Though gift or donations are
thankfully accepted care has to be taken to add materials useful to the Library. Donations are
important because not all documents can be purchased and as such when useful help to build
the collection.

37
 ADVANTAGES

- Free of change when unsolicited

- Not all materials are purchased

DISADVANTAGES

- Unwanted materials are given

- Law quality material are given
- Outdated materials can be given

3. EXCHANGE
Exchanges are important because different people have different needs. A library will
establish that some materials/documents are no longer useful to their users, and they will give
them away to other centers which might need information in exchange with/ for other
materials which might in turn be useful to them. In normal circumstances duplicates must be
exchanged because each library must return original copy of a title. The libraries involved
must have a systematic programme to follow and it must be noted that even with exchanges,
libraries are not able to meet all their requirements and as such, institutions must pay more
attention to acquiring enough funds so that they can purchase any material of their choice.
These are two basic types of exchanges:
 exchange of unwanted
 exchange of new materials.

ADVANTAGES

- Free of changes bass

- One way of weeding unwanted materials

DISADVANTAGES

- Difficult to ascertain the value of the materials

4. INTERLIBRARY LOANS
One of the earliest forms of co-operations between libraries. Interlibrary loan is a temporary
method of acquisition by the library and the library must be a member of the co-operating
libraries in order to access materials. Meaning you are given periods to return materials to the
library where they were taken from.

ADVANTAGES
- Limited financial capabilities for the acquisition of all relevant materials
- Able to provide a library service that could not be afforded with local resources.

38
 DISADVANTAGES

- Small libraries will be overwhelmed i.e. by requests for interlibrary loans

- Loss of local autonomy

INTERNAL GOALS OF ACQUISITION

- Acquire materials as quickly as possible

- Maintain right level of efficiency and working in procedures
- To develop laws, working relationships with other libraries, venders

THE ACTUAL ACQUISITION PROCESS

It involves essentially four stages or staffs which are:

1. Request Processing

This involves organising requests for acquisition. Requests varies from Oral to Written, once
request has been received, they need to be organized in such a way that it is easy to search
items for purchase. The following information is asked in the acquisition book form.

i) Author’s name
ii) Lattes of their material (Item)
iii) Publisher
iv) Data of publication
v) Edition
vi) Price
vii) Number of copies required
viii) JSSN/ISBN
ix) Resistor’s name
x) Vendors
xi) Approval Signature

2. Pre-ordering (Verification and Searching)

Bibliographical verification involves establishing the existence of a particular item. There is

also establishing the need for a particular item in the library whether the library has it or not.
Pre-ordering process will begin with Bibliographical verification that is ensuring all required
details of requested items when there is need to use a number of Bibliographical tools such as
publishers, publisher catalogue, standard Bibliographical tools such as British books in print
and cumulative book index, verification is counter checking if the materials are the right
chins.

39
 3. Ordering
There are variety methods of ordering e.g. the formal order is used. This is the normal order
where the lib places an order to the publishers or agent to have access to the materials. It may
also be a standing order where items are automatically sent in a library as they are issued or
processed. Most hobs pay upon receiving the titles. In some instances approval plans may be
used where publishers send a lib of forth coming tittles and labs select in advance. It is
important to consider the following:

i) Acquisition method to use

ii) Source of suppliers to use
iii) Where money for purchase will come from

4. Order placement and receiving

After receiving the material of the above three the request information is transferred to the
order form. Most lib use the standard multi copy order form (3 × 5 inches) which contains
detail of items ordered. Depending on the practice used, these order copies may be filled in
three or ones. When order materials are recurred, they have to be checked against the
venders shipping list. Materials must be check in for in: Damage, missing items etc.

RECEIPT PROBLEMS

- Wrong edition being received

- Items ordered not received
- Items not ordered when not received.
- Too many copies of items are received
- In perfect of copies of items are received

4.3 BOOK PROCESSING

Once books are received it is logical that they are processed for the shelves. The steps of
book processing are:

i. Check there book with the invoice

ii. Check thoroughly (i.e. physical checking of any in perfections such as
missing book, if there are duplications)
iii. Stamping – It may be in the form of rubber stamping of the book with
ownership stamp. It is done for security reasons.
iv. Stock recording/accessioning: Giving a material a unique number for
easy identification when lost. ISSN/ISBN has been the accession number
in recent years. Each book which has gone in the Library has the
accession number.

40
 v. Cataloguing and classification: Cataloguing is recording the
bibliographical information of the item. Classification is assigning the
number to an item (An identification number given to each item on the
shelves).
vi. Typing – type all necessary details on the book stationery
vii. Labelling – affixing the book stationery ( already typed in vi above)
viii. Jacketing (fixing covers). Plastic Jackets are used on hard cover books in
many libraries while adhesive plastic covers are used on the paperback
book.
ix. Find Check-up and display of new materials
x. Shelving

self assessment

1. Describe the process books will go through before they are finally shelved.

Unit Summary
This unit has introduced you to acquisition process of library materials. Please not that when
materials are supplied to the library the acquisition unit recereives the materials.After their
receipt then the processed as shown in this unit before they are finally shelved.

Recomended readings
Baird, Nicola. (2 0 1 2) Setting Up and Running a School Library. Oxford: Heinemann
Educational Publishers

Beenham, R. (1990). The Basics of Librarianship. London: Bingley

Biblarz, Dora., Marie-Joelle Tarin, Jim Vickery and Trix Bakker (2001) Guidelines for a
collection development policy using the conspectus model. A booklet by International
Federation of Library Associations and Institutions section on Acquisition and Collection
Development

Evans, Edward G. (2005.) Developing library and information centre collections. 5th ed.
Westport: Libraries Unlimited

Harrod, L.M. (1994). The Librarian Glossary.

Lundu, M.C. (1995). The Library Service of Society: philosophical foundation. Pretoria

41
Martin, W.J. 1989). Community Librarianship: Changing the face of public Libraries.
London: Library Association

Peggy Johnson (2009) Fundamentals of collection development and management (2nd ed.)
USA. American Library Association.

Ryland, J., (1982) “Collection development and selection: Who should do it?”, Library
Acquisitions: Practice and Theory, v.6

www.alastore.ala.org

42
UNIT 5 STORING OF LIBRARY MATERIALS

Learning outcomes: On completion of this unit, you will be able to

1. Identify two main Storage areas

2. Discuss Determinants of storing materials in specified storage
areas
3. Discuss Storing materials out of the normal sequence

Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 10 hours on this unit

INTRODUCTION

Just like any other living thing has where to live, so are library materials. In this unit you will
be acquainted with two main storage facilities of the library. Added to that you will consider
how to store non – book materials.

5.1 STORAGE OF LIBRARY MATERIALS

There are basically 2 types of storage areas and these are – open access areas and closed
access area

Open access areas

This is where materials are placed in locations were users have free physical access by
themselves without going through a member of staff. Materials likely to be placed in these
areas are ordinary books reference materials and some of the printed no-book materials like
Journal, newspapers, magazines etc.

Advantages

- Users can physically check the contents of the material

43
 - Less time is spent on getting the required materials
- Very simple procedures are following in getting materials
- The loan period is reasonable
- There is no negative psychological effect since the users will not need to ask the
library staff for assistance

Disadvantages

- There is minimum security in terms of thefts

- There is a lot of mishandling of various issues thereby increasing chances of damages
like tearing off pages, destroying the binding and this will cause a short life span of
materials.
- Users tend to miss helve materials either deliberately or accidentally. There is need
for a lot of shelf reading and organization on the part of the members of staff
- There are lot chances of users losing materials as materials stay out of the library for a
consideration amount of time.

Close access areas

It is the area in the library which stocks materials in special places. Materials from this area
can only be removed by the library staff upon request. The special places could be special
rooms behind counters or special drawers most materials stored there are non-book materials
e.g. the non-print materials. The reason for storing such materials in closed areas is that they
are sensitive and therefore require specialized storage.

Advantages

- There is maximum security especially from theft

- For those materials which are in high demand the library staff ensures that they avail
the materials to as many users as possible by limiting the usage time
- It is a specialized storage for those materials which may require specialized treatment
- Handling of materials is done by professional staff thereby reducing damages and
ensuring longer life span for the materials.
- There is no mis-shelving in this area as shelving is done by professional staff
- The area only caters for most materials whose contents are restricted to particular
persons

Disadvantages

- They are usually long procedures to be followed

- There is no direct contact with the material therefore users are not able to browse
through the materials
- The loan period is usually limited

44
 - There is a psychological barrier as users need to ask the library staff for access of the
materials
- Sometimes library staff are biased in giving out the materials
- It is expensive to maintain or even build special rooms

5.2 Determinants of storing materials in specified storage areas

Storage of non- book and non - print materials

Audio visual and audio materials are very sensitive to dust, light temperature humidity and so
on. The package of these materials must therefore be durable to protect them from the above.

Some of these materials are very small and they need to be stored in special places and since
they are stored in closed access areas, the index of catalogue need to be fully described to
enable users to be aware.

(a) Microfiche
This is a flat piece of transparent film containing images greatly reduced in six. There
are stored in individual envelope to prevent damage from just and finger prints.
These are then files in drawers specifically designed for them as such purpose

(b) Microfilm
They are usually supplied in their own compact boxes and can be stored in drawers or
shelves or placed in metal cabinet but they should be in closed access.

(c) Audio cassette

These have their own container to minimize possible damage, these containers usually
indicate the contents or the nature of the content as well as their play time

(d) Video Cassette

They are displayed in plastic boxes and put on shelves. The plastic boxes are supplied
with them. They are just proved and are labelled accordingly.

5.3 Storing out of the normal sequence

Some materials in libraries are stored out of the normal sequence because of the following
reasons:

 Some are fragile

 Some are expensive

45
  Some are sensitive (e.g. Some require temperature and humidity controlled
atmospheres)

 Some are small in size

 Some are confidential and rare

 Some are too big (oversized)

Self-assessment

Unit summary

It is important to properly store materials because the library is a repository of recorded

human knowledge not only for the present user but for future generations as well. As you
have noted in this unit regardless of the format of the materials, you need to determine what
storage facilities are required for each material.

Recommended Readings

Baird, Nicola. (2 0 1 2) Setting Up and Running a School Library. Oxford: Heinemann

Educational Publishers

Beenham, R. (1990). The Basics of Librarianship. London: Bingley

Biblarz, Dora., Marie-Joelle Tarin, Jim Vickery and Trix Bakker (2001) Guidelines for a
collection development policy using the conspectus model. A booklet by International
Federation of Library Associations and Institutions section on Acquisition and Collection
Development

Evans, Edward G. (2005.) Developing library and information centre collections. 5th ed.
Westport: Libraries Unlimited

Harrod, L.M. (1994). The Librarian Glossary.

Lundu, M.C. (1995). The Library Service of Society: philosophical foundation. Pretoria

Martin, W.J. 1989). Community Librarianship: Changing the face of public Libraries.
London: Library Association

46
Peggy Johnson (2009) Fundamentals of collection development and management (2nd ed.)
USA. American Library Association.

Ryland, J., (1982) “Collection development and selection: Who should do it?”, Library
Acquisitions: Practice and Theory, v.6

www.alastore.ala.org

UNIT 6 PRESERVING OF LIBRARY MATERIALS

Learning outcomes: On completion of this unit, you will be able to

47
 1. Define Concept Preservation of Library Materials
2. Explain Processes of Preservation of Materials
3. Explain Reprography

Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 24 hours on this unit

INTRODUCTION

Once the materials have been put finally on the shelves, usually they will be used by users of
the library. When the materials are in circulation and as time goes by they will show signs of
wear and tear. This unit will help you to learn some of the basic preservation methods that
you can employ to preserve materials.

6.1 Care and preservation of books

It is true to say that prevention is better than cure. Good accommodation, ventilation,
shelving and proper handling prevent unnecessary deterioration and damage and this adding
to the life of the books and serving money that would not otherwise be used on title
replacement. It is equally true to argue that however, we may prevent our books from
damage. All the same damaged books will be discovered even with the best treatment books
will eventually show signs of tear and wear, such books should be removed from the library
collection and decisions must be made whether to repair, to send them to the rebound or to
discard them.

Repairing should be done in care of pages, loose plates and minor damage to covers. Minor
repairs can easily be carried out with the use of simple requirement and materials like a sticky
tape, gummed transparent paper, rubber, small brush and water paste.

CONSERVATION AND PRESERVATION FACTORS

Definitions

48
So far we have been discussing the concepts of conservation and preservation without
defining them. What do we understand by these two terms?

Conservation relates to handling and storage issues

Preservation relates to issues of longevity: how do we lengthen the life of an item that has
come to an end through a number of factors- natural deterioration, damage, theft etc.

Dictionary definitions of these two terms are as follows;

a) Conservation
Careful preservation and protection of something; planned management of a natural
resource to prevent exploitation, destruction or neglect.

b) Preservation
To keep or save from decomposition, to keep alive, intact or free from decay.

From the definitions above it has been said that conservation relates to handling and storage
issues while preservation is concerned about extending the shelf life of library items/materials
(longevity). To this end it can be stated that the two terms are related in the sense that
properly stored and handled collections will have a longer life span and problems of
preservation will be minimized. While poor or lack of conservation methods results in more
wear and tear to library materials.

6.2 PROCESSES CONSERVATION AND PRESERVATION OF LIBRARY

MATERIALS
The philosophy behind the conservation and preservation of library materials could be said to
centre around two essential themes;

a) Economic
b) Posterity

ECONOMIC REASONS

Libraries invest a lot of scarce financial resources in building up their collections. Most
libraries are non-income generating institutions and they depend on budgetary allocations
from their parent institutions which may be publicly or privately funded. It is morally
incumbent on libraries that they properly look after collections entrusted to them so that
monies spent on the collections are justified and accounted for. There is no institution which
would be willing to spend so much money every year on acquiring the same items –otherwise
library collections would never grow and libraries would have nothing to show for the monies
being spent by their parent organizations on the collections.

POSTERITY REASONS

49
Posterity as repositories of recorded human of recorded human knowledge have a duty to
society to collect and preserve information materials in whatever format (book, periodicals,
audio visual, electronic etc.) not only for the present generations but for the future generation
as well. They are duty bound to ensure that the materials are available for use to both the
present and future generations in a reasonable state of repair.

CONSERVATION AND PRESERVATION OF LIBRARY MATERIALS.

Issues concerning the conservation and preservation of library materials are an integral
component of the collection development process. This is so in the sense that once the
materials have been acquired they have to be in a state of repair for them to remain part of the
collection and be available for use. Conservation and preservation issues should be borne in
mind from the time a decision is taken to acquire the item (book, periodicals, audio visual,
electronic etc.). The issues to be taken into account include:

1. Usage of the material-will it be able to withstand the anticipated level of usage in

terms of wear and tear? Should you acquire it in hard cover, soft cover, microform,
audio visual, electronic, etc. format considering the anticipated usage?
2. How and where will it be stored? – will a controlled environment be required? Are
appropriate physical storage facilities available?
3. How will worn and damaged materials be rehabilitated? –do you have access to
repair facility? What will be the costs for rehabilitating? etc.

ENEMIES OF LIBRARY MATERIALS

There are many elements that contribute to the deterioration of library materials. These could
be grouped into three major categories as follows:

1. Natural elements
2. Human elements
3. Administrative factors
NATURAL ELEMENTS

Natural elements include environmental elements and vermin

The major environmental elements that affect library materials are natural light,
electromagnetic forces, excessive fluctuations in temperature and humidity, floods,
earthquake, fires, dust etc. Measures should be taken to control these factors so as to
minimize their harmful effects on library materials. Some of the control measures are as
follows:

a) Temperature and Humidity- the control of temperature and humidity may be

necessary where there are excessive fluctuations in these elements. The recommended
temperatures and humidity levels for a library/information resource center range
between 65 to 75 degrees Fahrenheit and 40% and 60% respectively. This

50
 environment is ideal for the protection of paper documents and other formats and to
provide comfort to staff.
b) Fire hazards can be minimized by installing firefighting equipment in the premises;
adhering to fire safety regulations; using fire-resistant building materials; following
standard electrical fittings specifications etc. The location of the library/information
center should be located where fire fighters can easily reach it.
c) Water protection could be enhanced by; preventing leakages; not locating the
building in a water logged environment where underground water can easily seep into
the floor of the building; ensuring that proper plumbing is done well-maintained, by
locating the collections away from where the plumbing passes.
d) Dust is a major problem especially in tropical and dry climates. It could be overcome
by installing dust filters in the quarters housing library materials and also by ensuring
that the premises are cleaned regularly. Both hardware and software of non- print
media should be covered after use.
e) Lighting – most library materials deteriorate under direct light. Natural light is
particularly harmful to this end. It is important that materials that are sensitive to
direct sunlight such as photographs, paper documents, electronic discs , photo discs,
and tapes are kept in areas where there is reduced light. Further, areas housing
collections should be designed in such a way that they face away from east or the west
and (the direction of natural light).

If windows are to be installed in collection areas, they should be designed in such a

way that they allow in as little natural light as possible. Normally windows in
collection areas are either screened with sun screening materials such as curtains,
shutters or specially made glass which reflects off harmful sun’s rays. Windows may
also be located very high up such that direct sunlight does not come into contact with
documents.
f) Electrical installations such as power stations, generators, refrigerators which emit
magnetic fields affect certain types of non-print media such as computer discs. Items
that are sensitive to these electromagnetic fields should be stored away from such
sites.
g) Vermin are harmful insects and rodents such as termites, cockroaches, silverfish,
book lice, moth, bookworms, rats etc. These can be prevented by following good
hygiene practices through regular cleaning and fumigation of the premises and
avoiding the consumption of food in areas housing the collections.

Human elements

Human elements relate to issues of handling and vandalism

Storage and handling of library materials

Storage and handling also contribute to damage of library materials.

51
When handling materials the following must be observed

a) Care needs to be taken when opening new books. They should not be opened with
force as this may lead to tear.
b) Do not suspend a book by holding only its covers
c) Do not fold the books or their pages or corners of its pages
d) No marks should be put by the users in the document

Storage

Shelves are the final resting place books .The nature of shelving available will to a large
extent determine the life expectancy of library materials. Provision of poor inappropriate and
inadequate storage media for library collections such s shelves, filling cabinets and other
storage media for non-print media often result in damage to materials. If for instance, books
are too squeezed on the shelf.

Handling of materials on the shelves

a) Book support can be used to back loosely on the shelves. The support is put at the end
of the book.
b) Books should not be packed tightly that is too close to each other as this might cause
damage when users force off the shelf by putting a thumb and middle finger at the
sides and then pulling it.
c) When returning the book to the shelf, move the book support away from the books so
as to create space then use the left/right hand to fit in the book.

Measures used to protect materials from theft

1. Stamp materials with ownership stamp

2. Counsel loans when materials is brought back
3. Do not allow bags in the library
4. Put up security points out of the library and let them be manned all the time
5. Rotate staff on check points regularly
6. Allow only one entrance in and out of the library

6.3 REPROGRAPHY

Definition: Reprography is a general term for the reproduction of documents or images

especially those that are virtually indistinguishable from the original. Reprography can be by
mechanical, electronic, or photographic means such as photocopying or xerography,
scanning, digital printing, and photography.
Also Known As: reprographics, photocopying, xerography, photographic reproduction

52
IMPORTANCE

 Improves access
 Way of preserving rare books
 It’s a vital service for libraries
 Saving costs etc.

Reprographic Methods

1. Photocopying

 A paper copy of a document, picture, etc., that is made with a special machine (called
a copier or photocopier)

 a copy of usually printed material made with a process in which an image is formed
by the action of light usually on an electrically charged surface (Merriam-Webster
Dictionary, © 2015 )

Figure 5 (photocopying)

2. Scanning

Digital document scanning is a process that consists of converting paper documents into
editable digital information.

53
 Figure 6 (Document being scanned)

3. Printing

Produce (books, newspapers, magazines, etc.), especially in large quantities, by a

mechanical process involving the transfer of text, images, or designs to paper. (Oxford
Dictionary, 2009)

Figure 7 (paper printing)

REINFORCEMENT

54
Library materials can be reinforced to ensure a longer life span. When new materials arrive
they need to be protected from damage by covering them with adhesive plastics and plastic
covers.

RESTORATION OF LIBRARY MATERIALS

Material get damaged due to various reasons such as carelessness in handling materials and
when this happens materials will need to be restored back to life.

The following are some of the solutions.

TASKS

1. With a sticky tape, stick a loose spine to the front and back covers by outlining one
side of the strip of the tape on the spine and the other on the covers.
2. With the gummed transparent paper stick loose pages in and mend the tone pages.
3. Pencil marks can be rubbed out with a rubber.
4. Yu can use a slice of bread to rub off grease marks so that some of the grease and
dirty can be absorbed into the crumbs.
5. A cold iron is used to straighten out grease paper.
6. Stains on book covers can be removed by rubbing with a sponge or cotton wool
deepened in flour and water paste.

These simple repairs carried out carefully as soon as the damage is noticed can improve the
appearance of the book and a clean and tidy book store encourages readers to treat that store
with respect.

Binding – is an important step in book production as it holds pages together making it easy in
handling materials. Binding of materials in a library is normally done in two categories
namely book binding and serial binding most books simply require reinforcing binding since
they are already bound. Serials are usually bound after they have been used for some time.

TYPES OF BINDING

Certain types of binding are necessary for different uses. Binding is a process of putting
together paper by using various methods.

EDITION BINDING

55
After printing sheets of paper are folded to form what are known as signatures this folding of
sheets is done according to predetermined arrangements of pages which is referred to as
imposition and it’s the first step in any binding process. In edition binding signatures are
sewn using threads or strings and there are two ways of edition binding.

a. Smithy sewing – the thread passes through each signature.

This is commonly used especially for bigger or thinker items and it is more
satisfactory.
b. Slide sewing – the thread passes in the sides of a signature throughout the entire book.
This is only satisfactory with thin documents though it is very strong.

PERFECT BINDING

Signatures are gathered together and edges are roughened up. Plastic adhesives or glue is
used though it’s not very durable due to the effects of heat and moisture. It is referred to as
perfect binding because it is commonly used for thin and thick books and it brings paper
together. In certain cases the two methods can be applied were signatures are sewn together
and then glued. This is referred to as smashing and it is much stronger and more durable
unlike using one method.

Figure 8 (Binding process)

Criteria for Binding

- Physical conditions of a book – This must warrant binding. Check a book for
missing pages and ensure that none is missing. If you have one which is a complete
copy you may be required to photocopy the missing pages from the other copy and

56
 have them replaced. You should ensure that the margins are adequate as the process
of binding normally reduces them. (Samuel, 2015)
- Relevance of information – The material should be up to date if it is outdated, the
best is to purchase a new edition.
- Demand made of the document / item – only books which are on demand are prone
to wear and tear.
- The use of material –items must be able to look attractive after the binding process -
important details must still be visible
- Cost – only those materials which will be cheaper to rebind than buying should be
worked on.
- History of binding- Check how many times the material have been rebound because
frequent binding affect the book type face that is how letters look in terms of color
and texture. Materials that stand a lot of binding are those with an adequate margin.

BINDING PROCEDURE

To bind or rebind a book, the following steps will be followed as shown in the diagram
below.
1. Check that the book is complete that is no missing pages
2. Remove the books casings
3. Take the book apart so that the constituents are separated.
4. Assemble the sections in the correct order and sew them together over tapes or codes
and in cooperate new end pages.
5. Gently round the spine and then glue a piece of gauze over the spine to overlap
slightly on each side
6. Assemble the book cover with three pieces of cardboard (front board, spine and back
board) glued to the covering materials.
7. Attach the cover to the book firmly, fixing the tapes or codes and gluing any papers to
the front and back board.
8. Do the lettering of the spine and front cover to the authors name and title. The binder
will also show the classification symbol on the spine if instructed to do so and placing
of letters.

57
 Figure 9

Activity

Try to look for a worn out book and bind or reinforce it following the procedure above.

Unit summary

In this unit you have learnt about preservation of library materials, the processes of
preservation as well as reprographic services such as printing, scanning and photocopying.
These are vital activities for economic and posterity reasons.

Recommended Readings

Beenham, R. (1990). The Basics of Librarianship. London: Bingley.

58
Bhupendra Ratha. (2015, April 14). PPT – Web Server PowerPoint presentation . Retrieved
from Powershow web site: http://www.powershow.com

development, C. (2014, - -). Yellowhead Regional Library. Retrieved from Yellowhead

Regional Library web site: http://www.yrl.ab.ca

Evans, G. (2005). Developing library and information centre collections (5th edtion ed.).
Westport: Libraries unlimited.

Johnson, P. (2009). Fundermentals of collection development and management . USA:

American Library Association.

library, Y. . (2014). Collection Development. Retrieved from Yellowhead regional library

web site: http://www.yrl.ab.ca

Lundu, M. (1995). The library service of Society: Philosophical foundation. Pretoria: S.I.

Merriam-Webster. (© 2015). Merriam-Webster Dictionary. s.n: An Encyclopædia Britannica

Company.

Stanley, S. J. (1997). Weeding Library Collections. Libraries Unlimited.

Stevens, R. E.: Instruction on Microform: its Place in Library School. Journal of Education
for Librarianship, 6:133-136, Fall 1965.

Axford, H. W.: Courses in Reprography Offered in Graduate Library Schools. Library

Resources and Technical Services, 17:246-250, 1973.

59
UNIT 7 EVALUATING OF THE COLLECTION

Learning outcomes: On completion of this unit, the trainees will be able to

1. Explain Concepts of Collection Evaluation.

2. Explain Methods of Collection Evaluation
3. Explain Stocktaking
4. Explain Weeding

Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 12 hours on this unit

INTRODUCTION

This unit you are going to learn how to evaluate you’re a collection. As you have seen
already when you conduct a needs assessment survey, materials are selected based on the
same and eventually acquired. After some time it is necessary to conduct an evaluation of the
collection to see if it is still meeting the purpose for which it was collected.

7.1 COLLECTION EVALUATION

What is evaluation? It is an activity undertaken to place a value or worth on an object or

activity. Collection evaluation is an exercise performed in collection development which
helps us answer questions such as:

a) How useful is the collection? Is it meeting the purpose for which it was collected?
b) What are the strengths and weaknesses of the collection?
c) Cost effectiveness of monies expended on the collection. Was the money spent on the
collection worth it?
d) How has the collection performed in terms of usage
Collection evaluation is related to the findings of the needs assessment survey conducted on
the user community. The idea is to find out whether those needs had been met and at what
cost and to what extent?

Robert B. Downs (1941) has defined the purpose of collection evaluation as follows:

60
“From the internal point of view, the survey, if properly done gives one an opportunity
to stand off and get an objective look at the library, see its strengths, weaknesses, the
directions in which it has been developing , how it compares with similar libraries, how
well the collection is adapted to its clientele and provides a basis for future planning"

There are many factors which necessitate conducting a collection evaluation. They could be
internal factors such as stocktaking and inventory control for insurance purposes, budgetary
reasons etc. There could also be external factors such as donors wishing to know something
about the quality of the collection, other libraries participating in common cooperative
ventures etc.

7.2 HOW TO CONDUCT COLLECTION EVALUATION

To perform a collection evaluation one needs a thorough knowledge of the collection and the
purpose for which it was collected. The results of the evaluation can be used as a basis
for an intelligent and realistic programme that can be used for requesting for increased
funding (for a subject area or in general).

Before embarking on an evaluation exercise it is important to first define the goals and
purposes of the exercise. This should be done to facilitate the interpretation of the results.

As defined above, evaluation is the process of placing a value on an object or activity. Value
could refer to a number of attributes:

a) Economic value of the library collection-how much is the collection worth in

monetary terms?
b) Moral values of the collection- how is the collection contributing to the promotion or
corrosion of the moral values of the community it is serving?
c) Religious value of the collection- in what ways is the collection contributing
(positively or negatively) to the religious well-being of the community the collection
is serving?
d) Aesthetics (beauty, artistic presentation etc.) value of the collection.
e) Intellectual values of the collection in the sense of how it is promoting the intellectual
growth of the community it is serving.
f) Educational values- in the sense of how the collection is contributing to the promotion
of educational activities of the community it is serving etc.
The value of the collection could be said to go up or down depending on what attribute
the analysis is based on.

A number of techniques are available for conducting an evaluation. The choice of any one
or a combination of these will depend on the goals and purposes of the evaluation
exercise. They include:

a) Compiling statistics on the holdings including such elements as:

a. -no. of volumes in the collection
b. -age of the collection
c. -use made of the collection

61
 d. -funds expended on the collection

b) Checking standard lists, catalogs and bibliographies (checklists) and comparing them
with the
Library collection.
c) Obtaining opinions from regular users, subject specialists etc. who will give their
impression of the collection.
d) Examining the collection directly by conducting a physical evaluation.
e) Comparing with other libraries. But this may not be the most effective method due to
differences in institutional objectives, programmes, service populations etc.
f) Use formulas as a basis for collection evaluation. There are various formulas such as
collection per user, budget per user, budget per program or subject area in the college

Which method is used, it is important to bear in mind that each approach has its own
strengths and weaknesses.

REFERENCE

Robert B. Downs. “Techniques of the library resources survey” Special Libraries

23(April, 1941) pp.113-115. Cited in G. Edward Evans Developing library collections.
Littleton: Colorado libraries Unlimited, 1979 p.236

Self-assessment

Which technique is best to use when you want to evaluate a collection?

7.3 STOCK TAKING

This is a methodical way of determining the extent of book loses.

METHODS

They vary according to the kind of stock records/materials. One can use one of these;

a) Accessioning register
b) Shelf list
c) Physical count

62
IMPORTANCE OF STOCK TAKING

1. It assists in revising the stock figures

2. The library catalogue is kept up to date as lost material records will be removed from
the catalogue
3. Missing items are indicated and when it comes to replacement, information will be
readily available and this can happen if you are using the shelf list.
Please note that stock taking should involve all library resources including library furniture
and fittings.

7.4 COLLECTION WEEDING

There is need for unwanted or unused documents to be removed from the circulation to create
room for others. Some of these documents are purged i.e. where unused documents are
officially withdrawn from the main collection and stored in less active areas. Some
documents are destroyed altogether (discarded)

Reasons for weeding may include:

 Improving the collection

 Improving accessibility
 Saving Space
 Saving money
 Providing feedback on the strengths and weaknesses of the collection
 Making the library look appealing (Slote, 1997)

Methods of weeding

There are two methods discarding and purging. Discarding is getting rid of materials no
longer of use by means of destroying them. Purging is the official withdrawal of unused
documents from the main collection and stored in less active areas

Factors to consider.

1. Library goals – why the library is where it is supporting or serving the purpose.
2. Availability of funds – Do we have the money to replace the one we removed
3. Relationship of a particular item to others on a subject between the weeded and the
remaining. It might be that if you remove one of them the remaining materials will
not be supported.
4. Degree to which the library should function as an archive.
5. The future use /trends of future use of a particular material

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Criteria for weeding

Once the above has been considered then the criteria for weeding may include the following.

1. Duplication - you should also consider passed usage or how often the material had
been used.
2. Unsolicited Gifts
3. Obsolete items
4. Superseded materials
5. Dirty materials
6. Periodicals without indexes

Three broad types of criteria can be differentiated in weeding books.

1. Physical condition
This is not an effective criterion it may simply show over use of the material and
therefore, the material may simply require replacement repair.
2. Qualitative worth.
This involves subjective judgment and it requires group’s decisions to be made after
consulting the patrons though the process is slow
3. Quantitative Worth
Passed usage records should also be used and those on demand will show. When the
usefulness and the popularity of the wok has been questioned and if the policy of the
library permits discarding them one needs to decide the following;

(a) If the financial and physical resources are present or available to provide continuity or
if there is a possibility of an immediate housing and maintenance of material.
(b) If the material can be procured within an acceptable short time either from another
library at the cost or lower than the cost of housing and maintenance within the
library.
(c) If allowing the material to remain in the collection would produce a negative result.

BARRIERS TO WEEDING

Barriers likely to be encountered may include

 Lack of adequate time
 Size and prestige reasons
 Legal barriers
 Political barriers
 Transportation costs of weeded documents
 It is a difficult task
 Fear of making a mistake
 Reluctance to throw a book away

WEEDING IN DIFFERENT TYPES OF LIBRARIES

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The type of library usually determine how weeding should be done

1. Public library

As it caters for a wider audience, it should be stocked with different types of materials for all
ages. Using quantitative analysis, obsolete or unused material should be removed. This
improves access to information and the library will also look attractive.

2. Academic library

A collection is different from that of a public library .They do not usually contain large
volumes for weeding as compared to public library. Materials are usually weeded out when
the curriculum changes. The purpose of weeding in an academic library is to create room for
new materials as well as improve accessibility

3. Special library

Because of the nature of such libraries, most of them are small and the capacity to hold
materials is also limited. It is important that materials are always up to date so as to provide
the organization with only the relevant information. All of items on the shelves must be
useful and if not they need to be removed. Weeding in special libraries is part of the daily
routine.

4. University and research libraries

In such libraries weeding is done for the purpose of storage rather than discarding and
purging. It is important to reserve materials for future use by the school and since there is
space limitation as a serious problem, it could be over come by.

(A) Compact storage

(B) Shelving by size so as to reduce wastage of space between shelves
(C) Special housing for materials less used as long as there is a clear indication in the
catalogue to show were they are stored in the library, the university and research
centers help to keep materials for a long time.

SUGGESTIONS OF WEEDING ACCORDING TO SUBJECTS

1. Religious and Philosophy

Return system of philosophy- you can discard historical and explanatory texts. When
superseded discard order theology
2. Social sciences
Since it requires frequent revision, materials which have been superseded should be
weeded out. For example year books and books of economics

3. Language

65
 You can discard old grammar and ordinary school dictionaries, return larger
dictionaries and should always remember to weed on the basis of use

4. Pure Sciences
Discard materials with obsolete information and theories superseded, general work
should also be discarded unless they are classics. Discard ordinary texts books after
ten years.
5. Literature
You should keep literally history and related to works unless they are superseded.
You can discard poetry and drama that is no longer read. Work of minor novelists
whose works have not been revised.
6. History
Discard inaccurate or unfair interpretation, summaries that are unauthoritative, works
of travel of over 10 years old unless they are distinguished by style or importance of
author. Keep histories which have literally classics.

The procedure to be followed if the withdraw has been taken

1. Rubberstamp the book so that the word withdrawn clearly appear on it.
2. Remove the issue stationary that is the book card and the book pocket and date due
slip
3. nsure that all catalogue entries pertaining to the book are removed especially if it was
the last or the only copy in the library.
4. Notify libraries which have union catalogue in which your library stock is represented
so as to have their relevant catalogue entries removed
5. The disposal
You can dispose of withdrawn materials by;
a) Selling them
b) They can be given to place like hospitals, prisons, old people’s homes or other
libraries who may have use for them
c) They can be destroyed or pulped
d) Exchanged with other libraries.

Self-assessment

1. What is the importance of weeding library materials?

2. Who should do the weeding in, Public, School and Academic libraries?

66
 Unit summary

This unit you have certainly appreciated learning some basic ideas on the weeding exercise.
This is crucial for the development of the library. You must have noted also the reasons and
barriers of this activity, its criteria and how it’s done according to the different types of
libraries. The policy should be adhered to when undertaking this exercise and always follow
the procedure stated in this unit when materials have been withdrawn from the collection.

Recommended Readings

Beenham, R. (1990). The Basics of Librarianship. London: Bingley.

Bhupendra Ratha. (2015, April 14). PPT – Web Server PowerPoint presentation . Retrieved
from Powershow web site: http://www.powershow.com

development, C. (2014, - -). Yellowhead Regional Library. Retrieved from Yellowhead

Regional Library web site: http://www.yrl.ab.ca

Evans, G. (2005). Developing library and information centre collections (5th edtion ed.).
Westport: Libraries unlimited.

Johnson, P. (2009). Fundermentals of collection development and management . USA:

American Library Association.

library, Y. r. (2014). Collection Development. Retrieved from Yellowhead regional library

web site: http://www.yrl.ab.ca

Lundu, M. (1995). The library service of Society: Philosophical foundation. Pretoria: S.I.

Stanley, S. J. (1997). Weeding Library Collections. Libraries Unlimited.

67
UNIT 8 CIRCULATION SERVICES

Learning outcomes: On completion of this unit, you will be able to

1. Define Concept Circulation

2. Explain Registration of Readers
3. Explain Systems of Charging and Discharging in a Library
4. Explain Readers Services
Learning conditions: you must have access to:

 Library

 Lecturers Handouts

 Computers and internet connectivity

Duration:

You will be expected to spend a minimum of 12 hours on this unit

INTRODUCTION

Welcome to unit eight of this module. In this unit you will learn about the concept of
circulation of materials and systems used, how to register readers in the library and other
important components library circulation.

8.1 READERS’ SERVICES/CIRCULATION ROUTINE

These are the basic library routines that are usually carried out in the library. One of the
principle services offered by the libraries is the lending of library materials. To ensure
effective and efficiency service, all routines must be used well organized.

8.2 Registration of readers

The type of library determine the procedure used in registering members. Time and care
should be taken to ensure that only eligible members are registered. There must be proof in
terms of identity especially in public libraries. Application forms are used on which personal
details are indicates such as names, addresses, telephone numbers etc. In school library
pupils may not need to complete an application form for library membership because
information about each pupil will already be held by administration staff. The fact that a
child is a pupil at a particular school is insufficient entitlement for him/her to be issued with
readers tickets.

In other academic libraries, some proof to show that one is really a student at an institution
will be required. This may take the form of a receipt for the course fees or lecturer’s
signatures. Proof of identity of the applicant is usually required. In public libraries one may

68
use a voter’s card, driving license or N.R.C. in addition to applicant’s name and address a
signature will be required below a statement of intent to comply with the library rules and
regulations. The readers will only be issued tickets upon approval of the membership
application. In libraries which are computerized; the names, addresses and other details of
library members will be stored in a computer. Membership application forms may be filed
usually alphabetically by surname in the register of borrowers.

The purposes of registration

1. To identify borrowers in order to know where to seek the item if not returned.
2. To study the strength of the library
3. To analyze its relation to various segments of the population or community.
4. The above is useful in the development of the library programme in relation to
community needs.

Methods of registration

In most libraries application forms are completed by eligible members. These forms may be
expected to be signed by sureties such as employers, parents, teachers etc. Reader’s cards or
tickets are issued only after forms have been approved. In some cases registration occurs for
a certain period and for others is an ongoing exercise but this varies across libraries. For easy
access records are arranged in alphabetical order by surname. This helps to counter check
members already registered as well as the total number of people registered.

Children/juvenile registration

For a child to be eligible as a member a certain level at school must be reached and in such
cases teachers my sign as sureties. In some cases parents may sign sureties. When parents or
teacher sign for children, they are usually held responsible for the loss of materials.

Temporary borrowing

This is to ensure the safety of the collection, with temporal borrowers a deposit fee is
expected to be paid before the materials could be issued out. Temporally card with
temporary symbols are used. The period of the loan should also be clearly stated.

8.3 CHARGING AND DISCHARGING

The purpose of circulation system is to give library users as much access as possible to
information.

69
When a material has been lent out to one user, then the others have no access to it especially
it is the only copy and as such some restriction are necessary e.g. putting materials on short
loan or reference basis. It is important to have a record for all loaned materials as it is the
only link between the leaser and the book. Libraries need to keep some kind of record of
such loan transactions and many methods have been revised t systematize these tasks.

These methods are known as charging or issuing systems and discharging method. The
recording of the loan of material is charging issuing and the actual record of the loan is called
a charge issue. The cancellation of the record when the material is loaned is called
discharging.

The charging method chosen by the library depends on:

a. Library clientele
b. The size of stock
c. The need to restrict the number of items which a library member may have on a loan
at a time
d. Were the library has pick periods for the lending and returning of materials

Charging systems

This is the method or system were loaned materials are recorded. A good lending system
could show who has materials on loan. What the names and address of borrowers.

(i) Which materials are on the loan, what are the titles and who are the authors of
the books which have been borrowed
(ii) When are the materials due for return?

There are various methods that have been revised over the years and each library tries to use
the most suitable for its needs. In addition, the library staff may require that the charging
method facilities are the following task:

1. The keeping of issue statistics

2. The operational system for renewing the loan period and for recalling overdue
materials.
3. The operational of reservations system
4. The monitoring of the popularity of special materials and sometimes in school
libraries of an individual, pupil/weeding.

The charging system should be simple and easy to operate for staff and readers if the system
is complex and involves the borrower in considerable amount of effort such as filling in
books and borrower; details, form or cards. The temptation will be for the borrower to
bypass issues desk and snick out of the library with his chosen books.

70
BOOK ISSUE CARD SYSTEM

This method has been devised principally to meet the needs of a school library. The card is
pre-printed with the word author and title. All of this information would be typed or written
on by the library to match the card which is inserted. Also pre-printed on the card are the
word, date and name so that the card can be stamped with the date of return and the
borrower’s name can be written alongside. A date label in the borrowers has a record of the
date of return afterward the card is filed usually by date under the user. This is the loan
record which will help in retrieving the material when it is brought back to the library by the
reader, the method requires only a minimum of effort by the librarian or the borrower but it
does not restrict the number of items which can be borrowed by library members.

BORROWERS REGISTER

In this type a register or note book is used, ruled in vertical column for date of issue, name of
borrower, author, title, accession no of the book and date of return.

Method of issue

The library staff in charge enters the book on the next vacant line in the register and upon
return the entry is simply cancelled by entering date of return or in any other way preferred.

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Figure 10 (Examples of a borrowers register)

72
BROWNE SYSTEM

It is the most commonly used changing method and it operates as follows

a) Stationery equipment required

 the date label in each book,
 the book pocket in each book.
 the book card in each book,
 the reader’s ticket one per book,
 date guides
b) equipment required
 issue trays for filing book ticket and readers card
 then the date guide or other guides used in issue trays.

PROCESS OR METHOD

Having filled in the membership application forms the reader is given a number of tickets
bearing his name and address, when the reader wishes to borrow a material or book from the
library, the reader presents book initials along with the readers ticket for each book, the date
label in each book is stamped with the date of return. The book card is removed from each
book and inserted into the reader’s ticket that is one book per ticket. Therefore the charge or
issue can be counted for statistics purposes and then filed behind dates guides in issue trays
by either accession number, author or classification number. Whatever is chosen as the file
number it should appear at the top of the book card, when the book is returned the assistant
will check the issues and ascertain the date on the date label the accession number, author’s
name, class number as well as the due date. The book ticket inside the readers pocket will
then be removed from the issue and book card will be replaced in the book pocket and the
reader’s ticket will either be given back to the reader or kept in the library.

ADVANTAGES

1. There is simplicity and efficient as documents on loan can easily be located at any
time.

2. It is economical due to the kind of equipment used which is relatively

cheap.
3. Reservation facilities available
4. The number of items issued to each member can be controlled
5. There is no delay in returning items for circulation or return
6. It is easy to locate overdue materials and the librarian is able to send
reminders to concerned members.

DISADVANTAGES

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 1. It requires the presence of an assistant
2. It lives no permanent records
3. It limits book issues
4. There is a possibility of trays overturning which may mix up with records
5. It may be time consuming especially the discharging process.

8.4 READERS SERVICES

Book reservation

Reservation of materials implies setting aside material or registration on the fact that library
materials to be returned are not supposed to be renewed to ensure that others may have access
to the materials. Libraries must have clear procedures clearly established for reservation.

Methods of Reservations

Most libraries have reservation cards or forms on which the user indicates the title of the
book and other information which may be relevant concerning the items. Forms are arranged
in alphabetical order or by alphabetical of authors and numbered serially.

Notification of Users

When users bring back materials the librarian should check the details of the materials against
the reserved list so that they are not renewed or put back on the shelves. If the material is
reserved it should be put separately near the issue desk and a reserved form and the book
cards are removed and a notice is sent to the concerned reader to notify him/her that the
material is now available. Depending on the policy of the library such materials await
collection for a few days for example 3 to 4 days. If they are unclaimed within these days
then the next person on the reserve list will be contacted and if there is no one who reserved
for it then the material will be put back on the shelf.

Suggestions (Suggestion boxes)

These are important in libraries for users can anonymously communicate their proposals and
views over library issues of various natures. This encourages the readers to bring their needs
to the attention of the library staff in a proper manner and it also enables a balanced book
selection and it assists improving library services and if a suggestion is given and the library
benefits it is appropriate that the librarian thanks the user who made the suggestion. See the
figure below:

74
 Figure 11 (example of a suggestion box)

STATISTICS

There are defined as facts in numerical form which are systematically represented in a
meaningful way. There are several ways in which libraries keep/collect statistics. Examples
are: Figures on book store and other resources, materials bought during the year, materials
issued out, total number of borrowers, new members registered in a year, Inter-library loan,
circulations, reservations etc. Most of these statistics are required for audit purposes and for
use by the governing board for it to provide information to assist in decision making
especially when there are changes in the systems. It also serves as a standard for measuring
performance for example, what has been achieved and how well the circulation department
has been operating.

BY – LAWS

Rules and Regulations

For one to become a member of a certain library, a declaration has to be made. By laws are
drawn up according to local needs and are passed on to the authority for confirmation. By
laws are supposed to be displayed in prominent areas so that people know exactly what is
expected of them or what is not expected. By laws are prohibitive meaning, they inform
people of what they are not allowed to do and these are enforceable by law. They are
concerned with the prevention of damage to library property and the governing of behavior
on the library premises.

75
Examples of by-laws

1. Those pertaining to the behavior in the library such as eating, drinking and
talking habits. Under by-laws you can have laws such as;

(a) Do not bring food to the library

(b) Do not eat or drink in the library
(c) No talking is allowed in the library
2. Care for library property
- For example looking after books and other materials borrowed, caring for
furniture, fitting etc. e.g.
(a) Do not force a new book to open
(b) Do not put back books on the shelf
(c) Do not put any marks or writings in the book
(d) Do not drag tables or chairs
(e) Do not touch any switches or electrical appliances

RULES AND REGULATIONS

These are informative meaning they inform people of what they may do and they are not
enforceable by law but offenders may be blacklisted or burned from using the library.

Examples

1. Eligibility for library membership i.e. age limit, geographical limits if any.
2. Number of tickets or card given to each member
3. Period of validity of tickets or cards
4. Loan procedures or methods of making requests
5. Hours of opening and closing the library etc.

RENEWAL

This is usually done when a reader wants to use the same item or material after the loan
period has elapsed. In most libraries the loan period is two (2) weeks after this period if the
user still wants to use the same materials he/she should be allowed to borrow it for some
more days as long as no one has reserved it. Renewals are usually made by personal visits to
the library although in some cases this can be done by post, telephones and e-mail etc. If done
by personal visit the library staff at the issue counter simply removes the ticket from the tray
and files it under a new due date, then the book label is stamped accordingly. Where readers

76
are allowed to renew by telephone, post or e-mail etc. the reader is himself advised to change
the due date on the book label and library staff changes the due date on the file cards.

OVERDUES

This is when the time elapses for the book to the returned when materials are not returned on
time to the library; notices need to be sent to readers having the items. To encourage
frequency circulation fines are charged in most cases to overdue books and other materials.
The usual practice of notifying members with over dues is by sending two reminders. When
the documents are brought back then the fee is charged. Some libraries do not find it
necessary to charge for overdue for certain reasons such as:

(a) It is expensive especially for staff time

(b) If the fine amount is too high, it is then self-defeating because the fact that there
are such fines to pay becomes the further reason for not returning the materials/items.

SHELVING

Shelving Photo from Wichita Falls public library Texas

It is the first task to be done before the library opens to the public. Material brought back are
sorted into categories that is fiction, non-fiction, over size and out of normal general
sequences such as periodicals pamphlets, reports. The other task is to arrange each category

77
of the books into the exact order on which they will appear on their respective shelves. If
possible there should be arranged on the tray in such a way that the books can be disposed of
in one circular trip (as seen from the picture above). It is worth noting that effective shelving
is only achieved where the library assistant is familiar with the shelf arrangement. Sometimes
before starting the actual shelving it may be necessary so rearrange the shelves by loosing
shelves in order to insert further books with ease. Another point to note is that the appearance
of books should be neat, if they are straightened they should be level with the front edge of
the shelve, and by doing this, differences in book sizes become less obvious and the resulting
uniformity help to maintain the tidy appearance of the library. In addition to the routine
shelving session, good housekeeping demands that the books and other printed materials
should be sorted out at regular intervals and the assistant librarian need to shelf-read through
the shelves so that materials are in a correct order.

Self Assessment

1. How would you register a reader in a School library?

2. What are some characteristics of a good lending system?

Unit summary

In this unit we learnt about the concept of circulation and you have been introduced to
registration of readers and lending or circulation systems. So it is vital that you have a sound
circulation system for the benefit of the user and staff.

Recommended Readings

Beenham, R. (1990). The Basics of Librarianship. London: Bingley.

Bhupendra Ratha. (2015, April 14). PPT – Web Server PowerPoint presentation . Retrieved
from Powershow web site: http://www.powershow.com

development, C. (2014, - -). Yellowhead Regional Library. Retrieved from Yellowhead

Regional Library web site: http://www.yrl.ab.ca

Evans, G. (2005). Developing library and information centre collections (5th edtion ed.).
Westport: Libraries unlimited.

78
Johnson, P. (2009). Fundermentals of collection development and management . USA:
American Library Association.

library, Y. r. (2014). Collection Development. Retrieved from Yellowhead regional library

web site: http://www.yrl.ab.ca

Lundu, M. (1995). The library service of Society: Philosophical foundation. Pretoria: S.I.

Stanley, S. J. (1997). Weeding Library Collections. Libraries Unlimited.

79