Library Collection Development Methods

Library collection development methods are the strategic approaches and practices employed by librarians to build, maintain, and enhance a comprehensive and relevant collection of resources that align with the needs and interests of the library’s users. These methods encompass a range of systematic processes, including selection, acquisition, deselection (weeding), and resource sharing. The aim is to ensure that the library’s collection remains dynamic, up-to-date, and diverse, catering to the evolving information needs of its community.

1.1 Library Collection Development Methods.

Collection development is a critical process in the life of a library, as it involves the strategic and intentional building of a diverse and relevant collection of materials that align with the needs of its users. Instead of subjective preferences, collection development relies on meaningful data and analysis to decide what materials to acquire. The process entails assessing the strengths and weaknesses of the existing collection and devising a comprehensive plan to address any shortcomings while preserving the collection’s strong points.

With careful consideration of the library’s budget and resource-sharing opportunities, collection development aims to match its users’ instructional and research needs, ensuring that the materials acquired align with the institution’s goals and academic mission. The collection serves as the heart of the library, supporting research, learning, and knowledge dissemination for its community of users. By continuously evaluating and enhancing the collection, libraries can provide a vibrant and valuable resource hub that empowers users and fosters a culture of exploration and discovery.

ALA (2013) defined “A term which encompasses a number of activities related to the development of the library collection including the determination and coordination of selection policy, assessment of potential user needs and collection use studies, collection evaluation, identification of collection needs, selection of material, planning for resource sharing, collection maintenance, and weeding” (p.59 ).

According to the Encyclopaedia of Library and Information Science (1971), “Library collection is the sum total of library materials, book, manuscript, series, government documents, pamphlets, catalogues, reels, micro cards and microfiche, punch cards, computer tapes, etc. that make up the holding of particular library” (p.260).

Harrods Librarian glossary (2000) defines collection development as “the process of planning a stock acquisition programme not simply to cater for immediate needs but to build a coherent and reliable collection over a number of years, to meet the objectives of the services” (p.163).

Sanchez (2005) defines collection development as a process that assumes that the information needs of the users are satisfied in an economical fashion and under a reasonable period of time using resources that are as internal as external to the organization.

Reitz (2007) defines collection development as the process of planning and acquiring a balanced collection of library materials over a period of years based on an ongoing assessment of the information needs of the library clientele, analysis of usage statistics, and demographic projection (Kasalu & Ojiambo,2012, p.4).

Collection development is a multifaceted process, and there are various methods libraries can employ to acquire materials and enrich their collections. The following are some of the essential methods of collection development:

a. Purchase: Purchasing materials is one of the primary and most common methods of collection development. When specific items are unavailable through other means, such as gifts, donations, or resource sharing, libraries purchase the materials against specific orders. Librarians carefully select materials based on user needs, the library’s collection development policy, and the available budget. Purchases include books, journals, electronic resources, audiovisual materials, and more.

b. Gifts or Donations: Gifts and donations are valuable to library collections. Individuals, organizations, or institutions may donate materials to the library, including books, periodicals, multimedia, and rare items. These donations can significantly enrich the collection, especially when they include unique or out-of-print items that might be challenging to acquire through regular purchase channels.

c. Institutional Membership: Libraries can enhance their collections through institutional membership in learned societies, associations, or other organizations that publish valuable materials. Membership often grants access to publications, free of cost or at discounted prices, allowing the library to receive relevant materials related to their field of interest.

d. Deposit System: The deposit system is a mechanism in which certain designated libraries, such as national or state libraries, receive free copies of publications produced by the government, international organizations, or other institutions. This helps ensure the preservation and availability of important government documents and other publications for public access.

e. Exchange: Exchange programs facilitate collaboration between libraries, allowing them to share their publications and resources. In this method, libraries with their own publications exchange copies with other institutions. Additionally, libraries may exchange spare copies of items they possess with materials they need from other libraries, promoting resource sharing and access to a broader range of resources.

By employing these various methods, libraries can create a diverse and comprehensive collection that effectively serves their users’ information needs. The selection process, whether through purchase, gifts, membership, deposit, or exchange, is guided by the library’s collection development policy, the requirements of its users, and the available resources. The ultimate goal is to build a collection that supports research, learning, and disseminating knowledge, making the library a valuable resource for its community. Each method contributes to the library’s ability to provide a vibrant and up-to-date collection, ensuring that users can access various materials and information to meet their academic, research, and personal needs.

A library’s collection development methods are influenced by various factors that impact the selection, acquisition, and management of materials. These factors vary depending on the library’s mission, user needs, available resources, and external influences. Here are some of the key factors affecting collection development methods:

1. Library Mission and Objectives: The library’s mission and objectives are central to collection development. The collection should align with the goals of the library and the institution it serves. For example, an academic library’s mission may focus on supporting teaching and research, while a public library’s mission might emphasize providing resources for community enrichment.
2. User Needs and Preferences: Understanding library users’ information needs and preferences is essential. Collection development decisions should be based on user demographics, interests, and academic or research requirements. Surveys, focus groups, and usage data analysis help gather insights into user preferences.
3. Budgetary Constraints: The availability of funds significantly influences collection development. Libraries must work within budgetary constraints to prioritize and acquire critical materials. Funding limitations may impact the scope and depth of the collection.
4. Resource Sharing and Consortia: Collaborative efforts, such as resource sharing and participation in consortia, can expand a library’s collection without significant cost. Sharing resources with other libraries allows access to a wider range of materials and enriches the overall collection.
5. Curricular Changes and Academic Programs: Introducing new academic programs or changes in the curriculum can impact collection development. Librarians must stay informed about these changes to ensure the collection remains relevant and supports evolving academic needs.
6. Emerging Technologies and Formats: Advancements in technology and the availability of digital resources influence collection development decisions. Libraries must consider acquiring electronic books, databases, multimedia materials, and other emerging formats to meet user preferences.
7. Collection Evaluation and Weeding: Periodic evaluation of the collection is crucial to assess its relevance, currency, and usage. Weeding outdated, damaged, or underused materials helps maintain a dynamic and up-to-date collection.
8. User Feedback and Demand: User feedback, requests, and demand for specific materials can guide collection development decisions. Librarians should consider user suggestions and seek input to ensure the collection meets the needs of its community.
9. Publishing Trends and Availability: The publishing industry’s trends, availability of materials, and publishers’ policies impact the feasibility of acquiring certain resources. Librarians must be aware of these factors when selecting materials for the collection.
10. Space and Physical Constraints: Physical space limitations in the library can influence the selection of materials and formats. Libraries with limited space may prioritize digital acquisitions to maximize their collection’s capacity.
11. Cultural and Legal Considerations: Libraries must consider cultural sensitivities and copyright laws when acquiring materials. Some materials may be restricted due to legal or ethical reasons.

Considering these factors, librarians and library administrators make informed decisions about the most appropriate collection development methods to build and maintain a valuable and user-centric collection that effectively serves their community’s needs.

Reference Article:

1. Kumar, P. A. (2017). Impact of information technology on the collection development in university libraries of Assam: a study. Retrieved from:  http://hdl.handle.net/10603/180648