Collection Management Policy

Introduction

This policy document provides a framework for the maintenance and management of the collections of resources under the control of Information Services at Aberystwyth University. It is intended to clarify collection policy for library users, and to provide practical guidance to Information Resources staff. The policy is also intended to be flexible and is subject to regular review.

The policy takes as its guide the Information Services Strategic Plan 2006/07 – 2008/09, and in particular Strategic Objectives 1 and 2:

  1. "To promote excellence in teaching, learning and research by providing staff and students with the facilities, equipment, services and support they need to achieve their academic and educational objectives."
  2. "To enhance the quality of learning and teaching by facilitating the uptake and effective use of new learning technologies and pedagogies and by supporting access to learning materials and information resources that meet the needs of an increasingly diverse student population."

Space will be made available in the libraries as a result of continuing collection management activities. This space will inevitably be used for expanding collections of traditional resources and new subjects. However, learning and teaching are now evolving to incorporate new methods such as group learning and self-directed learning. These developments have an impact on the types of material provided by Information Services, but also the way physical space is used. Unoccupied space may also be used to support the requirements of new learning and teaching methods, for example, multimedia equipment and group work areas.

The aims of this policy are:

  • to enable consistency and continuity in selecting and deselecting material for the libraries
  • to assist in the planning of collection growth and efficient use of space
  • to inform users of the basis of collection decisions
  • to exploit and promote the use of the collections
  • to enable efficient access to the collections
  • to generate discussion and assessment of collections, so that subject-specific collection policies can be developed

The following aspects of the collections are covered by this policy:

  1. Selection and Acquisition
  2. Location and Arrangement
  3. Preservation, Stocktaking and Recovery
  4. Retention and Disposal

1.Selection and Acquisition

1.1 Funding

The majority of the core Learning Resources budget is made available to academic departments for spending on library materials and services. It is allocated according to a formula which takes into account staff and student numbers, average costs of books and journals, and historical spending patterns. Information Services retains control of the budget and purchases new subject-specific additions to stock as requested by academic departments.

A General fund is used for ongoing commitments to multi-disciplinary journals, abstracting services and newspapers; the uncommitted portion supports the collections of reference books in all Aberystwyth University libraries and other miscellaneous spending such as replacement copies.

An Electronic Sources fund is used for multi-disciplinary databases or e-journal subscription deals; subject-specific electronic resources are paid for from the appropriate departmental allocation.

1.2 Selection procedure

Recommendations from academic staff are the main source of material selection and each academic department has a representative through whom recommendations filter. Reading lists also inform selection. There are Subject Support Librarians who ensure that selection, revision, retention, and withdrawal of stock is managed appropriately for academic departments’ information and literature requirements. Subject Support Librarians also provide awareness of the collections and their usage. Additional circulation information from the Library Management System can provide analysis of frequently reserved and used items, to identify stock for duplication if necessary.

1.3 Electronic resources

Electronic subscription services can provide a space-saving alternative to building up printed collections, a reduction in the handling and management of print items, and a widening of access to high demand material. In the case of a bundled deal of electronic journals, this can mean a wider range of titles than with print only. This also assists with the financial effects of journal inflation. Information Services continue to promote the e-library agenda, by initiating trials and informing academic staff, and then acquiring new e-library resources, including e-books, e-journals, and other digital sources and multimedia products.

A Resources Group, consisting of members of the Library Support Services and Subject Support and E-Learning divisions, meet regularly to discuss and decide upon new resources and developments. Where material exists in different formats, the best medium will be selected, taking into account cost, availability, suitability, and accessibility. For example, access via the WWW is now preferred to CD-ROM. There are still concerns surrounding the electronic medium, particularly issues related to preservation and archiving, and these are important considerations in selection decisions.

1.4 Books

The number of copies bought of any title will depend on anticipated demand, the number of students to whom the title is being recommended, and the cost. Paperbacks will be the preferred format on grounds of lower cost, unless the anticipated use and shelf life suggest that a hardback edition would be more cost-effective. The purchase of 10 copies of a single item is a general maximum, with a formula of one copy per 20 students used as a general guideline. The shortening of loan periods can assist with availability. Loan period information relating to each library can be found on the Lending Services Pages

The provision of e-books is steadily increasing, and Information Services continues to monitor usage and availability of relevant titles. A supplementary e-book copy may be sought for titles that will be in high demand.

1.5 Journals

The majority of journal subscriptions have a print element involved. The printed journal is still a very valuable resource, particularly in terms of archival material. Printed journal collections involve a large workload of handling post, checking items in, binding and shelving, and are demanding in terms of space required. Electronic access for journals is the recommended medium, if available, with the means of access evaluated by Information Services and a decision over preferred format made in consultation with the relevant academic departments. The cancellation of parallel print subscriptions will be considered, unless the supplier’s contract stipulates maintenance of both subscriptions.

Offers from journal publishers of electronic access to a bundle of publications, either directly from a publisher or via a provincial or national initiative, will be evaluated by Information Services. Where such offers are taken up, they will be funded from a general fund or the relevant departmental funds. Individual electronic titles will be funded from departmental allocations. Academic departments receive a list of their current journal subscriptions annually, to review for currency in relation to curricula.

Journal titles are also received as part of exchanges with other institutions worldwide. Exchanges are only undertaken if the material is of current academic value and it is cost-effective to do so.

1.6 DVDs and Videos

DVD is the preferred medium to videocassette if costs and availability allow, for reasons of durability and space provision. DVD replacements will be sought in the event of damaged or missing video stock.

1.7 Reference material

Information Services aims to provide access to current factual information in print or electronic format. This will include, for example, general encyclopaedic knowledge, information related to higher education, and materials of national, regional, and local significance. Superseded editions will be replaced when possible.

1.8 Donations

Information Services will accept donations of books and journals that will support the current teaching and research needs of the University. However, acceptance of a donation must be justifiable in terms of cataloguing and retention/storage costs, and on condition that Information Services can process donations as it sees fit. Assistance from academic staff in assessing collections of donated material is always welcome and will be sought whenever practicable.

More detailed information about the Information Services policy toward donations can be found on the donations page

2.Location and Arrangement

2.1 Print and multimedia collections

Books, periodicals, DVDs and videos can be found in the following locations:

  • Hugh Owen Library humanities, social sciences, law, biological and earth sciences
  • Physical Sciences Library mathematics, physics, computer science
  • Old College Library education, welsh
  • Thomas Parry Library library and information science, agricultural and equine science, Coleg Ceredigion
  • External Store lesser used material from all of the above subject fields

2.2 Electronic collections

Electronic materials will, wherever possible, be made available via the campus network and the University’s web pages. Materials will include bibliographical sources, electronic journals, e-books, and other electronically published material. Most electronic resources are also available off-campus using a login and password. The management of electronic materials is subject to the general principles of this document.

2.3 Special collections

There are a number of special collections managed by Information Services, held in the Hugh Owen, Thomas Parry, Old College and Physical Sciences’ libraries. These are housed in several locations within each library, depending on subject, age, and value. They include named collections that have either been bequeathed to or purchased by the Library, or specific collections that have been formed within subject areas or themes.

The Rare Books held in the Hugh Owen and Thomas Parry libraries are a mix of old and rare material, and examples of fine printing or book production. Material deemed valuable or vulnerable, is kept in closed access storage, such as the Rare Books Room, Committee Room, or a lockable stack. Conditions within these rooms can be monitored and access is restricted. The production of full Voyager catalogue records for the rare book collections is ongoing. In the interim, a separate rare book database provides a search facility and items can be requested online.

Other collections are either shelved together or dispersed amongst the general collections. There are also specialist subject collections including the Celtic Collection, Official Publications, Diplomatic Documents, Statistical Collection, Theses, European Documentation Centre.

2.4 Theses

Many theses submitted for Aberystwyth University research degrees are deposited in the Libraries and can be traced using the library catalogue. Duplicate copies of theses are only accepted in exceptional circumstances. Theses are kept in closed access and must be requested, for use in the library only.

2.5 Exam papers

One set of exam papers is provided in each library, covering the previous 5 years. One set is retained in the external store as an archive, with holdings beginning in 1922. Exam papers are also available online.

2.6 Distance Learners’ collections

There is a special Distance Learner collection in the Thomas Parry library. Distance Learners can borrow this material for four weeks.

2.7 Coleg Ceredigion

Information Services has an agreement with Coleg Ceredigion to provide library services to its staff and students. A lending service is provided mainly via the Thomas Parry library, although the other libraries can also be used. Information Services also order and process material on behalf of Coleg Ceredigion. This is funded separately by Coleg Ceredigion.

2.8 Arrangement of collections

Newly acquired information resources, including electronic books and journals, will be recorded in the Voyager catalogue. The aim is to keep as much material as possible on open access. Material deemed particularly valuable, or vulnerable to damage or loss, is kept on closed access. Shortage of shelf space also requires that some material be held both in internal stores at the site libraries and an external store. Items on closed access can still be browsed and requested on the Voyager OPAC (Online Public Access Catalogue), and an External Store retrieval service is provided daily in term time.

2.9 Loan periods

A flexible loan policy, with several loan periods, increases the availability of material. Copies of a title may be allocated different loan periods. Loan periods are decided in response to requests from teaching staff, and in response to known or anticipated demand.

Criteria for allocating loan periods include:

  • type of user
  • cost of an item
  • availability of an item
  • item’s physical format

Loan period information relating to each library can be found on the Lending Services pages

3.Preservation, Stocktaking and Recovery

3.1 Funding

A separate budget exists for repairing material and binding print journals. Decisions on binding are governed by 3 criteria: anticipated shelf life; usage; durability of format. An allocation of the general fund supports spending on replacement copies for those damaged or missing.

3.2 Damaged stock

Information Services operates an internal professional repairs service. This ensures that damaged stock is repaired quickly and efficiently, and returned to stock. Only material worth repairing and capable of being done internally within a reasonable period of time is issued to “In-house repair.” In order to restrict any backlog to a manageable amount, material can also be repaired by external agents or replaced.

Damaged items are assessed using the following criteria:

  • Quick repair – e.g. odd loose page – repaired internally.
  • Priority repair – restricted loans and items with a reader waiting are repaired internally.
    Note: A restricted loan item due for replacement will have minor repairs if possible and be returned to stock until the replacement arrives. Alternatively if a standard loan of the same item is available, it will be changed to restricted loan, and the damaged item passed for repair or withdrawal.
  • External repair – the item would take a long time to repair. It is sent to a commercial binder.
  • Replace – the title is in print and can be obtained quickly. Items under a set financial limit and in constant use are reordered. Items over the financial limit are replaced in consultation with the subject librarian. The damaged copy is retained until the replacement arrives.
  • Withdraw without replacement – the item is badly damaged and there are sufficient other copies in stock. The subject librarian is consulted.

3.3 Stocktaking

Stocktaking is carried out regularly using laptops loaded with a stacks management programme. The process determines the accuracy of the bibliographic records in the Voyager catalogue, and highlights any items missing from the shelves. Any items in Voyager that are not on the shelves will form a missing list and this list will be checked periodically. Voyager records will be amended appropriately after several checks, and replacements sought if there is sufficient demand.

3.4 Missing stock

All items in stock that are reported missing by an enquirer are subjected to the following procedure:

  • Voyager catalogue check and shelf check upon initial notification
  • Further shelf check the next day
  • Enquirer is notified of progress
  • The missing item is then issued to a designated patron record
  • A weekly printout of items issued to the above patron record is made on a Friday and shelf checked at the weekend
  • Items still missing on a Monday have their holdings record changed to Missing/Replaced and are suppressed from the public Voyager OPAC
  • A decision on replacement is made and the original enquirer informed of the decision

Replacements will be ordered when there is a sufficient demand for missing copies. Missing journals issues, or issues with pages missing – Information Services will attempt to replace issues/pages or provide alternative means of access.

If a borrower loses an item of library stock, an invoice for replacement will be issued. Replacement costs will include a charge to cover administration and processing. If the item is subsequently returned, the replacement cost is refunded, minus the administration charge.

3.5 Disaster recovery

In the event of a disaster affecting part of the collections, the Information Services Disaster Recovery Plan will be applied. Salvaging/protecting collections will be prioritised, with all staff involved in the immediate aftermath of a disaster. Activities will be concentrated on recovery and restoration, using the expertise of staff in various areas to suggest materials for repair, rebinding, and conservation work both internally, and by external commercial agencies. Special attention will be given to rare book and manuscript archive collections to ensure their safety.

4.Retention and Disposal

4.1 Introduction

A periodic review of activities in each subject is important to ensure the collections are current and authoritative. Information Services recognises the differing information needs of subject disciplines, notably in their reliance on older material. However, a regular programme of relegation, and withdrawal if suitable, will create space for new material and space for growth in new subjects.

The criterion for retention of stock is the ability to meet users’ needs and support teaching and research objectives. This, coupled with usage levels, will be the main indicator of retention value. The Library Management System can provide usage statistics for any classmark and location from 1999 onwards (statistics back to 1990 from Libertas, the previous Library Management System, may also be possible).

The relegation of material to closed access stores will also be based on current subject relevance, known/anticipated usage, and/or online availability. Information on periodical holdings and ceased/cancelled subscriptions can be provided if required.

4.2 Relegation

All relegated material is stored either at the External Store, or in local Stores/Stacks, in particular in the Old College and Thomas Parry libraries. Material can be retrieved and borrowed from any of these closed access stores. There are significant costs involved in storing an item, so the relegation of material no longer required should be avoided. The closed access stores should be for lesser used material that still retains its worth to the teaching and research needs of the University. When spatial constraints highlight subject areas in need of relegation, priority will be given to high and medium use material.

Consultation with academic staff is not normally sought before relegating material to the External Store, unless it is a significant amount from one subject or from a subject without specific IS expertise. A daily retrieval service (Monday to Friday) is provided in term time and twice a week in vacation. It is also possible to request the permanent or temporary return of a relegated item – usage statistics can be used as an indicator if required.

4.3 Withdrawal

The subject librarians will be asked to provide their own subject knowledge, and also the link with academic staff for any withdrawal approval. If further inspection is required by academic staff, deadlines will be imposed for this to take place. Final approval will be given by an appropriate senior member of Information Services staff. Wherever possible, efforts will be made to find alternative homes for withdrawn material. The following options will be considered:

  • donation to another library
  • donation to a charity
  • sale in an Aberystwyth University library
  • sale to a bookseller
  • recycling

4.4 Retention exceptions

The following general exceptions will apply to the relegation or withdrawal of material that satisfies the subject relevance and usage criteria:

  • Superseded editions
    Withdraw rather than relegate, unless older editions will still be relevant in the future. Superseded texts can be misleading and unsought material can obstruct the search for more relevant items. Superseded general reference works can be circulated to another library, if their holdings are less current.
  • Currency - date of publication or acquisition
    Items published or acquired in the last 10 years should not be relegated or withdrawn unless they have been superseded (see above).
  • Duplicate copies
    One copy only should be relegated if still required. The rest should be withdrawn.
  • Multi-volume work
    Only relegate or withdraw a set if all volumes satisfy the usage or superseded criteria above.
  • Donation
    Withdraw rather than relegate unless the item forms part of a special collection.
  • Physical condition
    Relegate if unsuitable for the open shelves but still relevant and cannot be replaced or repaired.
  • No longer taught and/or department closed
    If a subject is not currently being taught and there are no plans to teach it in the near future, then material on that subject are candidates for withdrawal.
  • Printed abstracts
    If sufficient use can be demonstrated, abstracts should remain on the open shelves. Abstracts are less suitable for relegation and closed access, so should be withdrawn if no longer used or relevant.
  • Holdings
    All titles represented by very short broken runs or one-off issues are more suitable for withdrawal, than retention in store