collection management strategy filewhitehorse manningham regional library corporation collection...

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COLLECTION MANAGEMENT STRATEGY

2013 - 2014

Whitehorse Manningham Regional Library Corporation Collection Management Strategy 2013-2014

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TABLE OF CONTENTS

SECTION A: PRINCIPLES AND CONTEXT ..............................................................................4

INTRODUCTION ........................................................................................................................4

1 COMMUNITY SERVED ......................................................................................................4

1.2 SPECIFIC TARGET GROUPS ............................................................................................4 1.3 CURRENT LIBRARY SERVICES ........................................................................................5

2. GUIDING PRINCIPLES ......................................................................................................5

2.1 PROFESSIONAL PRINCIPLES ..........................................................................................5 2.2 ORGANISATION PRINCIPLES ...........................................................................................6 2.3 SELECTION PRINCIPLES .................................................................................................6

3. COLLECTION TRENDS AND ISSUES .............................................................................7

3.1 OVERVIEW ....................................................................................................................7 3.2 ERESOURCES ...............................................................................................................7 3.3 ADULT FICTION .............................................................................................................8 3.4 NONFICTION .................................................................................................................8 3.5 COMMUNITY LANGUAGE COLLECTIONS ...........................................................................8 3.6 JUNIOR MATERIAL (INC. PICTURE BOOKS & PREMIER’S READING CHALLENGE) ................8 3.7 REPLACEMENT PROGRAM .............................................................................................9

SECTION B: POLICY IMPLEMENTATION ............................................................................. 10

4 COLLECTION MANAGEMENT ...................................................................................... 10

4.1 SELECTION ................................................................................................................ 10 4.1.1 Selection criteria .............................................................................................. 10 4.1.2 Film and Literature Classifications ................................................................... 11 4.1.3 Donations ......................................................................................................... 11 4.1.4 Inter Library Loans ........................................................................................... 12

4.2 ACQUISITION .............................................................................................................. 12 4.2.1 Suppliers .......................................................................................................... 12 4.2.2 Orders .............................................................................................................. 13 4.2.3 Receipt ............................................................................................................. 13 4.2.4 Libraries Australia ............................................................................................ 13 4.2.5 Standing Orders and Subject Profile Purchasing ............................................ 13 4.2.6 End Processing ................................................................................................ 14

4.3 SHELF LIFE ................................................................................................................ 14 4.3.1 Location ........................................................................................................... 14 4.3.2 Arrangement .................................................................................................... 14 4.3.3 Promotion......................................................................................................... 15 4.3.4 Collection Maintenance ................................................................................... 15 4.3.5 Collection Assessment and Development ....................................................... 16 4.3.6 Objections or Complaints Regarding Resources............................................. 17

4.4 DISCARD AND DISPOSAL ............................................................................................. 17

5. SPECIFIC COLLECTIONS – SCOPE, SELECTION CRITERIA, ARRANGEMENT ..... 18

5.1 AUDIO VISUAL COLLECTIONS ...................................................................................... 18 5.1.1 Audio Books Collections .................................................................................. 19 5.1.2 DVD Collections ............................................................................................... 19 5.1.3 Compact Disc and MP3 Music Collections ...................................................... 20 5.1.4 CD-ROMs and Web-based games .................................................................. 21

5.2 ‘CURRENT COLLECTIONS’ ........................................................................................... 21 5.2.1 Bestsellers ....................................................................................................... 21 5.2.2 New .................................................................................................................. 22

5.3 FICTION COLLECTIONS ............................................................................................... 22 5.3.1 Adult Fiction Collection .................................................................................... 22 5.3.2 eBook Fiction Collection ...................................................................................... 23


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5.3.3 Adult Genre Collections ................................................................................... 23 5.3.4 Teenage Fiction Collection .............................................................................. 23 5.3.5 Junior Fiction Collection ................................................................................... 24 5.3.6 Teenage Paperback Collection........................................................................ 24 5.3.7 Junior Browsing Collections............................................................................. 25

5.4 LARGE PRINT COLLECTIONS ....................................................................................... 27 5.5 COMMUNITY LANGUAGE COLLECTIONS........................................................................ 27 5.6 NONFICTION COLLECTION ........................................................................................... 28

5.6.1 Literacy Collection ........................................................................................... 29 5.7 PERIODICALS AND NEWSPAPERS ................................................................................ 30 5.8 REFERENCE COLLECTIONS ......................................................................................... 31

5.8.1 Genealogy........................................................................................................ 32 5.8.2 Local History .................................................................................................... 32

REVIEW DATE ........................................................................................................................ 33

APPENDIX A: AUSTRALIAN LIBRARY AND INFORMATION ASSOCIATION STATEMENT ON FREE

ACCESS TO INFORMATION ....................................................................................................... 34 APPENDIX B: ARTICLE 19 OF THE UNITED NATIONS UNIVERSAL DECLARATION OF HUMAN RIGHTS

............................................................................................................................................. 35 APPENDIX C: ARTICLE 19 OF THE INTERNATIONAL COVENANT ON CIVIL AND POLITICAL RIGHTS 35 APPENDIX D: INTERNATIONAL FEDERATION OF LIBRARY ASSOCIATIONS AND INSTITUTIONS

STATEMENT ON LIBRARIES AND INTELLECTUAL FREEDOM ........................................................ 36 APPENDIX E: ALIA STATEMENT ON PUBLIC LIBRARY SERVICES ................................................. 37 APPENDIX F: ‘REQUEST FOR RE-EVALUATION OF MATERIAL’ FORM .......................................... 39 APPENDIX G: NEWSPAPER RETENTION ................................................................................... 40


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SECTION A: PRINCIPLES AND CONTEXT

Introduction

The purpose of this Collection Management Strategy is to articulate the principles that guide the development of the collections within the Whitehorse Manningham Regional Libraries and the processes by which those principles are enacted. This document outlines professional and organisational principles; the community that we serve; the processes of selection, acquisition and allocation as well as deselection. Each collection is described in detail highlighting particular strengths, weaknesses and targeted activities. This document also encompasses the activities of staff at all levels in maintaining and promoting the various collections.

1 Community Served

One of the dominant characteristics of the Whitehorse and Manningham communities is their increasing diversity. The 2011 Census data demonstrated that 36.5% of Manningham residents were born overseas and 30.6% are from a non-English speaking background, compared with 31.4% and 24.2% respectively for the Melbourne average. In Whitehorse 33.4% of residents were born overseas and 27.4% are from a non-English speaking background. The dominant non-English speaking country of birth is China, where 7.3% of the residents of Whitehorse and 5.9% of residents of Manningham were born compared with 2.3% for the Melbourne average. Both cities have a significantly higher proportion of residents speaking a Chinese language at home compared with the Melbourne average. The other significant sector of growth in the local community is older people. Both cities have a higher than average proportion of older residents, with 22.5% of Whitehorse and 25.6% of Manningham residents aged over 60 compared with 18.2% for the Melbourne average.

1.2 Specific target groups

To ensure customer-focused collections, identification and constant review of target groups is essential. Whitehorse Manningham Regional Library Corporation identifies target groups by evaluating:

demographic profiles

collection usage data

the impact of branch locations and size. This strategy is directed at meeting the needs of all residents of the Cities of Whitehorse and Manningham. To meet these needs the following more specific target groups have been identified:

various age groups

junior

teenage

adult

older adults

those seeking material which meets particular needs, including:

recreational


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informational

educational

those requiring material in a particular format, including:

digital only users

those with special needs

users with a print disability (visual or manual difficulties)

users with limited literacy or numeracy skills

users requiring Community language material

users unable to physically visit the library.

1.3 Current Library Services The Corporation provides library services through eight outlets:

Blackburn, Box Hill, Nunawading and Vermont South in Whitehorse

Bulleen, The Pines, Doncaster and Warrandyte in Manningham. A daily courier run between the libraries allows for stock to be moved to other branches to satisfy requests and reservations, and to be returned to its home location. Electronic information and resources are available 24/7 through the library website. The library has over 100,000 registered members, of whom over 16,000 are under 18 and 16,000 over 65. However, the use of the library by and for children may be higher than indicated by membership figures because items are often borrowed on their behalf by an adult. With 1,109,500 visits to branches and 3,005,494 loans in the 2011/12 financial year, WMRLC is one of the busiest public libraries in Victoria.

2. Guiding Principles

The quality of a library service depends primarily on the availability of well-selected, well-maintained collections that provide materials in sufficient numbers and appropriate formats to meet the needs of the community served by that library.

2.1 Professional Principles

This Collection Management Strategy has, as an underpinning philosophy, the principles of:

intellectual freedom

freedom to read

fair and open access.

We support and seek to implement the Statements compiled by the Australian Library and Information Association and the UNESCO Public Library Manifesto on:

Free Access to Information

Literacy

Public Library Service

Library Service for People with a Disability. (See Appendices A to E )


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2.2 Organisation Principles This Collection Management Strategy supports the vision, mission, values and strategies of the Whitehorse Manningham Regional Library Corporation Library Plan 2013-2017:

Our Vision The Library is a vital service that strengthens community knowledge, understanding, engagement and connection. Our Mission To deliver exceptional services, programs and collections that are accessible and responsive to the needs of a diverse community. Our Values The following principles guide the way WMRLC operates: • Service excellence • Community focus • Equitable access • Innovation • Best practice Key themes and Strategies 1. Access for all 2. Service excellence 3. Awareness 4. Collaboration 5. A strong future

2.3 Selection Principles

WMRLC engages in selection of material to form a vibrant and active collection rather than collecting for archival purposes. The principle focus of collections in a public library is their usability and relevance. Collections must reflect the needs of the community both at the local and Regional level. In purely practical terms the size and composition of a branch collection is partly determined by the size of the building which houses it. Each branch should have a core collection, but it is neither practicable, nor cost-effective, to provide identical collections across the region. Each branch’s individual collection forms a part of the Regional Collection, thus providing users with access to a wide range of resources. Determining the number of copies purchased of any individual title requires balancing the level of demand against the need for a balanced collection. For new and very popular titles, buying enough copies to quickly satisfy demand would impact on the budget, and also result in un-borrowed copies on the shelves once the demand fell off. It is inevitable that there will be waiting lists for very popular items. WMRLC aims to provide collections in appropriate formats for users of all ages, interests and reading levels which reflect the needs of the community it serves. This includes planning for new technologies and formats as they arise and, when practicable and affordable, including these formats in collections. WMRLC aims to provide users with access to a wide variety of items which enrich their lives and for which they may have not yet expressed a need. The library has a responsibility to foster interests as well as to sustain them, within the bounds of budgetary restraints.


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3. Collection trends and issues

3.1 Overview

Public libraries today vastly differ from the traditional role of knowledge repository and custodian of books. They remain a portal to knowledge, books and information, but have an increasingly important role as community hubs, vibrant and inviting places where people gather, share ideas and learn. However, as the foundation of the library service, the library collection remains an important priority for library users, surveys indicating that borrowing library material is the dominant activity carried out by visitors. The digital shift has fundamentally changed user’s expectations of the availability of varying library collection formats. It is increasingly challenging for public library services to keep pace with changes in technology and the phasing out of obsolescent technology. Identifying emerging trends and changes can be difficult, as is anticipating the impact on library usage. To ensure public libraries remain valued and treasured public institutions, they must continue to adapt and evolve. Users have also changed the way they access the library collection, reflected in increasing use of the online library catalogue from home or mobile devices rather than from within library branches only. Library patrons also have an increasing expectation of integration with the library catalogue rather than passive viewing, adding personal tags and reviews, and using others suggestions for further reading to expand choices. This does not mean that print is declining in importance. As well as a steady demand for fiction of all types (particularly early literacy material), WMRLC is finding increasing interest in and demand for new types of nonfiction. Borrowers are requesting books on travel, cooking and health to support increasingly varied recreational opportunities. Within the boundaries of the overall Resources budget and the competing demands of different areas of interest, funds are allocated to each category at the beginning of each financial year and monitored throughout the year. Budget allocations are based on the results of the application of the techniques outlined in Section 4.3.5, Collection Assessment and Development, review of the previous year’s expenditure, and consultation with departments and branches. While all collections are monitored on an ongoing basis, the following have been identified for particular assessment:

3.2 eResources As noted in overview, it is increasingly challenging for public library services to keep pace with changes in technology and the phasing out of obsolescent technology. This ensures careful ongoing monitoring of the balance between electronic and other format types is required. In 2013/14 specific attention will be focused upon the following:

eBooks- WMRLC currently offers library patrons access to both fiction and non-fiction eBooks. As fiction eBooks are fairly new collection for WMRLC (introduced late 2012) usage statistics and content availability will be carefully monitored. As publisher content is often exclusive to specific suppliers, alternative providers will also continue to be reviewed.

eMagazines- Full page eMagazine service will be made available to library patrons in 2013.

MP3 Music downloads and streaming- The library will continue to offer access to MP3 music files to library patrons and monitor impact of the increasing popularity of music streaming on MP3 downloads and compact disc format. Library music streaming service providers will be reviewed to determine feasibility.


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Movie streaming- The increasing popularity of online movie streaming services will require continued monitoring to ascertain any impact on the popularity of DVD format. Library service providers of movie streaming will be reviewed to determine appropriateness and feasibility.

Electronic research resources- The demand for traditional print research material has decreased significantly over the last few years with many users attempting to address their information needs initially online. Research indicates that the vast majority of online information seekers begin with a search engine rather than an electronic database and this trend has been reflected in decreasing usage of multi-disciplined databases at WMRLC. Selected databases containing subject-specific information remain relevant to the community. The most significant example is genealogy databases and historical newspapers, reflecting the continued popularity of family history research. In 2013/14 WMRLC will continue to review electronic research resource provision including consideration of alternative access options for users.

3.3 Adult Fiction

Fiction is the most borrowed print collection across the region and needs to be refreshed constantly in order to remain active and attractive. This includes replacing existing stock that is in poor condition as well as purchasing new titles. Another important consideration is the increasing trend of movie adaptions of books, generally reigniting demand for the text.

3.4 Nonfiction

In the course of ongoing collection maintenance it has become obvious that the demand for traditional print material has decreased significantly over the last few years. This trend is also very noticeable in junior nonfiction material, much of which is going un-borrowed as students access information for school projects predominantly from the Internet rather than relying on the library’s printed materials. There are however a number of adult nonfiction areas which remain in high demand, particularly recreational subjects including cooking, travel and gardening. While this collection must be culled to remove unused and out of date material, areas of need must be identified and filled to keep the collection relevant and balanced.

3.5 Community Language collections

Community language collections make up around 9% of all loans. The Chinese language collection is the most heavily used of the Community Languages, a reflection of the increasing number of Chinese-speaking residents in both Whitehorse and Manningham. Census data and projections are continually reviewed and analysed to establish shifts in the culturally and linguistically diverse populations of Whitehorse and Manningham. Adjustments to our existing collections and the introduction of new language collections are made as appropriate.

3.6 Junior Material (inc. Picture Books & Premier’s Reading Challenge) This collection’s high usage also creates a high attrition rate due to general wear and tear. Because the material is always in demand, a significant investment is needed to maintain and improve this collection. The Victorian Premier’s Reading Challenge list for primary school children has sparked a massive demand for certain authors and titles. The program has highlighted the need for ongoing replacement of worn-out copies and purchase of additional copies of a number of junior fiction titles.


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3.7 Replacement Program

WMRLC has a pleasingly high number of loans per capita reflecting a well-targeted and well-managed collection. This however increases the wear and tear on our most heavily-used collections, particularly adult fiction, junior fiction and picture books, necessitating frequent replacement, as well as a high number of repairs. While many titles can be replaced by similar new titles of the same type as part of the ongoing selection program, many standard works need to be replaced by fresh copies of the same work. This impacts on the amount of the budget which is available for new material. In general, all areas of the collection are in need of some additional funding just to maintain present levels.


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SECTION B: POLICY IMPLEMENTATION 4 Collection Management

The life cycle of an item is the basis for the collection management process. This life cycle has four main stages: selection, acquisition, shelf life and discard. This section will detail the processes that comprise each of these life stages.

4.1 Selection

Resources are selected using a combination of the following:

specialised review journals and publishers’ catalogues, newspapers, websites and trade journals

on approval schemes

patron suggestions

standing orders

donations.

Diversity, both in the choice of resources suppliers, and in the original source for selection is a crucial element in the provision of quality collections. Staff involved in selection read a wide range of sources in order to maintain the necessary professional expertise and to source a wide variety of appropriate materials. Selection is undertaken by appropriately trained professional staff, applying established criteria.

4.1.1 Selection criteria

Materials should be of either contemporary significance, permanent value or popular interest. Popular materials in heavy demand may be selected in larger quantities. Demand for this material may necessitate overriding other selection criteria. The number of copies of individual titles purchased will be determined by the volume of immediate and ongoing demand and by available funds. Factors determining selection include:

currency and accuracy of information

relevance and suitability for intended readership

reputable authorship or publisher

favourable independent reviews

diversity of opinion in the collection

scarcity of information in a particular area

relationship to the existing collection

sustainability of format

visual appeal

price and availability.

Where all other selection criteria are equal, resources published or produced in Australia will be purchased. Normally only new items will be purchased, but an exception may be made for Local History titles. The following material will not be purchased:

Adaptations and abridgements except where such an edition is deemed to meet specific user needs, e.g. literacy, children’s classics, talking books for Outreach clients with a limited concentration span.

Textbooks or curriculum-based materials except when they meet the selection criteria and have an appeal to a community broader than those undertaking specific formal education courses. Generally the provision of prescribed textbooks and curriculum-related material is the responsibility of each educational institution and not that of the public library.

Very specialised, technical or academic publications.


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Materials prohibited by law.

Rare books.

Patron Requests Suggestions from individual library members are a valuable tool used to assist in ensuring that the library develops a collection that serves the interests and needs of the community and they contribute to increased diversity in the collection. Patron suggestions for purchase will be subject to the same selection criteria and will not be automatically purchased.

4.1.2 Film and Literature Classifications

Public libraries have a duty to include in their collections a representative selection of materials which meet the basic selection criteria on topics of interest to their users, including materials covering a range of opinions and controversial subjects. Material prohibited by law is not made available. The Office of Film and Literature Classification classifies all DVDs and computer games. A sign explaining these is displayed at each branch near the relevant collections and the rating classification is included on the cover of the item and in the catalogue record. G, PG, and M ratings are recommendations only. The MA 15+ and R ratings are legally restricted. The library also buys R (restricted) rated DVDs if they are considered significant works and are in demand. The library management system enforces the following borrowing regulations: MA 15+ Children under 15 may not borrow unless in the company of a parent or adult guardian. R 18+ Restricted to adults 18 years or over. An adult card presented by an adult must be used. In the case of books they are stored in the closed access Stack, cannot be put on public display and must be issued to an adult patron immediately on collection from the desk. Print material will not be excluded from adult collections on the grounds that it is not suitable for children. Other than for material rated MA 15+ and R, it is the responsibility of parents or guardians to make the decision on what is suitable reading, listening and viewing for the individual child.

4.1.3 Donations

While donations are very welcome, the library accepts gifts of books and other materials on the understanding that they will be added to the collection only if appropriate and needed. Donations will be subject to the same selection criteria as other items considered for acquisition. If they are not needed because of duplication, poor condition, or dated information, the library will dispose of them as it sees fit. As donations are seldom new, particular attention is paid to the following:

Items must be in excellent physical condition with intact binding, pages clean and unmarked, with no yellowing.

Nonfiction must have a publishing date within the previous two years unless the work is of permanent value or a standard work in that field.

Items must have a clean, intact dust jacket, particularly hardcover fiction.

Exceptions may be made if the item is rare or in excellent condition. Individual copies or short runs of periodicals and newspapers are not generally accepted.

Donations, once accepted into a collection, will be treated in the same manner and be subjected to the same regulations and procedures as any other item in the collection. Generally donations will not be recognised in any particular way, unless special circumstances render this appropriate. All donations become the property of the library and may be disposed of either through the library book sales or by other appropriate means. The Corporation reserves the right to dispose of material it does not need to recognised social or civic organisations. Unsolicited donations may be rejected and if unable to be collected by the sender, may be returned COD.


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4.1.4 Inter Library Loans

Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, patrons may request inter library loans from other libraries to obtain those materials that are beyond the scope of this library's collection. There is a charge for this service. Inter library loans may be suitable for titles which are:

very specialised, technical or academic

directly related to a specific course of study and do not have a wider appeal

out of print or old

in a language not collected by the library as well as

journal articles

bulk loans for community language titles particularly in languages not collected by WMRLC.

WMRLC also lends some materials to other libraries through the same inter library loan network in accordance with the regulating ‘Australian Inter library Resource Sharing Code’; see http://alia.org.au/interlibrary.lending/reviewed.code.html. WMRLC does not lend audio visual items, serials, reference works, items less than two years old, or any titles currently in heavy demand. Interstate libraries are charged for loans in accordance with the Code.

4.2 Acquisition

4.2.1 Suppliers

Suppliers will be chosen for their ability to provide a wide variety of stock. Specialist suppliers and bookshops will be used where necessary to prevent the development of collections which contain only mainstream titles. Price will not be the single criterion for selection of a supplier. Suppliers will be chosen based on the following factors:

discount and pricing policy

variety and extent of stock

proven history of performance

availability of stock

status and reporting mechanisms

value-added services provided

publishing and warehousing trends. Community language items will be sourced from reputable suppliers bearing in mind the particular needs of these collections. These include:

the ability to procure specified in print titles on request

the ability to provide value-added services, especially accurate bibliographic records for items supplied, and transliterated information

the ability to provide items of good physical standard, i.e. quality of paper, clearness of print, sturdiness of binding.

The library corporation must participate in a public tender for the supply of library materials due to legislative requirements. As Victorian library services have similar requirements for materials, cataloguing and end processing there are potential advantages in collaborative tender arrangements including aggregated purchasing power that the Library Corporation may not have if acting alone. WMRLC participates in a joint tender of Supply of Library Collection Material and the vast majority of library material is now purchased from suppliers nominated in the tender with only specialist or exclusive material purchased outside these arrangements.

http://alia.org.au/interlibrary.lending/reviewed.code.html


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4.2.2 Orders

When a request or suggestion meets the selection criteria, has been checked for availability and approved for purchase, details are forwarded to Acquisitions staff who then:

Create a bibliographic (title) record using Libraries Australia.

Add order information – budget line, supplier, price, quantity etc.

Add copy information – branch allocation, collection etc. The order is then dispatched electronically via email to the supplier.

4.2.3 Receipt

Upon receipt, items are checked against the invoice which is then passed to Accounts for payment. Items are then checked against the order record in the Library Management System and:

An RFID tag is attached to each item.

Each item is entered into the catalogue and allocated to a branch.

All other details are checked and amended as necessary. Items that are already processed are sent to their allocated branch. Items that require processing are sent out. See 4.2.6 for more details.

4.2.4 Libraries Australia

Libraries Australia is the Australian National Library catalogue combining the holdings of the National Library with state, university, special and public library holdings across the country. Libraries Australia also contains records from the British Library and the Library of Congress as well as providing access to WorldCat, a combined catalogue for libraries in the United States and around the world. WMRLC subscribes to Libraries Australia in order to obtain copies of catalogue records that can be loaded into our own database. This streamlines the cataloguing process and provides the most comprehensive information possible to the public at the time our order for a title is placed with our supplier.

4.2.5 Standing Orders and Subject Profile Purchasing

Standing orders are orders placed with suppliers for a type of material rather than a specific title. These items are supplied automatically without the need for a specific order. WMRLC has the following standing orders:

Large Print – a variety of pre-selected fiction and nonfiction titles provided as published

Talking Books – a variety of pre-selected fiction, nonfiction and junior titles provided on CD as published

Adult Fiction and Non-fiction – new titles from selected popular authors as published

Reference – new editions of selected works as published

Music CDs – a selection of new titles to a specified budget

Non Fiction Publisher– new editions of selected titles from major publishers (e.g. Travel guides and computer books)

DVDs – a selection of new titles to a specified budget

CD-ROMs – a selection of new programs to a specified budget

Junior Fiction and Series - new titles from selected popular authors as published. Standing orders are reviewed annually. Subject profile purchasing refers to orders placed with suppliers for material in a specified subject area rather than specific titles. Items are selected by the supplier in accordance with parameters provided by library staff ensuring provision of up to date subject material in an efficient manner. Subject profile purchasing is in place for a number of non-fiction subject areas, with parameters and budget allocation reviewed annually.


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4.2.6 End Processing

End processing consists of work done to identify and protect items within the collections. This includes:

applying RFID tag

spine labels

other identifying stickers e.g. genre, biography, new and bestseller stickers

covering. Where possible, suppliers deliver items already end-processed to our specifications removing the requirement to do this in-house. Those items that are not supplied end processed are received and forwarded to contractors. These items are sorted into boxes according to allocated branch and delivered to each branch by the contractor when the work has been completed.

4.3 Shelf Life

4.3.1 Location

Collections at individual branches will reflect the interests and borrowing patterns of the local catchment area and the size of the building. The regional model allows for the development of specialisations at individual branches, such as the Literacy Collections at Box Hill and Doncaster and community language collections, which provide depth and diversity and which are accessible to all users across the region. Genealogy and Local History are also concentrated at specific branches. Such collections should meet clearly-defined needs and support the general principle of accessibility. This does not preclude titles in these subject areas being included in collections at all branches. While most material is allocated to a specific branch in line with that branch’s identified needs, some material will be of a ‘floating’ nature, that is, it is not allocated to a specific branch but moves around the region, remaining at the branch to which it is returned. This approach gives increased access to a greater variety of titles in collections which have a high usage rate and proportionally small numbers. Floating status is used for collections where usage patterns have demonstrated that this approach will best meet patron needs, and currently includes DVDs, Music CDs, CD-ROMs, genre paperbacks, talking books, graphic novels, junior rhymes, tales, humour and picture books. Large print books are automatically rotated to another branch after a certain number of loans, as their target audience is naturally limited and the collections at individual branches need to be regularly refreshed.

4.3.2 Arrangement

The physical arrangement of items plays an integral part in collection management. Items are processed and displayed in the most cost-effective manner with an emphasis on visual marketing techniques in order to maximise access to collections. The arrangement within individual collections needs to be suited to their physical proportions, intended use and target audience. Library users looking for specific titles or topics need an arrangement which facilitates this. Examples include ordered arrangements such as novels arranged by author and subjects in Dewey classification order. Many other users are browsers and benefit from arrangements and displays which draw material to their attention or allow browsing by genre. Some collections will be suited to spinners; others will require extra space between shelves to accommodate folios. To facilitate access the arrangement of items within collections is uniform across the region. Labeling or stickers may be used to assist patrons in the selection of items, and may indicate the intended target audience. Other than as required by law, labeling is not used to prevent


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access to collections based on age or readership level, or to rate material in a prejudicial manner. Books are presented with their original dust jackets, and AV items in their original covers, to enhance the appearance of the collection and facilitate recognition. The arrangement of collections within each branch will vary, taking into account the differing floor plans of each location. Considerations include floor size, position of windows and doors, pillars and customer service areas, existing shelving and other furniture, lighting and other physical factors. The patrons will also influence collection layout. More space is needed where a large number of patrons are bringing small children in strollers and students requiring study space can influence the layout of nonfiction and Reference areas.

4.3.3 Promotion

The promotion of our collections is an important part of their management and need not be expensive to be effective. Promotions fall broadly into two categories active/formal and passive/informal. Active/formal promotion includes:

topical displays in designated areas usually defined by a specific shelving configuration

standing displays of current collections i.e. New and Bestsellers

activities such as author talks, staff book talks and summer reading programs. Passive/informal promotion includes:

end of shelf displays

web resources

labelling and stickers

conversations with staff. The aim of all promotion is to make every part of the collection attractive and accessible, encouraging patrons to explore the full range of materials available. We should not isolate guiding information to staff areas such as the Information desk but locate it at the first point of need for patrons, within the collections. To this end, where appropriate, displays should:

cross promote, using different parts of the collection applicable to the theme

be spaced to lead patrons into the library

be placed in proximity to similar resources

tie in with existing themes e.g. summer reading program.

4.3.4 Collection Maintenance

The Library’s collections are its major material asset. Maintaining the integrity of this asset is an essential part of the Collection Management Strategy and requires the same professional attention as the original selection. Maintenance includes regular assessment of the physical condition of items as well as the appropriateness of their content and categorisation. Collection maintenance, including weeding, is undertaken by trained professional staff utilising principles outlined in this Collection Management Strategy in accordance with library collection maintenance guidelines. Items are evaluated on an item-by-item basis and will be retained on the basis of their content and usefulness, not the author’s origins, background or views. Information gained from weeding collections will be one tool used to redress weaknesses and maximise strengths of collections. An up-to-date, attractive and useful collection is maintained through a continual assessment, withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions.


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Items removed from any collection may be reallocated to a more appropriate collection instead of being discarded. Collections must be kept current and with a turnover rate appropriate to the nature of the material. Each item must earn its place on the shelves by its popularity or by its inclusion as an item contributing to the overall balance of the collection. Items need to be maintained in clean and attractive physical condition, with intact original covers. The maintenance process categorises items into five groups:

4.3.4.1 Items to be retained

These items are in good condition, have appropriate content, are correctly categorised and are suitable for the patrons in their current location.

4.3.4.2 Items to be relocated and/or recategorised

These items are in good physical condition and have relevant content but are either not correctly located or categorised to maximise their use. The need for relocation may be the result of a change in user population. The need for recategorisation may be the result of changes in perceptions of a topic or misinterpretation of the item’s context.

4.3.4.3 Items for repair

Items will be repaired if it is cost-effective to do so in terms of the time and skill available to repair the item. The following criteria should apply for repair of items:

The finished product will remain presentable and attractive.

The item is the only copy, still relevant and not replaceable.

The item is a classic work and not replaceable.

The item is in constant use, is basically sound and still up-to-date.

The item is from a subject area where the gap would be difficult to fill.

4.3.4.4 Items to be replaced

Sufficient copies of standard fiction titles and bestseller titles will be maintained to satisfy demand in a reasonable time frame. These will be replaced as they wear out depending on availability and funds. An attempt will always be made to replace titles which are part of a fiction series. Nonfiction titles are replaced if they are considered to be classic or an important work in that subject field; otherwise newer titles or revised editions are purchased.

4.3.4.5 Items to be discarded

See section 4.4

4.3.5 Collection Assessment and Development

To ensure that the library continues to provide cost-effective collections incorporating a diverse range of up-to-date, relevant, quality and popular materials for the recreational and informational needs of all sections of the community, a variety of techniques will be applied, including the following:

User and non-user surveys

The library participates in an annual survey, and conducts in house surveys on particular topics from time to time.

Analysis of demographic and census data

The most relevant figures are those relating to age groups, language groups, and shifts in catchment populations for individual branches.


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Analysis of loans figures

Each month total loans figures for each branch are collated and compared with the same month in previous years and with the trend of the preceding months.

Library materials are allocated over a range of statistical categories to facilitate monitoring the usage of different sections of the collection.

Each year a summary of loans broken down by these categories by branch indicates trends in borrowing patterns and is compared with the previous year’s and across branches. Significant variation will be investigated to see whether it has developed due to changing interests, changing demographics, or weaknesses in the numbers or quality of the individual collections.

Analysis of stock deficiency reports, weeding program analysis

Weeding is carried out on an on-going basis and areas of declining interest, or those needing replacements, are noted.

User suggestions both formal and informal

Patron comments and suggested purchases are assessed.

Inter Library Loan requests are evaluated for possible purchase.

Targeted community consultation including material selection days.

Awareness of other service providers

To avoid duplication, to utilise community liaison, and refer library patrons to suitable information resources.

Staff awareness of trends in reading patterns and the use of new technologies

Professional staff involved in collection development and assessment keep abreast of reading interests, publishing output and emerging technologies through a range of industry reading and professional associations as well as daily interaction with the local community.

4.3.6 Objections or Complaints Regarding Resources

If a patron has an objection to a particular title held by the library, or they consider the title is not suited to the particular collection (e.g. Junior Fiction), the matter can be discussed in the first instance with the Branch Manager or the senior staff member on duty, who will provide the patron with the opportunity to read relevant sections of the Collection Management Strategy and the ALIA Statement on Free Access to Information. If the matter cannot be resolved, the patron may complete a Request for Re-evaluation of Library Material form. (See Appendix E). All requests for a review of a selection decision must be made in writing on this form. Forms submitted will be discussed by the library’s Resources Group and the Group’s recommendation submitted to the most appropriate senior member of staff, who will respond to the patron in writing. If the original decision is still considered to conform to the selection criteria, the item in question will remain on the shelves. If the criticism is considered valid, the item will be reassigned to another collection, or withdrawn.

4.4 Discard and disposal Through the regular program of evaluation, items will be identified for removal from the collection.

Library materials are removed from the shelves for one or more of the following reasons:

The item is in such poor condition that it cannot be repaired.

The item is worn out and can be replaced with other copies or more recent material, or where the information content is more adequately covered by other titles already in the collection.

The item contains dated or superseded information.


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The item is a duplicate purchased to satisfy initial heavy demand.

The item no longer meets transient popular needs.

The item has not circulated in a given period of time (depending on the nature of the item and subject matter). These items may be relocated to another branch, depending on estimations of projected demand at another branch.

The item is damaged, with pages cut out or defaced.

The item is a paperback not justifying the cost of repair.

The following will also need to be considered for audio visual collections:

age and usage of items

physical condition (e.g. visible scratches/cracks)

feedback from users regarding clarity of sound or picture

missing parts or loss (e.g. part of talking book set)

obsolescence of format

inability to be repaired cost effectively

missing cover or sleeve notes. All items discarded from collections will be disposed of appropriately. Discarded items will not be put aside for individuals. Items deemed suitable for sale will be sold via the ongoing book sale tables or via the Friends of the Library book sale, or may be offered for sale to suitable community groups. Other items not suitable for sale will be recycled.

5. Specific Collections – Scope, Selection Criteria, Arrangement

5.1 Audio Visual Collections

The Audio Visual Collections aim to provide listening, viewing, recreational and instructional material to complement and support the print collections. They also support the special needs requirements of the community and encourage library use by people who are not traditional library users.

Scope

Operating as we do in a rapidly changing society, it is important to demonstrate flexible attitudes toward changes in formats and styles of expression. The development of new formats and the consequent decline in production of other formats makes the careful evaluation of the viability of individual collections necessary. New formats will be acquired when:

sufficient variety of items is available for purchase

the level of resource funding is sufficient

there is demonstrated demand.

A wide variety of formats are provided including DVDs, talking books, compact discs and CD-ROMs. These collections reflect the diverse interests and needs of the library’s patrons and are aimed at all ages. Certain categories are more highly in demand by the older segment of the community and the demographic trend towards an aging population is likely to increase this demand.

Selection criteria

Audio visual items are selected in accordance with the general selection criteria described elsewhere in this document, but must also be judged in terms of their own quality. The following particular criteria apply to all media selected for the audio visual collections, both junior and adult:

current and anticipated demand (including new formats)

value and scope of the material in relation to the Library’s other collections

availability of the required medium

quality of performance and/or production, design, structure and layout


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copyright compliance.

Arrangement

All Audio Visual collections are available for loan and grouped together in high profile areas wherever possible. Face out display and storage which protects the item but enhances access will be used. Workbooks or associated booklets may be stored separately from the item.

5.1.1 Audio Books Collections

Scope

This format is in great demand by all levels and age groups. The collection consists of talking book versions of popular fiction and nonfiction for both adult and children. Children’s titles include nursery rhymes, songs and stories and ‘Read along’ sets. There are two collection formats: books on compact disc and downloadable MP3 files. Demand for these and other emerging formats will continue to be reviewed and introduced as appropriate. Multiple copies are rarely purchased because the high unit cost limits the number of different titles that can be purchased. Electronic format content is dependent upon the agreements made between the publisher and service provider.

Selection criteria

Only items with high production standards will be purchased. Unabridged versions are purchased except for:

some children’s titles

titles whose availability is limited to an abridged version and the work is in demand

a small selection of titles purchased to meet the expressed needs of Outreach patrons with a shorter concentration span.

Arrangement

Fiction is arranged alphabetically by author; nonfiction is classified and shelved according to the Dewey Decimal Classification system number.

All audio books are a ‘floating’ collection.

MP3 Audio files are available online via the library website

5.1.2 DVD Collections

Scope

The demand for items in this collection is significant, with the turnover of both adult and junior DVDs being some of the highest of all collections. The adult DVD collection content consists of popular films and television programs, as well as selected ‘art’ films, musicals, classic films, plays, ‘world’ and historical films. Consideration will also be given to award-winning productions and titles included in VCE literature study lists. Adult documentaries are also included in the collection. These include general informational, documentary, language and travel titles. Some music titles are also collected, including concerts and film clips. Most DVDs contain subtitles in English as well as other languages.

Selection criteria

DVDs are purchased in zone 4, zone 0 or no zone format and meet professional technical quality standards. Multiple copies may be purchased for high demand material. MA 15+ and


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R-rated material which meets the selection criteria may be purchased, and staff will be alerted to restriction via the library management system. (Refer to Section 4.1.2).

Arrangement

Documentaries, musicals, operas, operettas, classical and popular music performances on film, film clips and ballets will have ‘DVD DOC’ as well as the first four letters of the main entry as a call number. This enhances access to this type of material by locating nonfiction items together. Plays, feature films, and programs of an entertaining nature made for television will be given the first four letters of the main entry as a call number. This is in line with the organisation of the various fiction collections and assists library patrons in locating this type of material which is usually required for recreational use. DVD collections are available at each branch and will be arranged in a high profile area where possible. Face out display will be used to highlight individual titles where space permits.

DVDs are a ‘Floating’ collection

5.1.3 Compact Disc and MP3 Music Collections

Scope

Music makes up the majority of the collections, but some spoken word and sound effects recordings are included. The music portion of these collections is designed to appeal to a broad range of the community while reflecting current trends: opera, orchestral, solo instrumental, solo vocal (classical), jazz, country, pop and rock, world, ambient/new age and music for children are included. The MP3 service is made available to library patrons online via the library website. MP3 service content is determined by agreements made between record labels and the service provider.

Selection criteria

Material should meet the standards of high production and performance values.

Arrangement

MP3 downloads are available online via the library website. Compact disc collections are available at all branches. Compact discs are classified according to the alphabetical sequence outlined in the Alpha Numeric System of Classification for Sound Recordings (ANSCR) outlined below. This system groups similar music styles together. Compact discs are a floating collection.

Alpha Numeric System of Classification: B Opera MA Popular music C Choral music MC Country & western music D Classical vocal ME Rock & pop music EA General orchestral MJ Jazz EB Ballet music N New age & relaxation music EC Concertos P Australian folk & ethnic music ES Symphonies Q Folk & ethnic music F Chamber music R Holiday & festival music GG Guitar S Variety & satire GO Organ Y Sound effects GP Piano ZM Junior music GS Stringed instruments GV Violin GW Wind instruments GX Percussion H Band music J Electronic, mechanical music K Musical shows, operettas L Soundtrack music


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5.1.4 CD-ROMs and Web-based games

Scope

The CD-ROM collection reflects the informational, creative, and age-level range available. Selection will highlight Australian content where applicable and appropriate. Games purchased will generally have an emphasis on the educational applications. Online children’s literacy games are made available via the library website.

Selection criteria

Selection of individual titles is dependent largely on public lending rights. As PC compatible applications appear to have the highest market share and the highest demand, emphasis will be on these applications. However, many CD-ROMs are available with instructions for both PC and Mac applications and these will be purchased where possible. Online children’s literacy games are selected considering the educational and production qualities of the resource.

Arrangement

CD-ROMs are available at all branches and are for loan. These collections will be located with other audio visual collections in high profile areas, with some face out display (subject to availability of suitable shelving). CD-ROMs are a floating collection. Online literacy games are available via the library website.

Copyright

CD-ROMs will be purchased from vendors who verify that suppliers agree to the purchase condition of public lending rights.

5.2 ‘Current Collections’

Scope

‘Current collections’ are targeted collections designed to enhance accessibility, to promote the diversity of the Library’s collections and to profile items of high interest and high demand. ‘Current’ collections comprise Bestsellers and New. For full details of the scope of these collections refer to individual collections below.

Selection criteria

Normal selection criteria apply to both the fiction and nonfiction elements of these collections. Reader demand has the highest priority for these collections and the inclusion of multiple copies is common.

Arrangement

These collections are regularly refreshed with new items and are arranged face out on display shelving located in high profile areas at each branch wherever possible. All items in these collections have stickers on the front cover denoting their relevant collection and are identified on the library catalogue accordingly. Items are retained in the Bestseller collection for a period of two years and are then re-located to the general fiction collection. Items in the New collection are re-located to the general nonfiction collection after one year.

5.2.1 Bestsellers

Scope

Bestsellers include works by popular authors and titles reported in Bestseller lists in newspapers, trade and professional journals. The majority of titles for this collection are ordered through Standing Orders prior to publication and multiple copies are usually acquired in recognition of their anticipated popularity.


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5.2.2 New

Scope

The New collection aims to expand patron reading choices by highlighting Nonfiction titles. Items are selected to introduce readers to new interests and ideas. New and topical, unusual or quirky ideas on a broad range of subjects are selected using normal selection criteria.

5.3 Fiction Collections

Scope Fiction collections comprise traditional Fiction Collections arranged and accessed by author, Genre Collections which are grouped by type of fiction and are arranged informally for browsing and eBooks which are made available via the library website. The provision of these collections across junior, teenage and adult readerships maximises the opportunities for patrons to find their preferred fiction reading.

Selection criteria

Reader demand and the popularity of an author are the primary considerations in the selection of individual titles; consideration is also given to existing holdings and past performance. Multiple copies of titles are purchased within budget restraints and according to anticipated and demonstrated demand. Access to Australian writing and culture is an important objective of all WMRLC collections and an attempt is made to acquire at least one copy of all relevant Australian fiction prize-winners and short listed titles. Major international fiction prize-winners and works in translation are selected from favourable reviews. Some duplication of titles may occur across the adult genre, adult fiction collections, teenage collections and junior collections due to their wide appeal and the need to provide a bridging focus between these collections. For particular criteria relating to children and teenagers refer to individual collections. Every effort is made to purchase fiction series in their entirety. Titles are acquired in hardcover format for the Fiction Collections wherever possible and where funds permit.

5.3.1 Adult Fiction Collection

Scope

The Adult Fiction Collection provides recreational reading material in addition to titles of major literary or historical significance. The Collection represents a broad range of authors, bestsellers, classic and contemporary literature, popular genre and award winning titles. The Collection aims to provide readers with access to a broad range of titles, including the works of Australian, emerging, and less known authors.

Arrangement

Adult Fiction Collections are provided at every branch. Collections are shelved spine out with some face-out display where possible to highlight individual titles. All items acquired are catalogued and spine labels include the first four letters of the author’s surname.


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5.3.2 eBook Fiction Collection

Scope

Titles are selected according to the criteria for adult, junior and young adult fiction however availability of titles is limited by the arrangements made between publishers and library eBook service providers.

Arrangement

eBooks are available online via the library website.

5.3.3 Adult Genre Collections

Scope

The style of writing of the material forms the criterion for inclusion in these collections. Titles are purchased in paperback format, as the most cost effective way to provide sufficient numbers of titles and are grouped according to a ‘genre’ or type of writing. Two adult genre collections are currently offered; each category is regularly reviewed to ensure that it continues to satisfy popular interest.

Thrillers

Includes crime, adventure and horror/supernatural stories.

Romance

Stories where love or passion is integral to the plot, with the love interest being of more importance then the setting. Includes but is not restricted to romance subgenres: gothic, suspense, historical, paranormal, and urban.

Selection criteria

Titles are selected according to the criteria for general fiction, paying particular attention to series, popularity of the author and to the spread of titles across all branches. To provide a wider range of stock across branches all Genre collections are ‘floating’. Because of the less durable nature of the format, items in the genre collections are regularly assessed on physical condition and fresh stock acquired.

Arrangement

These fiction collections are arranged informally within genre groups to provide browsing collections which meet the needs of patrons who prefer to read a particular genre. Stickers attached to the book covers clearly identify genre categories.

5.3.4 Teenage Fiction Collection

Scope

The collection caters for a wide range of reading levels and interests applicable to the age group from twelve years to young adult. It includes a broad spectrum of materials, as many works will be duplicated in junior and adult fiction sections, as well as genre collections, which is an indication of the bridging function often performed by the teenage collection. This collection may also include ‘graphic novels’, illustrated in comic book style. All titles are judged on their individual merits. No titles are excluded because of any particular bias against an author or subject matter. It is the responsibility of parents or guardians, rather than library staff, to make a final decision as to what is suitable reading for their child. Selection Criteria General selection criteria are applied, with particular attention to the following:

Mixture of durable hardcover and selected softcover editions

Acquisition when possible of all titles in a sequential series


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Emphasis on Australian authors, particularly award-winners

Good representation of popular authors and series, including media tie-ins

Works selected from favourable reviews

Reader demand and suggestions

Classics and core collection items

Inclusion of multiple copies as appropriate, according to projected demand or past performance.

Arrangement The collections comprise fiction titles arranged by author, with a mix of hardcover and softcover editions. Ease of access to specific works and specific authors is facilitated by this arrangement. The graphic novels are usually displayed in separate shelving within Teenage Fiction, and can be located on the catalogue as a separate collection called ‘Teenage Graphic Novels’.

5.3.5 Junior Fiction Collection

Scope

This collection includes standard works and classics, prize-winning authors’ works and popular titles arranged by author, including multiple copies where necessary. There will be a proportion of durable, hardcover editions, but selection will include soft cover works where these are appropriate either for reasons of availability or attractiveness. In general these items will target the interests of children at primary school level and aim to encourage children to discover the enjoyment of reading. Selection Criteria General selection criteria are applied, with particular attention to the following:

Mixture of durable hardcover and selected softcover editions

Acquisition when possible of all titles in a sequential series

Australian authors, particularly award-winners will be included

Good representation of popular authors and series, including media tie-ins

Works selected from favourable reviews


Inclusion of multiple copies as appropriate, according to projected demand or past performance

A policy to replace core collection items Every attempt is made to ensure content, style and reading level is appropriate. Arrangement The collections comprise fiction titles arranged by author, with a mix of hardcover and softcover editions. Ease of access to specific works and specific authors is facilitated by this arrangement. There is also an emphasis on displaying a selection of attractive titles on face-out shelving.

5.3.6 Teenage Paperback Collection

Scope

Soft cover works, with a high emphasis on transitory popular material. Collection may include duplicate copies of items in teenage and adult fiction.

Selection criteria

Best selling items and/or titles reflecting current trends. As for all browsing collections, the attractiveness and appeal of the cover art is a consideration.


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Arrangement

Items are arranged in a manner appropriate for browsing, including the use of face-out displays, and each item identified by a distinctive sticker on the corner of the front cover. These are floating collections.

5.3.7 Junior Browsing Collections

Scope

These collections fulfill the same criteria for informal browsing as the adult and teenage paperback collections and are designed to enhance access to the general rather than the specific. This arrangement of materials appeals to many young library users as it exposes them to items of interest which they may not have otherwise have searched for or discovered. In order to maximize access across the region all items in the following junior collections are floating.

5.3.7.1 Picture Books & Board Books

Scope

This collection is based on format: the emphasis of the works is in the illustrations. While the majority will be targeted at young children, recent publishing trends are resulting in a growing proportion of picture book formats with maturity of content. (If a title is better suited to older readers, it will be placed in the Junior Fiction collection.) Priority will be given to Australian material so long as it meets other standards for selection. At least one copy of all Australian award-winning titles will be purchased. All other award winning titles will be evaluated for their relevance to Australian readership.

Selection criteria

General selection criteria apply to picture books as to all other items. Particular note is made of the following:

quality of illustrations

illustrations which enrich and complement the text

suitability of the item for intended readership (picture books are often aimed at school-age children, whereas the main readership of the library collection is preschool-age)

durability of format with a preference for hardcover titles over paperback editions

replacement of enduring favourites

works in high demand (sometimes with lower quality of production), e.g. books featuring characters from popular television programs.

Arrangement

A key element in ease of access for small children is the placement of items where children can physically reach them. Picture books are arranged informally with an emphasis on face-out display on appropriate picture book shelving or in picture book tubs or boxes which children can independently search. To satisfy expressed customer demand for specific titles, some grouping by author is used. Titles are grouped into four alphabetical sections by authors A-C, D-H, I-Q, and R-Z in order to reduce search times for specific titles. The sections are indicated by colour coding.

5.3.7.2 Independent Readers

Scope

This collection meets the needs of developing readers. Items in this collection have a more controlled vocabulary than general works and are often illustrated. They function as a bridging collection between picture books and fiction for the more experienced reader. Many parents require assistance selecting material at this level, and children can quickly identify it


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as appropriate to their reading level without any value-based labels such as ‘easy’ or ‘beginner’.

Selection criteria

General selection criteria will apply to all items, with particular attention to the following:

appropriate vocabulary for intended readership

appealing and motivating content and format.

Arrangement

Items in this collection will be grouped together and displayed face-out as far as possible. A distinctive sticker denoting the collection will be placed on the front cover. These collections are available at each branch and located close to other fiction collections to encourage children to try a range of titles.

5.3.7.3 Junior Rhymes

Scope

This collection consists of an informal browsing collection of nursery rhymes, finger plays and poetry for children. Items included may be directed at parents of young children for reading aloud, as well as for older children to read by themselves.

Selection criteria

General selection criteria apply, with particular attention to the following:

collecting a diverse range of material

quality of presentation, including appealing illustrations

inclusion of standard nursery rhyme collections such as Mother Goose which facilitate language development in young children.

Arrangement

Items are grouped together, displayed face-out and stickered as per all other browsing collections. This collection promotes poetry titles which would be lost in the general nonfiction section and maximises accessibility of these titles for children. This collection will be available at each branch.

5.3.7.4 Junior Tales

Scope

This collection includes a broad selection of tales, myths and legends from around the world. Traditional and modern tales are included. Collections and examples suitable for adults or researchers are placed in the nonfiction collection.

Selection criteria

General selection criteria apply with particular attention to the following:

inclusion of a broad representation of tales from different cultures, including standard works

quality of illustration and production.

Arrangement

As for J Rhymes.

5.3.7.5 Humour

Funny stories, cartoon formats (such as the Asterix series), joke books and humorous nonfiction formats. This includes formats such as puzzle books and mazes which use visual devices rather than text.


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5.3.7.6 Junior Paperbacks

Popular works reflecting current trends in soft cover, especially those published under a series title (often with multiple authors).

Selection criteria

As for teenage paperback.

Arrangement

All branches will have collections arranged as far as possible in face-out displays, clearly identified by distinctive stickers and appropriate signage.

5.4 Large Print Collections

Scope

Large Print format collections are provided at every branch in the region to meet the needs of patrons who are more comfortable with this format than standard print. The library has established standing orders with large print publishers and attempts to achieve a wide coverage of titles. However, the selection of large print titles can be restricted by the availability of published titles in this format. The primary focus of this collection is on fiction titles where demand is highest and on a smaller collection of nonfiction, particularly biographies, histories and other subjects where demand is demonstrated and titles are available. In order to maximise the number of titles that can be purchased, duplicate copies are kept to a minimum. To maximise usage of this collection and to provide a wider range of titles across the Region, items in the Large Print collection are rotated around the branches through an automated stock rotation process.

Selection criteria.

General selection criteria apply with particular emphasis on clarity and size of type. Weight and size of an item may also be a consideration for this format. Indication of patron demand from Outreach Services is also considered when developing and maintaining this collection.

Arrangement

These collections are shelved apart from other adult collections, providing access to those who wish to read in this format specifically. Separate fiction and nonfiction collections are held, and catalogued to the required standard. All items have spine labels designating them as LP (Large Print). The availability of good lighting and ability of Large Print readers to physically access the collection should play a part in determining the positioning of Large Print collections at the branches.

5.5 Community Language Collections

Scope

The Community Language collections of the Library support the aims of the Corporation in supplying access to materials in those languages most appropriate to the communities within the region in the following circumstances:

Where a language group is 1% or more of the total population of Whitehorse and Manningham, magazines and newspaper titles will be acquired

Where a language group is 3% or more of the total population of Whitehorse and Manningham, book collections will be established

Demographic data produced by the Australian Bureau of Statistics (ABS) is used to establish the size of language groups, and will be monitored for changes.

The Library Service holds the following collections:


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Chinese Collections housed at Box Hill, Doncaster, Nunawading, The Pines and Vermont South branches

Greek Collection housed at the Doncaster branch

Italian Collection housed at the Bulleen branch

Vietnamese Collection at the Nunawading branch

Persian (Farsi) at the Doncaster branch

Collections will for the most part consist of:

newspapers, periodicals, popular fiction and high use nonfiction.

junior material purchased where demand exists.

audio visual materials.

some standard works of literature for each language. Future considerations:

The proportion of audio visual materials relative to print material may need to increase, owing to the aging of the local Greek and Italian speaking communities,

Large print and talking books in the target languages would be considered when and if they become available.

Selection criteria

General selection criteria apply but in this area the expertise of experienced, knowledgeable and reputable suppliers is more crucial. Feedback to library staff through the following methods will also be used:

community selection days

surveys conducted in the languages of the target groups

monitoring of loan statistics

regular usage reports.

Collections will be maintained through annual additions of new items and the weeding of superseded titles following general weeding principles.

Arrangement

All items receive the same standard of cataloguing as English language materials and are arranged in nonfiction, fiction, junior and audio visual sub-sections. Signage in the relevant language identifies the collection.

5.6 Nonfiction Collection

Scope

The collection encompasses a broad range of human knowledge, interests and culture. It comprises books for both adults and children with reading levels ranging from the most basic up to that of an undergraduate level. The collection scope is intended to provide only supplemental materials for individuals pursuing formal educational programs. The emphasis is on acquiring current, accurate, wide-ranging material suitable for the general, non-professional reader. Identified standard works suitable for public libraries are also acquired. Works on new and emerging subject areas are sought out. In areas of contention or controversy, a balance of viewpoints is provided where the other criteria can be satisfied. Nonfiction eBooks are available online via the library website. Selection criteria the same as general nonfiction however titles are limited by arrangements between publishers and service providers.

Selection Criteria

General criteria applied, with particular attention to the following:

Work has received favourable reviews

The title has been published by a reputable publisher

Author is an expert in the subject area


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Work is of Australian provenance in subject areas where this is important e.g. gardening, investment

Good physical presentation e.g. illustrations, binding, hard covers


Title fills an identified subject gap

The on-going replacement of out-of-date titles with newer editions or alternative titles

Reasons for non-inclusion include:

Title is of a highly technical, academic or specialized nature unlikely to be widely used.

Title is published in an unsuitable format.

The high cost of the item is not justified.

There are already enough suitable alternative titles in the collection on the subject.

Arrangement and format

A nonfiction collection is provided at each branch.

Junior and adult works are interfiled in the one Dewey number sequence in order to offer a wide variety of approaches for the user

Collections at the larger branches are more diverse and have greater depth

Non Fiction eBooks are available online via the library website.

5.6.1 Literacy Collection

This collection, housed at Box Hill and Doncaster branches, is aimed largely at independent learners who do not have English as a first language and who are engaged in improving their English language skills and competency. The collection contains fiction, nonfiction, audio visual, online and mixed media items.

Scope

Grammars and dictionaries

Adapted fiction with graded vocabulary at a variety of levels

Language courses at a variety of levels to assist the development of listening, speaking, reading, writing and pronunciation skills.

Books and kits to assist in preparing for the IELTS tests

Online tutorials

Selection criteria

Specific criteria for selection of literacy materials include:

the quality of the material’s readability and graphics

the level of the appeal of the material’s format and illustrations

the extent to which the material reflects a wide range of interests with particular emphasis on practical life skills

Australian published material is preferred

Self-directed materials are preferred over material aimed at classroom work and tutors

Specialty suppliers are used.

Arrangement

The collection is arranged apart from the general collections and clearly signed. All items have distinctive ‘Literacy Collection’ stickers and items are identified as such in the catalogue and on the item spine label. All items are for loan. Online tutorials are available via the library website.


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5.7 Periodicals and Newspapers

Periodicals

Scope

A wide range of periodicals is purchased to provide information on current events and on recent developments in particular areas of knowledge, as well as to cater for recreational and general reading. They provide a current, topical collection that complements and supports the lending monograph collection. Satisfaction of patron demand is a high priority for periodical selection. This format is often used for recreational reading but a range of titles offering both information and entertainment will be sought. Subscriptions are assessed annually. Consideration is given to factors such as:

Popularity

Regularity and supply reliability

Number of loans

Relevance

Alternative titles which provide better coverage of the topic Full page online eMagazine service will be made available to library users in 2013.

Selection criteria

Selection of periodicals requires the application of many of the same general principles as the selection of other items. Accuracy, reputation of publisher, attractiveness of publication, coverage of subject areas, relevance and appeal to the general reader, and satisfaction of patron demand are all important criteria. The budgetary commitment necessary when undertaking a subscription for a year plays a role in the need to carefully consider the addition of titles to any periodicals list. New titles will be added selectively and only after sighting sample copies or by favourable review. Donations of individual copies or short runs of periodicals will not be accepted because of the importance of establishing a continuous run of any given title.

Arrangement

A range of periodicals is available at each branch and location of individual titles is based on the needs of the community in the local area, taking into account such factors as the age and ethnic composition of the community served by that branch. In general, the latest issue of all periodicals is marked as ‘not for loan’ and displayed face out for up to four weeks. When the latest issue arrives at the branch (or four weeks has elapsed) the previous issue then becomes available for loan. This ensures the current issue of such titles is available for a period of between one and four weeks for patrons to read within the library. Holdings of periodicals will be assessed annually. Retention periods will be reviewed from time to time. Currently six months of weekly issues and two years of monthly and quarterly issues remain on the public floor. Electronic magazines will be made available via the library website.

Newspapers

Scope

Newspapers play an important part in the dissemination of current information. A range of newspapers is provided throughout the Region, with at least one National and one Victorian daily newspaper at each branch, as well as all relevant local newspapers. Newspaper retention periods are governed by the title’s availability in full-text online databases, by branch storage space in relation to the level of demand for hard copy back issues, and by the need to provide for those library users unfamiliar with PC usage. Permanent retention of newspapers is the responsibility of the State Library of Victoria; WMRLC will keep local papers permanently for Local History purposes. Retention periods


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are detailed in Appendix G. Online versions of current and historic newspapers are available via the library website.

Selection criteria

Customer demand is the primary selection criterion applied to newspapers. Selected overseas newspapers may be acquired where sufficient demand exists and budgetary allocations allow. Internet access to newspapers is also facilitated and promoted.

Arrangement

Current copies are displayed at each branch in an area close to tables for reading. Newspapers are retained at each branch for varying periods based on the storage capacity of individual branches and on demand for past copies. Stored newspapers may not be on open access. Certain papers or section of papers are prone to theft and are stored at the Library desk. Newspapers are not for loan. Community language periodicals and newspapers are discussed in Section 3.5. Electronic formats of current and historic newspapers are available via the library website.

5.8 Reference Collections

Aim

The Reference Collection is composed of non-circulating materials designed to provide quick access to factual information in core subject fields. It aims to meet the general informational needs of local communities in a range of levels.

Content & Scope

The type of the information covered is broad and may be:

Biographical

Governmental

Statistical

Geographical Types of publications located in the Reference collections include but are not limited to:

Encyclopaedias

Dictionaries

Directories

Yearbooks

Almanacs

University and TAFE handbooks

Atlases The size of the Reference Collection at each branch is governed by the level of activity of the branch, the physical constraints of the branch and the need for cost effective use of resources. More detailed or specific reference resources may be held only at larger branches. Inquiries at smaller branch libraries may be referred to the more extensive collections at larger branches. Although the print Reference collections currently remains one component of our Information Service provision, ongoing usage and relevance of print reference material will continue to be reviewed in light of the increasing volume of information available in electronic format via online databases and free Internet resources.

Selection criteria

General selection criteria apply with other factors including:

currency and timeliness of information

user demand


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relevance of information to Australian conditions

favourable review or recommendation

authority of author or publisher

price of publication or subscription

Reasons for non-inclusion

Highly technical or specialised resources are not usually selected unless they are likely to be of use to a wide range of library users.

DVD, compact disc and cassette formats are not selected for this collection owing to difficulties with access and equipment.

Materials may be excluded, or purchased less regularly, if the items are too expensive.

Arrangement

Reference collections are located at each branch, separately shelved from the nonfiction collections and, where practicable, close to the Information Desk. Resources in Reference collections are designed to be consulted within the library and therefore are not for loan. All Reference collections are clearly signed and all items marked ‘Not for Loan’.

5.8.1 Genealogy

Scope

Genealogical collections support library users engaged in tracing their family history. Resources may include: indexes to birth, death and marriage records, directories, gazetteers, electoral rolls, rate books, census, cemetery records, shipping records. These are provided in different formats: hard copy; microfiche; CD-ROMs and online databases. Increasingly, this type of information is sourced from the Internet, either from free sites or pay-for-use or subscription sites. The Library’s aim is to offer core or standard resources without attempting comprehensive coverage. Purchases will be made with reference to resources available at other sites for more specialised research, e.g. State Library of Victoria; Public Record Office Victoria; Australian Institute of Genealogical Studies Inc. (A.I.G.S.); Family History Centre, Church of Jesus Christ of Latter-Day Saints; Genealogical Society of Victoria Inc. (G.S.V).

Selection criteria

General selection criteria apply to the selection of genealogical resources. Emphasis is firstly on Victorian records, then Australian and then British.

Arrangement

Genealogical material is located at a number of branches, with one large branch in each municipality having more comprehensive collections. Microfiche readers, resources and support material from other genealogical providers should be grouped together where branch layout permits. General nonfiction titles dealing with genealogy are also available for loan at all branches in the nonfiction collection Online Genealogy databases are available via the library website.

5.8.2 Local History

Scope

Local History refers to all events, people, geography, fauna, transport, commerce and industry, public services and social factors both past and present in the cities of Whitehorse and Manningham. Items in these collections include:

Council publications


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Books with local content

Local newspapers

A limited amount of other relevant local material

These collections are periodically reviewed as part of the normal collection management procedures. The collections are intended to complement but not duplicate the collections of local Historical Societies. A separate Local History database, consisting of the catalogued Local History collections of the library, and the four local Historical Societies, makes information about these combined resources available to anyone via the Internet.

Selection Criteria

Items with substantial local significance or usefulness are acquired by purchase, donation or exchange. Second-hand material may be included.

Reasons for non-inclusion

Audio visual material (as there are no facilities for in-library viewing or listening).

Ephemeral material

Multiple/duplicate copies

Arrangement

The Local History collections are located at a large branch within each city; the Whitehorse material at the Nunawading branch and the Manningham material at the Doncaster branch. All material is shelved apart from the nonfiction collection, is not for loan, and is identified as such in the catalogue and on the item spine label.

Review Date

This document is to be reviewed annually.


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Appendix A: Australian Library and Information Association Statement on free access to information

ALIA objects addressed To promote the free flow of information and ideas in the interests of all Australians and a thriving culture and democracy.

Principle Freedom can be protected in a democratic society only if its citizens have unrestricted access to information and ideas.

Statement There are several different levels at which the free flow of ideas can be impeded. At the societal level, legislative bodies of all kinds are expected to consider the legal and regulatory frameworks they put in place to support the free flow of information and ideas about the interests and concerns of citizens. At the institutional level, library and information services are expected to encourage the free flow of information and ideas within the scope of their roles and responsibilities. At the individual level, citizens are expected to make informed decisions in exercising their rights and responsibilities. The Australian Library and Information Association believes that library and information services have particular responsibilities in supporting and sustaining the free flow of information and ideas including:

1. asserting the equal and equitable rights of citizens to information regardless of age, race, gender, religion, disability, cultural identity, language, socioeconomic status, lifestyle choice, political allegiance or social viewpoint;

2. adopting an inclusive approach in developing and implementing policies regarding access to information and ideas that are relevant to the library and information service concerned, irrespective of the controversial nature of the information or ideas;

3. ensuring that their clients have access to information from a variety of sources and agencies to meet their needs and that a citizen's information needs are met independently of location and an ability to pay;

4. catering for interest in contemporary issues without promoting or suppressing particular beliefs and ideas;

5. protecting the confidential relationships that exist between the library and information service and its clients;

6. resisting attempts by individuals or groups within their communities to restrict access to information and ideas while at the same time recognising that powers of censorship are legally vested in state and federal governments;

7. observing laws and regulations governing access to information and ideas but working towards the amendment of those laws and regulations which inhibit library and information services in meeting the obligations and responsibilities outlined in this Statement.

Adopted 2001. Amended 2007 Related documents: Article 19 of the United Nations Universal Declaration of Human Rights Article 19 of the International Covenant on Civil and Political Rights International Federation of Library Associations and Institutions Statement on Libraries and Intellectual Freedom


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Appendix B: Article 19 of the United Nations Universal Declaration of Human Rights Everyone has the right to freedom of opinion and expression; this right includes freedom to hold opinions without interference and to seek, receive and impart information and ideas through any media and regardless of frontiers.

Appendix C: Article 19 of the International Covenant on Civil and Political Rights

1. Everyone shall have the right to hold opinions without interference. 2. Everyone shall have the right to freedom of expression; this right shall include

freedom to seek, receive and impart information and ideas of all kinds, regardless of frontiers, either orally, in writing or in print, in the form of art, or through any other media of his choice.

3. The exercise of the rights provided for in paragraph 2 of this article carries with it special duties and responsibilities. It may therefore be subject to certain restrictions, but these shall only be such as are provided by law and are necessary: (a) For respect of the rights or reputations of others; (b) For the protection of national security or of public order (ordre public), or of public health or morals.


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Appendix D: International Federation of Library Associations and Institutions Statement on Libraries and Intellectual Freedom Statement prepared by IFLA/FAIFE and approved by The Executive Board of IFLA 25 March 1999, The Hague, Netherlands. Latest revision: 18 September 2004 IFLA (The International Federation of Library Associations and Institutions) supports, defends and promotes intellectual freedom as defined in the United Nations Universal Declaration of Human Rights. IFLA declares that human beings have a fundamental right to access to expressions of knowledge, creative thought and intellectual activity, and to express their views publicly. IFLA believes that the right to know and freedom of expression are two aspects of the same principle. The right to know is a requirement for freedom of thought and conscience; freedom of thought and freedom of expression are necessary conditions for freedom of access to information. IFLA asserts that a commitment to intellectual freedom is a core responsibility for the library and information profession. IFLA therefore calls upon libraries and library staff to adhere to the principles of intellectual freedom, uninhibited access to information and freedom of expression and to recognize the privacy of library user. IFLA urges its members actively to promote the acceptance and realization of these principles. In doing so, IFLA affirms that:

Libraries provide access to information, ideas and works of imagination. They serve as gateways to knowledge, thought and culture.

Libraries provide essential support for lifelong learning, independent decision-making and cultural development for both individuals and groups.

Libraries contribute to the development and maintenance of intellectual freedom and help to safeguard basic democratic values and universal civil rights.

Libraries have a responsibility both to guarantee and to facilitate access to expressions of knowledge and intellectual activity. To this end, libraries shall acquire, preserve and make available the widest variety of materials, reflecting the plurality and diversity of society.

Libraries shall ensure that the selection and availability of library materials and services is governed by professional considerations and not by political, moral and religious views.

Libraries shall acquire, organize and disseminate information freely and oppose any form of censorship.

Libraries shall make materials, facilities and services equally accessible to all users. There shall be no discrimination due to race, creed, gender, age or for any other reason.

Library users shall have the right to personal privacy and anonymity. Librarians and other library staff shall not disclose the identity of users or the materials they use to a third party.

Libraries funded from public sources and to which the public have access shall uphold the principles of intellectual freedom.

Librarians and other employees in such libraries have a duty to uphold those principles.

Librarians and other professional libraries staff shall fulfill their responsibilities both to their employer and to their users. In cases of conflict between those responsibilities, the duty towards the user shall take precedence.


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Appendix E: ALIA Statement on public library services ALIA objects addressed

To promote the free flow of information and ideas in the interests of all Australians and a thriving culture and democracy.

To promote and improve the services provided by all kinds of library and information agencies.

Principle

Freedom of access to public library and information services is essential

o to enable members of the Australian communities, including new residents and emerging communities to participate in all aspects of Australian life, including the democratic process;

o to actively contribute to social inclusion for all members of the Australian community; and

o to enable Australians to contribute to the economic wellbeing of their families and the nation.

Statement

Each member of the Australian community has an equal right to public library and information services regardless of age, race, gender, religion, nationality, language, disability, geographic location, social status, economic status and educational attainment.

A public library services its community through the provision of access to knowledge, information and works of imagination through a range of resources and services. It does this through access to materials in all formats in order to meet the needs of individuals and groups for education, information and personal development through learning, including recreation and leisure.

Public libraries have an important role in the development and maintenance of a democratic society by giving individuals access to a wide and varied range of information, ideas, opinions, and skills.

The role of public libraries is essential in developing an educated society through programs that improve literacy and information literacy including lifelong learning opportunities. Public libraries contribute to economic prosperity by helping people improve their skills and life chances.

Public libraries provide the first point of access for information for the general public and for the public's access to the national and international system of library and information services.

The satisfaction of a person's information needs must be independent of an ability to pay.

Local, state/territory and Commonwealth governments have an obligation to work in partnership to provide agreed public library services to all members of the library's clientele without direct charge to the user.


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The Australian Library and Information Association believes that public library services have particular responsibilities to monitor and proactively respond to the changing demographic characteristics and trends of their communities, to consult with their communities and to meet information, learning and recreational needs of an increasingly diverse society. Public library services should ensure that they have policies, guidelines, and procedures in place to respond to and meet relevant legislative requirements.


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Appendix F: ‘Request for Re-evaluation of Material’ form

WHITEHORSE MANNINGHAM REGIONAL LIBRARY CORPORATION REQUEST FOR RE-EVALUATION OF LIBRARY MATERIALS

TITLE …………………………………………………………………………………………………

AUTHOR ……………………………………………………………………………………………..

PUBLISHER ………………………………………………………………………………………….

TYPE OF MATERIAL

BOOK MAGAZINE CASSETTE DVDCOMPACT DISK OTHER 1. To what in the work do you object? (Please be specific. Cite pages or sections.)

…………………………………………………………………………………………………………….

…………………………………………………………………………………………………………….

……………………………………………………………………………………………….……………

2. Did you read, view or hear the entire work? YES NO

If NO, which parts? …………………………………………………………………………………….

……………………………………………………………………………………………………………..

……………………………………………………………………………………………………………..

3. Do you think this work is inappropriate for certain age groups?

……………………………………………………………………………………………………………..

4. What do you feel might be the result of exposure to this work?

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………..

5. What action do you suggest the library take regarding this item?

……………………………………………………………………………………………………………..

6. Other comments …………………………………………………………………………………………………………….

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………..

REQUEST INITIATED BY: (Please include details for written reply)

NAME …………………………………………………………………………………

ADDRESS ……………………………………………………………………………

POSTCODE ……………… TELEPHONE …………………………

In this matter do you represent:

Yourself An organization or group

Please specify ……………………………………………………….

This form to be used in conjunction with Collection Management Strategy and ALIA Statement on Free Access to Information.


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Appendix G: Newspaper Retention

Title Language Blackburn Box Hill Bulleen Nunawading Pines Doncaster Vermont Warrandyte

Age English 1 month 1 month 1 month 1 month 1 month 4 weeks 1 months 1 week

Australian English 1 month 1 month 1 month 1 months 1 month 4 weeks 1 months 1 week

Australian Financial Review English 1 month 1 month 1 month 1 months 1 month 4 weeks 1 months

Australian Jewish News English 4 weeks

Australian Senior Citizen English 2 months

Chinese Melbourne Daily 2 weeks

El Telegraph Arabic 4 weeks

Herald – Sun English 1 month 1 month 1 month 1 months 1 month 4 weeks 1 months 1 week

Il Globo Italian 1 month

Manningham Leader English 1 month Permanently 1 month Current year

Melbourne’s Child English 2 months 2 months

Neos Kosmos Greek 4 weeks 2 weeks

Progress Leader English 1 month

Sing Tao Chinese 2 weeks 1 week 1 month 1 week 4 weeks 1 week

Warrandyte Diary English Permanently

Weekly Times English 4 weeks

Whitehorse Leader English 4 weeks 1 month Permanently 1 month

collection management strategy filewhitehorse manningham regional library corporation collection...

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