collection management policy analysis report li855xs

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COLLECTION MANAGEMENT POLICYANALYSIS REPORT:

A.R.DYKES HEALTH SCIENCES LIBRARY

Prepared forDr. Janet Capps

SLIM Instructor, LI855XSEmporia State University

Submitted byChristina Magnifico

SLIM StudentEmporia State University

October 3, 2013

Abstract

This report provides an in-depth analysis of the A.R. Dykes Health Sciences Library collectiondevelopment and management policy. Based on an exhaustive review of the collection managementpolicy, this report concludes that the A.R. Dykes Health Sciences Library needs to include themission statement of the Library along with the mission statement of the University of Kansas

Medical Center. The collection management policy also needs to include the disaster recovery plan,the Library schedule for policy review and a more in-depth statement regarding collaborationbetween the Library collection development team and the faculty of the University of KansasMedical Center. Overall, this report shows that while the policy is quite comprehensive there isroom for improvement.


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TABLE OF CONTENTS

List of Figures ....................................................................................................................... ii

Executive summary ............................................................................................................ iiiIntroduction ..........................................................................................................................1Policy analysis overview ......................................................................................................2

Purpose, description, and statement .........................................................................2Selection tools and evaluation criteria .......................................................................3Collection management issues ...................................................................................5

Conclusion ............................................................................................................................6References .............................................................................................................................8Appendix A: Collecting levels chart .................................................................................9


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LIST OF FIGURES

Number Page

1. Collecting levels .....................................................................................................4


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EXECUTIVE SUMMARY

Collection Management Policy Analysis Report:

A.R. Dykes Health Sciences Library

The A.R. Dykes Health Sciences Library is an academic health sciences library that servesthe University of Kansas Medical Center community (A.R. Dykes Library, 2012). After anexhaustive review of the collection management policy this report makes the followingrecommendations in order to improve the overall transparency in the policy:

Include a disaster recovery planThe Library is in a transitional phase and the new administration should workwith the campus emergency response team to develop a plan that wouldprovide stringent guidelines staff would follow in the event of a disaster. Aprocedural manual containing the recovery plan should be provided to each

department and training sessions implemented.

Tie the policy back to the strategic planThe strategic plan for the library has never been made into a concrete

statement. Library administration should partner with the KUMC

administration to create a strategic plan that aligns with the institutional

mission and strategic plan

Develop a gift/donation plan that aligns with the current collectionpolicyThe current policy follows three different donation policies, which could be asource of confusion for both library staff and those looking to gift materials tothe Library. The three separate policies that are used should be combined intoa single policy, which would be vetted by the collection management team.

Include a section that describes the level of collaboration with KUMCfacultyThe current strategic plan is in transition and the policy that details the level ofcollaboration between the Library and the KUMC faculty is nonexistent. Withthe help of the biomedical librarians, collection management team, Library

administration and faculty council, a new policy should be drawn up thatdescribes the level of collaboration with KUMC faculty. This section in thepolicy would be particularly important when establishing the level of discretiongiven to selectors and further strengthen the relationship between theUniversity and the Library.


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INTRODUCTION

The A.R Dykes Health Sciences Library serves the University of Kansas Medical Center

community, as well as the University of Kansas Hospital. The Library has an in-depth

collection development policy, which provides the framework for building, managing and

maintaining their collection (A.R. Dykes Library, 2012). According to Evans and Saponaro

(2012), a collection development policy has many uses, including:

informing communities about the scope of the collection,

identifying collecting priorities, describing organizational priorities, identifying inclusion and exclusion standards, serving as a training tool for new staff, maintaining collection consistency, providing guidelines for staff, aiding in evaluating the collection, helping with budgetary considerations, serving as a public relations document and; providing an overall assessment tool for both the library and the community it

serves.The A.R. Dykes Library policy touches on many of these uses, as well as more specific

issues that are relevant to an academic health sciences library and its collection. The

Dykes Library collection development policy was last modified in December of 2012 (A.R.

Dykes Library, 2012) and is published on the University of Kansas Medical Center website,

located atlibrary.kumc.edu/library-policies/collection-management-policies/collection-

management-policy.xml. This report analyses the A.R. Dykes Library collection

development policy and provides an overview of the policy as a whole.
http://c/Users/Christina/Dropbox/library.kumc.edu/library-policies/collection-management-policies/collection-management-policy.xmlhttp://c/Users/Christina/Dropbox/library.kumc.edu/library-policies/collection-management-policies/collection-management-policy.xmlhttp://c/Users/Christina/Dropbox/library.kumc.edu/library-policies/collection-management-policies/collection-management-policy.xmlhttp://c/Users/Christina/Dropbox/library.kumc.edu/library-policies/collection-management-policies/collection-management-policy.xmlhttp://c/Users/Christina/Dropbox/library.kumc.edu/library-policies/collection-management-policies/collection-management-policy.xmlhttp://c/Users/Christina/Dropbox/library.kumc.edu/library-policies/collection-management-policies/collection-management-policy.xml


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POLICYANALYSIS

Purpose, description and statement

The position, goal and scope contained in the beginning section of the A.R. Dykes Library

collection development policy is an extremely comprehensive overview. The section

includes the purpose of the policy, the intended audience, a description of the institution

and the official mission statement of the University of Kansas Medical Center (A.R. Dykes

Library, 2012). However, the policy does not include the mission statement of the Library

itself. Though this statement can be found on the A.R. Dykes Library website, it should be

included in the collection development policy page. By not including the mission

statement of the Library in the main policy, it is difficult to determine where the

inspiration for the entire collection development policy was derived.

Two of the most interesting subsections in the goals and scope overview are the

Intended Audience and Description of the Clientele sections. Both of these sections

serve a similar purpose, but the Description of Clientele section contains a very

important disclaimer, Our collecting policies are written only with the interests of our

primary clientele in mind. This statement shows that the collection has a singular focus,

the academic community at the University of Kansas Medical Center and it sets the tone

for the rest of the collection management policy. In fact, the primary clientele are

described throughout the entirety of the collection management policy, showing just how

important the Library views the needs of the University of Kansas Medical Center

community (A.R. Dykes Library, 2012).


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Selection tools and evaluation criteria

With regard to the selection tools and evaluation criteria used by the collection

management team at the A.R. Dykes Library, the collection management policy includes

a list of selection tools used in the acquisitions process, such as print materials, student

recommendations, library data sets and other review sources. By including this section,

members of the University of Kansas faculty can see where library staff get the

information used to select materials for the library. This is an important list, not only for

the KUMC faculty, but also for any new library staff members that may be placed in

charge of collection management in the future.

The collection management policy includes a list of eighteen criteria used when

selecting materials for the academic health sciences library. The first, although perhaps

not the most important, criteria the library uses in its selection process is listed as the

needs of[the] primary clientele (A.R. Dykes Library, 2012). This mirrors the latter part of

the policy, which described how integral the KUMC community is to the collection

development policy of the A.R. Dykes Library. Based on the remaining seventeen criteria,

it is not clear if the list is organized from most important to least important, or if it is

purely random. It would be helpful if the list was organized in a way that showed

someone viewing what the library believed to be the most important criteria used when

selecting materials.

Directly after the selection criteria the policy elaborates on the material selection

process by breaking down the guidelines by format and type of material. This is by far the


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lengthiest section of the entire policy and goes into explicit detail regarding the many

formats the Library currently acquires. This section also includes the types of materials

the Library does not collect or no longer archives. By choosing to include the items the

library no longer includes in the collection, it provides guidelines which the collection

development team can follow in order to determine which materials are most relevant to

the overall collection.

Another section that is linked to the selection criteria, is a chart that shows the

collecting level as determined by the LC/NLM subdivisions.

Figure 1 A section of the Collecting Levels chart located in the Dykes Library policy.

This section identifies the collecting codes that are used when measuring the level at

which the library collects materials in specific subject areas. The range from a minimal

level of collection (E) to a comprehensive level of collection (A). The library does not

collect anything over a research level (B), which helps define the scope of the collection

for future acquisitions.

The evaluation criteria section of the collection management policy is the most

comprehensive section of the policy and provided detailed information that makes the


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entire selection process much easier for those tasked with acquiring library materials.

Collection management issues

A smaller, but nevertheless important part of the collection management policy is the

general collection management issues section. This section provides an overview of

miscellaneous issues that affect the library. The section, broken down into six issues,

provides the guidelines for dealing with preservation and conservation, weeding, storage,

replacement, duplicate copies and gifts. It does not, however, include the disaster

recovery plan, physical space considerations or the procedure for challenges. In fact, none

of these are mentioned anywhere in the policy.

There are several major issues with this section. The Gifts and Donations section

of the policy is outdated and confusing. The policy was last updated in 2007 and the

policy states that, Currently, there are three separate Gift/Donation polices and none has

been designated as official. This could be easily remedied by drafting a new donation

policy with the help of the collection management team.

Another major issue is the exclusion of a disaster recovery plan. Without

guidelines that collection development staff could follow in the event of a disaster, it

would be more difficult to implement a plan or explain the process to administration who

would ultimately provide the fiscal foundation on which the library would rebuild the

collection.


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The last issue in the section is the description of physical space and future considerations

for growth. Though the strategic plan for the Library is currently being rewritten, the

current policy makes no mention of the plans for library improvements.

CONCLUSION

Overall the policy is comprehensive and inclusive, and provides a strong foundation on

which the library can build its collection. After reading Collection Management Basics

(Evans & Saponaro, 2012)and discussing collection policies in class, there are still several

improvements that the library could implement almost immediately.

The most immediate issue that needs to be resolved is the creation of a new

gift/donation policy. The current policy follows three different donation policies, which

could be a source of confusion for both library staff and those looking to gift materials to

the Library. The three separate policies that are used could be combined into a single

policy, which would be vetted by the collection management team.

A second issue that needs to be resolved is the publication of the disaster recovery

plan. As an employee, I have not been made aware of any recovery policy and it is not

readily available on the website. Currently, the Library is in a transitional phase and the

new administration should work with the campus emergency response team to develop a

plan that would provide stringent guidelines staff would follow in the event of a disaster.

One of the last issuesand something that has not been discussed until this

yearis the level of collaboration the collection development team has with KUMC


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faculty. This inclusion will come with the development of a strategic plan which is

currently being discussed among Library administration, the interim director and the

collection management team.


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REFERENCES

A.R. Dykes Library. (2012, December 10). A.R. Dykes Library Collection Management

Policy. Collection Management Policy. Library Homepage. Retrieved October 4,

2013, from http://library.kumc.edu/library-policies/collection-management-

policies/collection-management-policy.xml

Evans, E. G., & Saponaro, M. Z. (2012). Collection management basics (6th ed.). Santa

Barbara, California: Libraries Unlimited, an imprint of ABC-CLIO, LLC. Retrieved

from http://www.amazon.com/Collection-Management-Library-Information-

Science/dp/159884864X/ref=sr_1_1?ie=UTF8&qid=1380913807&sr=8-

1&keywords=collection+management+basics


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APPENDIX A

Call Number Subject Collecting Level

BF 1-1000 Psychology D

H Social Sciences in General D

HA Statistics C *The Library only collectsmaterials in this area thatdeal with biomedicalstatistics.

HB Economic Theory E

HD 4801-8942 Labor E

HF 1-4050 Commerce5001-6351 Business

EE

HM Sociology: General Works, Theory E

HQ Family, Marriage, Woman, Sexual Life D

HV Social Pathology, Welfare, Criminology E

KF Law: U. S. (Federal) D

LC 4001-4040 Special Education4601-4815 Special Education

DD

Q Science (General) E

QD 1-69 Chemistry (General)71-145 Analytical Chemistry146-199 Inorganic Chemistry

241-449 Organic Chemistry450-731 Physical & Theoretical Chemistry901-999 Crystallography

EEE

DDE

QH 1-199 Natural History (General)201-278 Microscopy301-705 Biology (General)

EDE


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QL 1-355 Zoology (General)362-739 Invertebrate & Vertebrate Zoology750-991 Ethology, Anatomy, Embryology

EED

QS Human Anatomy1-132 Anatomy504-539 Histology604-679 Embryology

BBB

QT Physiology1-35 General104-172 Human Physiology180-275 Physiology & Hygiene

BBC

QU Biochemistry B

QV Pharmacology

1-370 General600-667 Toxicology701-835 Pharmacology & Pharmaceutics

B

BC

QW Microbiology & Immunology1-300 Microbiology501-949 Immunology

BB

QX Parasitology C

QY Clinical Pathology1-350 General

400-490 Blood

BB

QZ Pathology B

SF Animal Culture, Veterinary Medicine, etc. D

T Technology - General E

W Medical Profession1-96 General100-275 Medical, Dental, and Pharmaceutical Service

Plans322-323 Other Medical Service601-925 Forensic Medicine and Dentistry

BCC

C

WA Public Health1-106 General108-245 Preventive Medicine B250-292 Prevention of Accident and of injury300-395 Health Problems of Special Population Groups

BB

C


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400-495 Occupational Health and Hygiene. IndustrialMedicine525-590 Health Administration and Organization670-847 Sanitation and Environmental Control900-950 Statistics and Surveys

C

B

CC

WB Practice of Medicine1-135 General141-293 General Diagnosis300-962 Therapeutics

BBB

WC Communicable Diseases B

WD 100 Nutrition Disorders200 Metabolic Diseases300 Immunologic Diseases. Hypersensitivity. CollagenDiseases

400 Animal Poisoning500 Plant Poisoning600 Diseases and Injuries caused by Physical Agents700 Aviation and Space Medicine

CB

B

DD

CD

WE Musculoskeletal System1-190 General200-600 By Tissue700-890 By Region

BCC

WF Respiratory System

1-900 General970-985 Thorax and Thoracic Surgery

B

B

WG Cardiovascular System1-170 General200-460 Heart500-700 Blood Vessels

BBB

WH Hemic and Lymphatic System B

WI Gastrointestinal System1-250 General

300-387 Stomach400-575 Intestines600-650 Anus and Rectum700-770 Liver and Biliary Tract800-820 Pancreas900-970 Abdomen and Abdominal Surgery

BC

CCCCC

WJ Urogenital System B


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1-190 General300-378 Kidney400 Ureter500-504 Bladder600 Urethra700-875 Male Genitalia

BCCCC

WK Endocrine System1-190 General200-280 Thyroid Glands300 Parathyroid Glands350 Pineal Body400 Thymus Gland500-590 Pituitary Gland700-790 Adrenal Glands800-885 Islands of Langerhans900-920 Gonads

BCCCCCCCC

WL Nervous System1-225 General300-405 Central Nervous System500-544 Peripheral Nerves600-610 Autonomic Nervous System700-710 Sense Organs

BBCCC

WM Psychiatry B

WN Radiology1-160 General

200-240 Radiography250 Radiotherapy300-340 Radium415-650 Radioactivity

CCCC

C

WO Surgery1-64 General100-149 General Surgery162-198 Surgical Procedure and Armamentarium200-460 Anesthesia500-517 Operative Surgery and Surgical Technics600-640 Plastic Surgery660-690 Transplantation

700-820 Traumatic, Industrial, and Emergency Surgery925-950 Surgery in Special Age Groups

BC

CB

CC

B

C

C

WP Gynecology1-390 General400-480 Uterus and Cervix Uteri

BC


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505-660 Physiology and Functional Disturbances800-910 Breast

C

C

WQ Obstetrics1-175 General200-260 Pregnancy300-330 Labor400-450 Obstetrical Surgery500-505 Puerperium

BCCC

C

WR Dermatology B

WS Pediatrics1-141 General200-463 Diseases of Children

B

C

WT Geriatrics. Chronic Disease1-33 General100-150 Geriatrics500 Chronic Disease

Note: The Library's collection in geriatrics specializes inthe biomedical aspects of aging: the biochemistry ofaging, physical conditions in the elderly, health caredelivery to the elderly, etc.

BB

C

WU Dentistry. Oral Surgery1-290 General300-360 Operative Dentistry

400-440 Orthodontics480-490 Age Groups500-530 Prosthodontics600-640 Oral Surgery

DDE

EE

D

WV Otorhinolaryngology1-180 General200-290 Ear300-358 Nose and Paranasal Sinuses400-440 Pharyngeal Region500-540 Larynx

BCCC

C

WW Ophthalmology1-100 General101-170 Eye202-290 Parts of the Eye300-320 Refraction and Errors of Refraction350-358 Corrective Devices400-460 Neuromuscular Mechanism475-480 Problems Associated with Eye Diseases505-525 Industrial and Traumatic Ophthalmology

BCCCCC

C


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600-620 Age Groups704-722 Optometry

CC

E

WX Hospital and Other Heath Facilities1-147 General150-190 Hospital Administration200-265 Clinical Departments and Units

CC

C

WY Nursing1-100.5 General101-145 Special Fields in Nursing150-164 Nursing Technics [sic] in Special Fieldsof Medicine191-200 Other Nursing Services300 By Country

BC

CC

D

WZ History of Medicine1-40 General51-80 History, by Period, Locality, etc.100-150 Bibliography220-294 Early Printed Books305-350 Miscellany Relating to Medicine,Dentistry, Psychiatry, etc.

EEEE

E

Z 116-550 Printing EZ 551-661 Copyright, Intellectual Property EZ 662-1000 Libraries: Library Science B*Z 1001-1121 Bibliography, General E

Z 5056-8999 Subject and Personal Bibliography:Other **Z (NLM) **** Collecting in this area is limited to medical librarianship.** Bibliographies representing LC subject classes arehere.These bibliographies are collected at the same level asthe baseLC subject class.*** In the NLM classification, bibliographies are handled byplacinga Z before the NLM class letters, e.g., ZWI for abibliography in gastroenterology. Bibliographies arecollected at the same level as the base NLM subject class.

EEBE

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