Collection Management Policy Analysis Report LI855XS

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<ul><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 1/18</p><p>COLLECTION MANAGEMENT POLICYANALYSIS REPORT:</p><p>A.R.DYKES HEALTH SCIENCES LIBRARY</p><p>Prepared forDr. Janet Capps</p><p>SLIM Instructor, LI855XSEmporia State University</p><p>Submitted byChristina Magnifico</p><p>SLIM StudentEmporia State University</p><p>October 3, 2013</p><p>Abstract</p><p>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</p><p>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.</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 2/18</p><p>TABLE OF CONTENTS</p><p>List of Figures ....................................................................................................................... ii</p><p>Executive summary ............................................................................................................ iiiIntroduction ..........................................................................................................................1Policy analysis overview ......................................................................................................2</p><p>Purpose, description, and statement .........................................................................2Selection tools and evaluation criteria .......................................................................3Collection management issues ...................................................................................5</p><p>Conclusion ............................................................................................................................6References .............................................................................................................................8Appendix A: Collecting levels chart .................................................................................9</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 3/18</p><p>ii</p><p>LIST OF FIGURES</p><p>Number Page</p><p>1. Collecting levels .....................................................................................................4</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 4/18</p><p>iii</p><p>EXECUTIVE SUMMARY</p><p>Collection Management Policy Analysis Report:</p><p>A.R. Dykes Health Sciences Library</p><p>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:</p><p> 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</p><p>department and training sessions implemented.</p><p> Tie the policy back to the strategic planThe strategic plan for the library has never been made into a concrete</p><p>statement. Library administration should partner with the KUMC</p><p>administration to create a strategic plan that aligns with the institutional</p><p>mission and strategic plan</p><p> 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.</p><p> 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</p><p>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.</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 5/18</p><p>1</p><p>INTRODUCTION</p><p>The A.R Dykes Health Sciences Library serves the University of Kansas Medical Center</p><p>community, as well as the University of Kansas Hospital. The Library has an in-depth</p><p>collection development policy, which provides the framework for building, managing and</p><p>maintaining their collection (A.R. Dykes Library, 2012). According to Evans and Saponaro</p><p>(2012), a collection development policy has many uses, including:</p><p> informing communities about the scope of the collection,</p><p>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</p><p>serves.The A.R. Dykes Library policy touches on many of these uses, as well as more specific</p><p>issues that are relevant to an academic health sciences library and its collection. The</p><p>Dykes Library collection development policy was last modified in December of 2012 (A.R.</p><p>Dykes Library, 2012) and is published on the University of Kansas Medical Center website,</p><p>located atlibrary.kumc.edu/library-policies/collection-management-policies/collection-</p><p>management-policy.xml. This report analyses the A.R. Dykes Library collection</p><p>development policy and provides an overview of the policy as a whole.</p>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</li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 6/18</p><p>2</p><p>POLICYANALYSIS</p><p>Purpose, description and statement</p><p>The position, goal and scope contained in the beginning section of the A.R. Dykes Library</p><p>collection development policy is an extremely comprehensive overview. The section</p><p>includes the purpose of the policy, the intended audience, a description of the institution</p><p>and the official mission statement of the University of Kansas Medical Center (A.R. Dykes</p><p>Library, 2012). However, the policy does not include the mission statement of the Library</p><p>itself. Though this statement can be found on the A.R. Dykes Library website, it should be</p><p>included in the collection development policy page. By not including the mission</p><p>statement of the Library in the main policy, it is difficult to determine where the</p><p>inspiration for the entire collection development policy was derived.</p><p>Two of the most interesting subsections in the goals and scope overview are the</p><p>Intended Audience and Description of the Clientele sections. Both of these sections</p><p>serve a similar purpose, but the Description of Clientele section contains a very</p><p>important disclaimer, Our collecting policies are written only with the interests of our</p><p>primary clientele in mind. This statement shows that the collection has a singular focus,</p><p>the academic community at the University of Kansas Medical Center and it sets the tone</p><p>for the rest of the collection management policy. In fact, the primary clientele are</p><p>described throughout the entirety of the collection management policy, showing just how</p><p>important the Library views the needs of the University of Kansas Medical Center</p><p>community (A.R. Dykes Library, 2012).</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 7/18</p><p>3</p><p>Selection tools and evaluation criteria</p><p>With regard to the selection tools and evaluation criteria used by the collection</p><p>management team at the A.R. Dykes Library, the collection management policy includes</p><p>a list of selection tools used in the acquisitions process, such as print materials, student</p><p>recommendations, library data sets and other review sources. By including this section,</p><p>members of the University of Kansas faculty can see where library staff get the</p><p>information used to select materials for the library. This is an important list, not only for</p><p>the KUMC faculty, but also for any new library staff members that may be placed in</p><p>charge of collection management in the future.</p><p>The collection management policy includes a list of eighteen criteria used when</p><p>selecting materials for the academic health sciences library. The first, although perhaps</p><p>not the most important, criteria the library uses in its selection process is listed as the</p><p>needs of[the] primary clientele (A.R. Dykes Library, 2012). This mirrors the latter part of</p><p>the policy, which described how integral the KUMC community is to the collection</p><p>development policy of the A.R. Dykes Library. Based on the remaining seventeen criteria,</p><p>it is not clear if the list is organized from most important to least important, or if it is</p><p>purely random. It would be helpful if the list was organized in a way that showed</p><p>someone viewing what the library believed to be the most important criteria used when</p><p>selecting materials.</p><p>Directly after the selection criteria the policy elaborates on the material selection</p><p>process by breaking down the guidelines by format and type of material. This is by far the</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 8/18</p><p>4</p><p>lengthiest section of the entire policy and goes into explicit detail regarding the many</p><p>formats the Library currently acquires. This section also includes the types of materials</p><p>the Library does not collect or no longer archives. By choosing to include the items the</p><p>library no longer includes in the collection, it provides guidelines which the collection</p><p>development team can follow in order to determine which materials are most relevant to</p><p>the overall collection.</p><p>Another section that is linked to the selection criteria, is a chart that shows the</p><p>collecting level as determined by the LC/NLM subdivisions.</p><p>Figure 1 A section of the Collecting Levels chart located in the Dykes Library policy.</p><p>This section identifies the collecting codes that are used when measuring the level at</p><p>which the library collects materials in specific subject areas. The range from a minimal</p><p>level of collection (E) to a comprehensive level of collection (A). The library does not</p><p>collect anything over a research level (B), which helps define the scope of the collection</p><p>for future acquisitions.</p><p>The evaluation criteria section of the collection management policy is the most</p><p>comprehensive section of the policy and provided detailed information that makes the</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 9/18</p><p>5</p><p>entire selection process much easier for those tasked with acquiring library materials.</p><p>Collection management issues</p><p>A smaller, but nevertheless important part of the collection management policy is the</p><p>general collection management issues section. This section provides an overview of</p><p>miscellaneous issues that affect the library. The section, broken down into six issues,</p><p>provides the guidelines for dealing with preservation and conservation, weeding, storage,</p><p>replacement, duplicate copies and gifts. It does not, however, include the disaster</p><p>recovery plan, physical space considerations or the procedure for challenges. In fact, none</p><p>of these are mentioned anywhere in the policy.</p><p>There are several major issues with this section. The Gifts and Donations section</p><p>of the policy is outdated and confusing. The policy was last updated in 2007 and the</p><p>policy states that, Currently, there are three separate Gift/Donation polices and none has</p><p>been designated as official. This could be easily remedied by drafting a new donation</p><p>policy with the help of the collection management team.</p><p>Another major issue is the exclusion of a disaster recovery plan. Without</p><p>guidelines that collection development staff could follow in the event of a disaster, it</p><p>would be more difficult to implement a plan or explain the process to administration who</p><p>would ultimately provide the fiscal foundation on which the library would rebuild the</p><p>collection.</p></li><li><p>7/27/2019 Collection Management Policy Analysis Report LI855XS</p><p> 10/18</p><p>6</p><p>The last issue in the section is the description of physical space and future considerations</p><p>for growth. Though the strategic plan for the Library is currently being rewritten, the</p><p>current policy makes no mention of the plans for library improvements.</p><p>CONCLUSION</p><p>Overall the policy is comprehensive and inclusive, and provides a strong foundation on</p><p>which the library can build its collection. After reading Collection Management Basics</p><p>(Evans &amp; Saponaro, 2012)and discussing collection policies in class, there are still several</p><p>improvements that the library could implement almost immediately.</p><p>The most immediate issue that needs to be resolved is the creation of a new</p><p>gift/donation policy. The current policy follows three different donation policies, which</p><p>could be a source of confusion for both library staff and those looking to gift materials to</p><p>the Library. The three separate policies that are used could be combined into a single</p><p>policy, which would be vetted by the collection management team.</p><p>A second issue that needs to be resolved is the publication of the disaster recovery</p><p>plan. As an employee, I have not been made aware of any recovery policy and it is not</p><p>readily available on the website. Currently, the Library is in a transitional phase and the</p><p>new administration should work with the campus emergency response team to develop a</p><p>plan that would provide stringent guidelines staff would follow in the event of a disaster.</p><p>One of t...</p></li></ul>

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