Expanded Cheat Sheet

​Introduction to Collection Development

​Collection development involves the thoughtful addition and removal of resources to a library's collection based on an ongoing assessment of the community's needs, interests, and usage patterns. It encompasses the selection of new materials, the maintenance and weeding of current holdings, and the evaluation and planning for the collection's future.

​Core Principles

  1. Relevance: Materials must serve the current and anticipated needs and interests of the community. Engage in regular community needs assessments and consider the demographics and unique characteristics of the service population.
  2. Diversity: Build a collection that encompasses a wide array of cultural perspectives, languages, and formats. Strive to represent various authors, experiences, and subjects to ensure inclusivity.
  3. Balance: Provide materials that offer a variety of viewpoints on controversial or sensitive subjects, ensuring a balanced representation of opinions.
  4. Quality: Focus on acquiring materials that are well-regarded, expertly researched, and professionally recognized. Quality also pertains to the physical durability of materials, especially in high-use areas.
  5. Accessibility: Choose formats that are usable by all patrons, including large print books, audiobooks, and materials compatible with assistive technologies. Comply with the Accessibility for Ontarians with Disabilities Act (AODA) or other relevant accessibility legislation.

​Collection Development Policy

  • Purpose: Clarifies the objectives of the collection, aligning it with the library's mission and strategic goals. It also provides transparency for stakeholders.
  • Community Profile: Detailed information on the community's age distribution, education levels, languages spoken, cultural interests, and occupational sectors. Tailor the collection to fit these characteristics.
  • Selection Criteria: Includes not only the subject matter and relevance but also considerations of critical acclaim, potential for long-term use, and the availability of resources in the local area.
  • Responsibility: Designates which staff members are involved in selection and deselection, and how responsibilities are divided among departments or teams.
  • Resource Sharing: Describes how the library will participate in consortial agreements, interlibrary loan programs, and other collaborative efforts to expand the reach of its collection without the need for direct ownership.

​Selection Tools and Resources

  • Professional Journals: Publications such as Library Journal, Booklist, and School Library Journal provide expert reviews and are standard tools for librarians when selecting new materials.
  • Reviews and Annotations: Trusted sources such as the New York Times Book Review, Kirkus Reviews, and specific subject-focused journals offer critical assessments.
  • Publishers' Catalogs: Keep abreast of upcoming releases, often available in digital and print formats. These can be a rich source of information for building anticipation for new materials.
  • User Requests: Develop a system for patron input, which may involve request forms or a section on the library website for suggestions.
  • Circulation Data: Analyze what is being checked out, how often, and by whom. This data can inform decisions about where to add new materials and where to reduce.

​Budget Management

  • Allocation: Define criteria for how funds are distributed across various sections or types of materials. Consider the need for new acquisitions, replacements, and digital resources.
  • Monitoring: Implement a tracking system for all expenses to ensure no category overshoots its budget, and identify areas where funds may be reallocated if necessary.
  • Negotiation: Train staff in negotiation skills for dealing with vendors and explore consortium purchasing to obtain better rates.
  • Grants and Donations: Establish a policy for evaluating potential grants and handling donations, including criteria for acceptance and processes for integration into the collection.

​Acquisitions

  • Ordering: Create a streamlined process for staff to request and order new materials, including a timeline for each step from selection to shelf.
  • E-Resources: Negotiate licensing agreements that favour the library's and patrons' needs for access. Stay updated on digital rights management issues that may affect usage.
  • Receiving and Processing: Establish a clear workflow for receiving, cataloging, and processing materials so they become available to patrons quickly and efficiently.

​Weeding (Deselection)

  • Criteria: Employ objective measures such as the age of the material, its physical condition, the last time it was checked out, and its relevance to current interests and needs.
  • MUSTIE: This acronym stands for Misleading (factually inaccurate), Ugly (worn beyond mending), Superseded (by a new edition or better source), Trivial (of no discernible literary or scientific merit), Irrelevant (to the needs and interests of the community), and Easily available elsewhere (from another library or online).
  • Disposal: Options for disposal include sales, donations, recycling, or discarding. Always consider privacy issues and environmental impact.

​Special Considerations for Digital Collections

  • Access: Address user interface design, ease of navigation, and compatibility with various devices to ensure smooth access to digital collections.
  • DRM: Digital rights management can limit the use of e-books and other digital resources. Understand the terms of use for each product.
  • Archiving and Preservation: Digital materials also require preservation. Plan for the long-term sustainability of digital collections, including data backups and migration strategies.

​Assessment and Evaluation

  • Collection Analysis: Tools such as the CONSPECTUS method or other library collection assessment tools can help evaluate the depth and breadth of the collection.
  • Surveys and Feedback: Conduct surveys or focus groups to understand patron satisfaction with the collection and identify areas for improvement.
  • Continuous Improvement: Be prepared to make policy changes based on new data, emerging trends, and technological advances that impact collection development practices.

​Professional Development

  • Engage in regular training on topics such as cultural competency, data analytics, and emerging technologies to stay current in the field.
  • Attend workshops, webinars, and conferences dedicated to collection development, and subscribe to professional listservs and newsletters.

​Legal and Ethical Considerations

  • Intellectual Freedom: Uphold the Canadian Library Association's Statement on Intellectual Freedom, ensuring that censorship does not prevent access to content.
  • Censorship: Develop strategies for handling challenges to materials, including clear procedures for addressing public concerns and maintaining access during any review process.
  • Copyright: Stay informed about copyright laws, including fair dealing provisions, public domain considerations, and the specifics of digital content licensing.
​Incorporating these expanded elements into your collection development practice will provide a thorough grounding in creating and maintaining a library collection that is responsive, dynamic, and aligned with the needs of your community.