In-Depth Guide: Special Libraries

​Special libraries cater to specialized audiences, often within corporations, law firms, hospitals, non-profits, or government agencies. Their collections must meet precise informational needs that support the unique missions and objectives of their organizations.

​Identifying Specialized Information Needs

  • User Profiling: Conduct interviews and surveys with users to understand their specific information needs and preferences.
  • Organizational Goals: Align the collection with the overarching goals and strategic plans of the organization.

​Collection Development Policies for Special Libraries

  • Policy Framework: Develop a collection development policy that reflects the specialized nature of the library, addressing the scope, depth, and breadth of the collection.
  • Access vs. Ownership: Consider whether to own resources or provide access through networks, consortia, or digital subscriptions.

​Selection and Acquisition

  • Specialized Vendors: Source materials from vendors that specialize in niche markets and subjects.
  • Resource Evaluation: Employ trial subscriptions, user feedback, and expert reviews to evaluate resources before acquisition.
  • Electronic Resources: Prioritize electronic resources for their accessibility, space-saving qualities, and often more focused content.

​Budgeting and Financial Management

  • Cost Justification: Document how resources contribute to the success of the organization for budget justification.
  • Fiscal Responsibility: Track expenditures closely to ensure they align with organizational priorities and user demand.

​Customized Services and Access

  • Tailored Services: Offer specialized services such as literature searches, current awareness alerts, and research consultations.
  • Remote Access: Ensure users have remote access to digital resources, which is often critical in special library settings.

​Collection Maintenance and Weeding

  • Selective Retention: Maintain a selective retention strategy to ensure the collection remains current and relevant.
  • Archiving: Establish guidelines for archiving materials that have historical or organizational significance.

​Emphasizing Unique Materials

  • Rare or Unique Holdings: Acquire and preserve materials that are unique to the organization's field or history.
  • Grey Literature: Include grey literature—materials not commercially published, such as reports, theses, or conference proceedings—in the collection.

​Technology and Systems

  • ​Specialized Databases: Provide access to specialized databases that cater to the unique informational needs of the users.
  • Integrated Systems: Ensure that cataloging and retrieval systems are integrated with other organizational systems for a seamless user experience.

​Legal and Ethical Considerations

  • Copyright and Licensing: Stay informed about copyright issues, especially for digital resources, and ensure compliance with licensing agreements.
  • Confidentiality: Maintain strict confidentiality policies to protect sensitive information that may be contained within the library's resources.

​Collaboration and Networking

  • Professional Networks: Engage with professional networks for resource sharing and professional support.
  • Intra-Organizational Cooperation: Work with different departments within the organization to ensure the library's services are fully utilized.

​Advocacy and Promotion

  • Internal Marketing: Actively market the library's resources and services within the organization to increase visibility and usage.
  • Training and Orientation: Provide regular training sessions for users on how to access and use library resources effectively.

​Evaluation and Assessment

  • Performance Metrics: Develop metrics to evaluate the collection's performance and its alignment with user needs and organizational goals.
  • Continuous Improvement: Regularly solicit user feedback and review usage data to inform continuous improvement of the collection.
​Special libraries require a focused approach to collection development, one that directly supports the specific work and objectives of their organization. Librarians in these settings must be proactive in understanding their users' evolving needs, selecting resources judiciously, and ensuring access to relevant and often highly specialized information. Through rigorous evaluation, advocacy, and customization of services, special libraries can become invaluable assets to their organizations.