Current Trends and Best Practices in Collection Development by by Jocelyn T. Balangue

Ü Topics to be discussed
· What is collection development?
· What is selection?
· What is acquisition?
· Current trends and best practices applied to libraries
· What are e-resources?
· Brief historical background
· Comparison of print vs. electronic
· Advantages and disadvantages
· Steps in acquiring electronic based library materials
· Practical tips on economical and book pricing awareness
· Concerns and issues in terms of e-resources

Ü What is collection Development?
· the process of planning, selecting, acquiring a balanced collection of
library materials in a variety of formats such as books, periodicals, media
and online resources.

Ü Processes of Collection Development
· Selection and deselection of current and retrospective materials
· Planning for strategies for continuing acquisition
· Evaluation of collections to determine how it serves users’ need.

Ü Functions of Collection Development Policies…
· Establishes priorities
· Supports efforts
· Facilitates decisions
Ü What is Selection?
· choosing books to provide a balanced collection to increase a stock

Ü What is Acquisition?
· obtaining library materials selected for inclusion in the collection thru
- purchase, gifts, exchanges or even deposits.

Ü Goals of libraries…
· Acquiring materials as - quickly and economically as possible,
minimizing the amount of paper works filing and follow-up needed.




Ü Current Trends and Best Practices Applied to Libraries
· Collection development becomes more complex due to new technologies & formats. Some of the current trends and best practices in libraries were identified such as:

Ü Acquisition options – Below are the new trends in acquiring e-publications:
· Books (available as print on paper, microform, audio tape, CD-ROM and web-based interface)
· Journals (available as print subscription, online subscription, print + online subscription, or ILL commercial document delivery instead)
· ebooks - available as “chapter-by-chapter” basis purchase
· e-journals – available as “article-by-article” purchase

Ü Acquisition of e-resources
· e-books (electronic versions of printed books that can be viewed via PC connected to the internet)
· e-journals (electronic versions of electronic journals that can be viewed via the computer)
· available in formats like: Adobe PDF, Microsoft reader, E-reader, Mobipocket reader, Open eBook, OpenReader.

Ü Selecting online databases
· assessment software incorporated in online databases being subscribed, like in EBSCO Business Source Complete, Emerald Insights, JSTOR, Philosopher’s Index, Proquest Online, PsycArticles and Science Direct.

Ü Consider the following criteria in selecting online databases:
· Contents, Cost, Bundling, Full text/abstract/citation, Coverage, Different versions, Currency, Reliability, Format, Ease of use, Support and back-up, Free trial, Terms of License, and User behavior.

Ü Online access of e-books and e-journal
· 1) In-campus access
· 2) Off-campus access

Ü New ordering method
· Online ordering
- process of doing orders via the web.
- buying books and paying bills
- Ordering thru websites of vendors or publishers and thru e-mail
· Online Ordering- refers to EDI (electronic data interchange) in which one company’s computer queries transmits orders to another company’s computer



Ü How to BEGIN Online Ordering-
· Find items you want, Add items to shopping cart, Proceed to checkout, Sign in, Enter shipping address, Choose shipping methods, Provide password and permit information, Review order and submit and Check order status

Ü Networks and Consortia - Libraries or organizations group together to fulfill a combined objective or project and share resources at a highly reduced cost.

Ü Digital Technology - a preservation tool that adds life to rare, brittle and fragile documents.

Ü Outsourcing - library jobs passed to outside consultants on contract basis, i.e.-
acquisition, cataloging and classification, compilation of bibliographies and
automation of the library. etc.
Ü Flexi-workforce - temporary or permanent part-time employment of professionals and semi-professional staff
· save on fringe benefits
· save employment costs

Ü Webliographies - solid collection of internet or electronic bibliographies on a particular subject such as web sites, web pages and web documents.

Ü Subject gateways - also called subject guides, subject directories & subject portals. It allow to browse subject lists of good quality and evaluated subject resources. Ex.
· BUBL Link (www.bubl.ac.uk/link)
· Biz/ed. (www.bized.ac.uk)
· SOSIG (www.sosig.ac.uk)

Ü What are e-resources?
· Online tools that index, abstract or provide electronic access to articles, books, dissertation and other types of contents.

Ü Historical development of e-resources
· 1950 – Electronic format was created
· 1960 - MEDLARS (Medical Literature Analysis and Retrieval System, National Library of Medicine, USA, 40 databases.
· 1960s and 1970s - ARPAnet (Advanced Research Projects Agency Network), the 1st communication network technology by US Dept. of Defense that was introduced in the World Wide Web.
· 1971 - MEDLINE (MEDlars onLINE)1st online dial-up search service was introduced, with eleven million records on life sciences and biomedical information from over 7,300 different publications from 1965 to November 16, 2005
· 1972 - DIALOG - 1st online information retrieval system to be used globally & the 1st public online commercial database to libraries
· 1980 - CD-ROM was introduced. Electronic resources started to have major impact on selection practices in Libraries .
· I981 - UNIVERSITIES created internetwork connecting their computer centers for research which they call internet.
· 1989 - creation of the WEB by Tim Berners-Lee & Robert Cailliau . The WWW is a system of interlinked, hypertext documents accessed via the Internet.
· Early 1990s- Individuals began to access electronic mail and Online catalogs of libraries by using telnet.
· 1993 - Publishers began publishing journals electronically. About 3,000 titles were published.

Ü Advantages of e-resources
· Accessible – can be accessed from any computer on campus and usually any computer off campus, any time of the day or night, so there is no need to make a trip to the library
· Easily searchable - each journal can be searched quick and easy often through the complete full text of articles and via online index
· Speed - Articles/issues appear online before printed version is available
· Interactive - Rapid turnaround time means articles can be read, commented by the readers, amended quickly and greater feedback thru the web
· Links - Hypertext format should be exploited and links to related articles, information on other web sites, stable URLs for individual articles and email alerts when latest issue loaded.
· Added Value - Advantages taken on the web is to add value by using animation, virtual reality and interactive mathematical charts.
· Inexpensive - savings can be made over printing costs, distribution costs and extra costs by new features.
· Flexibility - E-journals evolved quickly. They are not tied to a format, printer, and distribution network

Ü Disadvantages of e-resources
· Difficulty reading computer screens:
- limitations of computer monitor
- read information in the screen
· Often not included in indexing and abstracting services
· Search engines ignores PDF files
- Format that a large proportion of e-journal use
· Archiving
- If archive is guaranteed, physical storage can be saved
· Perishable citation - once online, if websites change URLs citations disappear
· Authenticity - authors concerned about establishing the source, authority of material in general, convinced reader for their credibility



Ü Comparison of print vs. electronic

Variables
Print
Electronic
Purpose
Ownership
Access
Use
Browsing and quick scanning of pages
Varies widely
Resources
No power source and no alternative reading device
Require a fast network connection
Correction
Errors are forever
Errors can be easily corrected
Variables
Print
e-resources
Publication
Established houses
Independent publishing house
Use
Usable in adverse environmental condition
Read in low light or even total darkness
Space
Greater space
Little space
Distribution
Discount prices
Low cost


Ü STEPS in Acquiring Electronic-based library materials
· Pre Ordering
· Selection of Materials
- Manual Selection done by publishers’ printed catalog and examine actual books
- request purchase materials thru order request form, forwarded publisher’s advertisement and publisher’s catalog
- Online selection by browsing databases of vendors, publishers websites
- request purchase materials thru e-mails, online order form, phone calls
- Sample of Online Selection from YBP (Yankee Book Peddlar)
· Checking
- bibliographic search thru OPAC
- verify bibliographic description: title, author, ISBN, copyright, etc.
- determine if:
- title is new? already been published?
- still in print ? (If a title is older)
- determine bibliographic information by consulting online database of vendors, automated bibliographic files such as OCLC, Books In Print, National Bibliographies, Publisher’s Catalogs and Internal library files
- Sort request - duplication of request is common

· Actual Ordering
· methods used : typed letter order, printer generated order, terminal to terminal transmission, and check list or a phone call
- decide whether to: order directly thru publisher or order thru vendor
- Vendors accept orders online by: telephone, fax, website, e-mail and electronic Interfaces
- choose which offers: discounts, availability of titles and requestor’s needs
- transmit orders thru: electronic interfaces such as EDI and FTP, e-mail or thru fax

Ü 2. Receipt of Materials – includes
· unpacking shipments,
· retrieve order record and matched received items against online purchase order and vendor invoice,
· check book against invoice and order to make sure that title ordered is title received and the amount billed is correct,
· resolve problems such as:
- defective books,
- damaged books,
- incorrect book received,
- incomplete shipment,
- erroneous billing, and
- invoice adjustment.
· Approve invoices for payment, process the book and record receipts

Ü Payment Options - pay either in the form of: demand draft or checks, international wire transfer and credit cards
Ü Claiming Titles Not Received –
- send claim notice if order is not supplied on time thru website of vendor, e-mail, provide vendor necessary information: format, edition and cost.
- Record report received in status of claim in your OPAC.
- Re- order from another vendor if order is refused by first vendor.

Ü Canceling Titles Not Received - Cancel orders in case: order is not supplied on time, duplication, budget problems and incorrect bibliographic searching. Cancel orders thru website of vendor and thru email.

Ü Practical tips in book buying
· Ordering books thru online jobbers
- Jobber’s price remains cheaper: publishers’ price, better give discounts and
- free shipping by air express and door-to-door

Ü Samples of online jobbers:
· ABSI website
· YBP (Yankee Book Pedlar) Library Services - Academic division of Baker and Taylor, a publisher. It provides the world with over 11M book titles and uses GOBI as an online database that provides libraries with sophisticated acquisitions and collection management with ready access to:
- querying,
- selecting,
- ordering,
- reporting and
- approval plan profile management.
· YBP’s GOBI (website)

Ü Ordering books thru online bookstores
· home pages appear on the Web literally overnight and sites give listings of: available books and discounts/offers automatically added
· Samples of online bookstores:
- Amazon.com - virtual bookstore that exist on the web literally overnight. It does not accept orders by phone, fax or e-mail instead all orders are placed online. The pricing information is given on the web and offer discount prices up to 40%. It is consider as the largest bookstore on the internet.
- Barnes and Noble.com - traditional bookstore with web presence and long noted for massive tabloid catalog of remaindered (unsold) books. Stock over 1M book titles for delivery. It has a catalog on the web enables quick searchers by keywords or subject and their online purchase orders are convenient and do not charge interest

Ü Ordering thru local book dealers
· local dealers are competitive in terms of pricing
· allow libraries to pay publisher’s list price
· Includes free shipping and free importation cost
· offer cheaper prices than foreign book jobbers
· Librarians patronized local dealers to help the industry at the same time get the book at lowest prices at the fastest time
· Samples of local dealers:
- C&E Bookshop and
- Goodwill Bookstores

Ü Concerns and issues on SELECTION of e-resources
· Selection becomes complicated.
· Selection criteria for e-resources present special problems such as:
- administrative cost and effort
- vendor reliability
- technical hardware and software requirements .

Ü Conclusions
· Principles of collection development do not change radically.
· Decision making methods and selection guidelines must be adjusted significantly.
· Ordering online has proven to be a time-saver and reduces the workload in the Acquisitions section.
· Selection criteria for electronic resources are the same as those in print.
· E-journals are currently designed for access not preservation, once library cancels a subscription access is automatically forfeited.
· Knowledge of new trends in collection development and use of online selection tools help build quality collection.
· Forming consortia in academic libraries enables to share physical resources and provide common access to electronic resources.

Ü Recommendations:
· Libraries should consider online ordering to
- save time,
- reduce acquisitions staff workload and
- increase acquisition sections efficiency.
· Have an online forum to be able to
- share their experiences and
- expertise in selecting e-resources.
· Continue the tradition of cooperative development and resource sharing among libraries due to high cost of e-resources.
· Librarians should acquire new skills to be competent enough to work in a digital environment.
· Development of more websites for local dealers will promote their products as well as invite potential clients.





References:
A. Books
Evans, G.E. (1995). Developing library and information center collections. 3rd
ed. Englewood, CO : Libraries Unlimited.
Johnson, Peggy. (1991). Automation and organizational change in libraries.
Massachusetts : G.K. Hall & Co.

B. Journals
Singh, P. “Special Libraries in India : Some Current Trends.” Library Review,
vol.55 no.8 pages 520-530.
Thornton, Glenda A. “Impact of Electronic Resources on Collection
Development, The Rules of Librarian and Library Consortia” Library
Trends, vol. 48 no.4 pages 842-926.

C. Websites
• http://www.absbook.com
• http://www.ybp.com
• http://www.amazon.com
• http://www.barnes&noble.com
• http://www.goodwillbookstore.com
• http://www.cebookshop.com

SOURCE: paarl@yahoogroups.com