1. Introduction
Collection development is not just a task, but a strategic endeavour that plays a vital role in managing and enhancing the resources of libraries, educational institutions, and information organisations. It involves the strategic process of acquiring, organising, and maintaining a diverse range of materials, both in traditional and digital formats, to meet the needs of the library's users. An effectively developed collection reflects the goals and objectives of the institution, facilitates research and learning, and provides access to information that enriches the community it serves. This process requires careful planning, evaluation, and decision-making to ensure that the collection remains relevant, up-to-date, and aligned with the evolving needs of the patrons. In the dynamic world of libraries and information management, the steps involved in collection development are critical to building and maintaining a comprehensive and responsive collection. "Selection and Acquisition of Different Types of Documents, Including Non-Book Materials" is a fundamental phase of this process. It systematically identifies and procures various materials, including books, journals, multimedia resources, and non-traditional formats like audio-visual materials, digital content, and more. This integral component of collection development is essential for ensuring that libraries offer a well-rounded and up-to-date repository of information that caters to library users' diverse interests and requirements. This introductory note explores the significance and methodology of document selection and acquisition, shedding light on the importance of these steps in shaping a vibrant and user-centric collection.2. Definition and Meaning of Collection Development
The Encyclopaedia of Library and Information Science describes a library collection as the comprehensive assembly of library materials, which encompasses a vast array of items such as books, manuscripts, serials, government documents, pamphlets, catalogues, reports, recordings, microfilm reels, micro cards, microfiche, punched cards, computer tapes, and more. In essence, it constitutes the entirety of resources that include the inventory of a particular library.Historically, librarians focused primarily on the acquisition and preservation of reading materials. During this period, many documents held precedence over the information they contained. Quantity outweighed quality, where the emphasis was on accumulating an extensive library inventory. However, the perspective on collection development has undergone a significant transformation.
In the contemporary era, the emphasis is on user needs and the quality and relevance of materials. The term "Collection Development" has emerged to underscore the imperative of responding to the diverse requirements of library users. Bloomfield (1987) states, "To meet the demands, librarians have evolved theories of collection development, which imply a more active role in managing library collections and indicate that the role may change and develop in response to changing conditions". This shift in perspective reflects a heightened awareness of user needs, the utility of the information at hand, and the efficient and comprehensive dissemination of knowledge, all aimed at enhancing the user experience. Harrod's Librarian's Glossary (6th edition) elucidates collection development as "the process of planning a stock acquisition program not simply to cater for immediate needs but to build a coherent and reliable collection over several years, to meet the objectives of the services".
This definition underscores the comprehensive and dynamic nature of collection development. It transcends the simplistic notion of "collection building", which implies the mere accumulation of materials. Instead, collection development signifies a multifaceted process that enhances a library's collection's quality, coherence, and reliability over time. It is a strategic and evolving approach to align the library's holdings with its users' changing objectives and requirements.
Recognising that collection development is distinct from "collection building" is essential. While the latter pertains to establishing a library's core collection from scratch, collection development encompasses a more profound and ongoing mission: the thoughtful, systematic, and continuous refinement and augmentation of an existing group. As Shipman astutely posits, "Building a Collection may occasionally involve the selection and acquisition of... materials ab initio, but in most cases, it is likely to mean the planned, systematic development of an already existing collection".
In a dynamic and information-rich world, collection development is not a one-time task, but an ongoing and vital practice. It ensures that libraries remain vibrant knowledge repositories that respond to the evolving needs of their patrons. This continuous effort keeps a library's collection relevant and up-to-date, serving the needs of its community.
3. Purpose of Collection Development
Collection development is not merely acquiring library materials but a dynamic and strategic process that entails selecting, investing, and evaluating the library's holdings. Its objective is to ensure that both print and non-print resources housed within the library genuinely serve the needs of its patrons. This process transcends arbitrary choices of materials, as it is guided by a deliberate focus on user needs, periodic assessments, and improving the library's holdings.The Fourfold Purpose of Collection Development: The primary purpose of collection development is to discern and respond to library users' information and document requirements. This multifaceted purpose encompasses four critical dimensions:
- Fulfilling User Obligations: The library, as a custodian of knowledge, bears a significant responsibility to its user community. Its primary duty is to provide users with relevant and up-to-date information. Collection development serves this duty by ensuring that the library's holdings reflect contemporary and emerging knowledge.
- User Needs Assessment: Collection development is an ongoing process of identifying the diverse information and document needs of library patrons. It requires a nuanced understanding of the evolving interests and requirements of the user community.
- Selecting and Acquiring Relevance: Once user needs are understood, collection development is instrumental in the strategic selection and acquisition of materials that genuinely serve the library's clientele. It eschews indiscriminate choices for materials that enrich and effectively meet users' needs.
- Resource Allocation and Periodic Review: A judicious and systematic approach to resource allocation characterises collection development. It ensures that financial resources are expended purposefully, aligning with the service objectives of the library. Moreover, it entails the regular review and curation of the collection, culminating in removing irrelevant, outdated, or superfluous documents.
4. Advantages of Collection Development Policy
Several scholars, including Katz, Magrill, and Hickey, have extolled the virtues of a documented collection development policy. Their perspectives highlight the following key advantages:- Alignment with Organisational Objectives: A collection development policy openly articulates its connection with the parent organisation's or library's objectives, ensuring congruence.
- Foundational for Planning: The cornerstone for charting collection development strategies.
- Objective Selection: Provides impartial and practical guidance for day-to-day material selection, free from personal bias.
- Optimised Acquisition Methods: Helps determine the most effective means of acquiring materials.
- Defends Against Censorship: Supports and defends material selection by explicitly stating the types of materials to be purchased and showcasing the policy's endorsement by library authorities or committees, thus acting as a safeguard against censorship.
- Informed Budget Allocation: A rational guide for budget allocation, aiding long-term budget planning by identifying priorities and outlining growth and development objectives.
- Resource Optimisation: Assists in making the best use of available resources.
- Facilitates Collaboration: Eases the development of cooperative programs like interlibrary loans, resource sharing, and network collaboration.
- Informed Review Methods: Aids in establishing systematic processes for reviewing materials before purchase.
- Streamlined Collection Management: Provides recommendations on the types of materials to be retained, weeded, and discarded.
5. Steps in Collection Development
Collection development is a continuous process through which a library builds, maintains, and evaluates its resources to meet the needs of its users. It ensures that the collection remains relevant, balanced, and cost-effective. The following are the main steps in collection development, explained with examples from public libraries in India.
- Needs / User Analysis (Community Analysis): The first step in collection development is to identify what users actually need. A library serves a diverse population, and their requirements differ based on age, education, occupation, and interests. To understand this, libraries conduct surveys, analyse circulation records, hold discussions with user groups, and maintain suggestion registers. In India, the Delhi Public Library often studies whether its readers prefer Hindi, English, or regional language books and shapes its collection accordingly. Rural libraries supported by the Raja Ram Mohan Roy Library Foundation (RRRLF) similarly focus on materials such as agricultural manuals or exam guides that match the needs of their communities.
- Policy Formulation: After understanding user needs, developing a written Collection Development Policy (CDP) is next. This document is a guideline for selecting, acquiring, maintaining, and discarding materials. It defines the collection scope, selection criteria, budget allocation, policy for donations, preservation strategies, and procedures for handling e-resources. Having a policy prevents bias and ensures systematic growth. For example, the Connemara Public Library in Chennai follows a structured policy to collect Tamil classics and official government publications. At the same time, the National Library of India in Kolkata is legally bound to collect every publication produced in the country under the Delivery of Books Act (1954/56).
- Selection: Selection is the practical stage of choosing which titles or resources to include in the collection. It requires careful consideration of the author's authority, accuracy, demand, cost, and timeliness. Librarians rely on bibliographies, reviews, publishers’ catalogues, and user recommendations. Selection should balance popular works and scholarly material to serve all categories of users. In Indian practice, many public libraries emphasise exam preparation materials because of high demand. The Delhi Public Library also includes braille books and talking books for visually impaired users, extending accessibility.
- Acquisition / Procurement: Once materials are selected, the next step is to acquire them through purchase, subscription, gift, or legal deposit. Procurement involves negotiating with vendors, ordering, maintaining accounts, and managing licensing for digital resources. In India, the National Library receives copies of all publications under the Delivery of Books Act, which guarantees comprehensive national coverage. The Delhi Public Library, established with UNESCO support, initially received bookmobiles and international titles through cooperative arrangements. State libraries often receive financial assistance from RRRLF to acquire relevant materials for rural populations.
- Weeding / De-selection: Weeding, also known as de-selection, is an equally important step because it removes outdated, damaged, or irrelevant material. Keeping irrelevant or obsolete items can mislead readers and waste space. Libraries use methods such as the CREW (Continuous Review, Evaluation, and Weeding) method to identify items for removal. For instance, medical libraries must discard old editions containing outdated treatments. In India, district libraries regularly remove old exam preparation books and replace them with updated versions. To maintain user satisfaction, the Delhi Public Library replaces damaged or worn-out popular novels with fresh copies.
- Evaluation and Assessment: The final step is to evaluate how well the collection serves its purpose. Evaluation helps libraries identify strengths and weaknesses, re-adjust policies, and plan future acquisitions. Methods include circulation analysis, user surveys, cost-per-use studies for e-resources, and comparison with standard bibliographies. In Tamil Nadu, libraries governed by the Madras Public Libraries Act (1948) must submit performance reports, including collection assessment. Similarly, the RRRLF periodically reviews libraries that receive its grants to ensure that collections are relevant and properly utilised.
6. Selection and Acquisition of Different Types of Documents, including Non-Book Materials
Selection of Documents: Selection is the process of deciding which materials should be added to the library. It ensures the collection reflects user needs, the library’s mission, and budget priorities.Objectives
- To build a relevant, balanced, and updated collection.
- To meet the community's educational, cultural, and recreational needs.
- To ensure representation of multiple subjects, languages, and viewpoints.
- To include both traditional print and modern non-book resources.
- Relevance: Material must match the needs of users.
- Authority: Author’s or publisher’s reputation and credibility.
- Accuracy & Quality: Content should be authentic and reliable.
- Currency: Up-to-date, especially in science, technology, and law.
- Cost & Value: Affordability in relation to use.
- Format & Durability: Whether print, digital, or audiovisual, the format must be usable.
- Language: Reflect community languages.
- Diversity & Inclusivity: Materials should represent multiple cultures, genders, and viewpoints.
- Books: Textbooks, reference books, fiction, non-fiction, rare books. Criteria include content quality, demand, and reviews in professional sources.
- Periodicals & Newspapers: Selected based on subject coverage, frequency, readership demand, and indexing availability.
- Government Publications: Acts, reports, statistics, census documents. Selected for their official and research value.
- Electronic Resources: E-books, databases, online journals. Selection depends on licensing models, accessibility, technical compatibility, and user demand.
- Non-Book Materials:
- Audio/Video (CDs, DVDs, streaming media): Evaluated for technical quality, language accessibility, subtitles, and copyright.
- Microforms/Archival Materials: Selected for long-term preservation and unique research value.
- Maps, Atlases, Cartographic Data: Chosen for scale, accuracy, and relevance to geography/history.
- Multimedia Kits/Software: Selected for curriculum relevance, usability, and completeness of components.
- Braille & Talking Books: Essential for visually impaired users; selection depends on quality and accessibility.
Acquisition of Documents: Acquisition is obtaining the materials selected for the library. It includes ordering, purchasing, licensing, and processing the resources to make them available to users.
Objectives
- To procure the required documents efficiently.
- To ensure the best value for money through negotiations.
- To maintain systematic records of purchases.
- To integrate resources into the collection promptly.
- Purchase: Direct purchase from publishers, vendors, or online platforms.
- Subscription: For journals, newspapers, and digital databases.
- Gifts & Donations: Accepted according to library policy.
- Consortium Licensing: Group acquisition of costly e-resources by multiple institutions (e.g., INFLIBNET consortia in India).
- Vendor Identification: Select reliable suppliers or publishers.
- Quotation & Negotiation: Request price quotes and negotiate for discounts.
- Ordering: Issue purchase orders or sign license agreements.
- Receipt & Inspection: Verify received items for completeness and technical quality.
- Payment: Process invoices and maintain accounts.
- Cataloguing & Processing: Add bibliographic records and prepare items for use.
- Deployment: Make the material accessible to users (shelving, digital portals, or multimedia labs).
- Audio/Video Materials: Test CDs/DVDs for quality and compatibility with equipment; confirm licensing for public use.
- E-Resources: Negotiate access models (perpetual vs subscription), authentication methods, and concurrent user limits.
- Maps & Atlases: Check for accuracy, latest editions, and protective storage needs.
- Microforms: Ensure readability and arrange for specialised readers.
- Educational Software: Confirm curriculum fit, system requirements, and user support.
- Braille & Talking Books: Verify accessibility features and durability of format.