Purpose and Scope
The Collection Development Policy provides a guideline for the selection
and maintenance of the library collection. It:
1.1.1 describes the criteria for the selection of materials.
1.1.2 describes the library collections and how they are managed.
1.1.3 establishes a framework for continuous evaluation and improvement
of the collection.
Policy
The Library will adhere to the guidelines stipulated in 1.0 - 12.0:
1.0 General Guidelines for Selection
1.1 Scope and Subject Scope
The Library acquires resources in the following areas:
1.1.1 Ophthalmology
1.1.2 Otorhinolaryngology
1.1.3 Nursing
1.1.4 General Medicine
1.1.5 Allied Health
1.1.6 Health Care Administration
1.2 Language
English language publications or those that are predominantly in English are acquired.
1.3 Chronology
Titles that are published within the last two (2) years are considered
for selection.
1.4 Format Exclusions
The library generally does not select materials
of the following types:
- Spiral bound publications
- Loose-leaf publications
- Programmed or self-instructional texts
- Workbooks, exercise books
- Lab Manuals
- Pocketbooks
- Newsletters
- Maps, graphs, posters, charts
- Newspapers [with the exception of 2 major daily newspapers].
2.0 Monographs-Criteria for Selection
2.1 Clinical resources that enhance clinical knowledge
and support patient care.
2.2 Curriculum resources for Ophthalmology Registrars
2.3 Reputation of author, editor or institution.
2.4 Intended audience
2.5 Publisher's reputation.
2.6 Currency
2.7 Quality (Readability, level of scholarship)
2.8 Bibliographic aids (index, references, graphics)
2.9 Depth of existing collection
2.10 Format
2.11 Client requests and recommendation
2.12 Use of previous edition or titles in the same series.
2.13 Price
2.14 Physical Quality
2.15 Relationship to other works in the collection.
2.2 Aids used in monographic selection:
2.2.1 Core Lists
2.2.2 Book Reviews
2.2.3 Acquisition Lists from other libraries.
2.2.4 Promotional literature.
2.2.5 Consultation with RVEEH clinicians, other library members, Honorary
Librarian & RANZCO Fellows.
2.2.6 Inter-library loan requests.
3.0 Serials-Criteria for Selection
3.1 Authority (peer reviewed, reputation of publisher
or editorial board).
3.2 Appearance of journal in major indexes, abstracts and retrieval
services used in the library.
3.3 Selection of articles is refereed.
3.4 Author or subject index is published in the serial.
3.5 Subject scope of journal is wide enough to appeal to a cross-section
of users.
3.6 Depth of existing collection.
3.7 New journal sample issue that has received good evaluations.
3.8 Client requests.
3.9 Price
3.10 Unavailability of journal in other libraries.
3.11 Possibility of copyright violations by repeated photocopying.
3.11 Availability in the library of other journals on the same subject.
3.12 Inter-library loan requests.
3.3 Aids used in serial selection:
3.3.1 Sample issues of new journals
3.3.2 List of journals indexed in Medline.
3.3.3 Science Citation Index-Journal Citation Reports.
3.3.4 Publisher announcements.
3.3.5 Evaluations by the Ronald Lowe Library clients.
3.3.6 SERLINE
3.3.7 OCLC
4.0 Responsibility for Selection
Authority and responsibility for selection rests with the Library Manager
who will also incorporate individual decisions into long range plans
and policies for the development of library resources. Input from
the library staff and clients is encouraged.
5.0 Collection Guideline by Subject
5.1 Research Level
These materials make up the core collection of the Ronald Lowe Library.
Research level subjects include clinical practice of medicine in the
specialty areas of Ophthalmology and Otolaryngology. It includes
most major reference works, conference proceedings, government documents,
professional and society publications and serials. It also includes
resources to assist RANZCO fellows and trainees become specialists
Ophthalmologists as outlines by the College (Areas underlined below).
5.1.1 Research Level by Subject
QC- Optics
WE 705 Head and Neck
WO200-400- Surgery and Anaesthesia
WV 100 Otolaryngology General Works
WV 200 Ear
WV270 Audiology
WV300 Nose and paranasal sinuses
WV500 Larynx
WW- Ophthalmology
WW18 Ophthalmology Education
WW100 Ophthalmology General Works
WW101-3 Eye Anatomy & Physiology
WW140 Eye Diseases -Vision Disorders
WW160 Eye Infections (Caused by bacteria, virus or hypersensitivity)
WW168 Ophthalmic Surgical Procedures
WW220 Cornea
WW260 Cataract
WW270 Retina
WW290 Glaucoma
WW300 Refraction
WW355 Contact Lenses
WW410-5 Ocular Motility
WW460 Neuro-Ophthalmology
WW525 Ophthalmic Trauma
WW600 Paediatric Ophthalmology
WW704 Optics
WX Hospital Administration
WY- Nursing
5.1.2 Instructional level
At a level less than research intensity, these materials provide
subject coverage for limited or generalised purposes. This level includes
a wide range of basic monographs, a significant number of classic
retrospective materials, fundamental bibliographic tools pertaining
to these subjects and a selection of representative serials.
5.1.2.1 Instructional Level by Subject
BF- Human Psychology
HA- Statistics - Social Science Aspects
HF Management
W- Medical Informatics
WZ- History of Medicine
Z- Libraries, Medical
Epidemiology
5.1.3 Basic Level
Basic level subjects are less closely related to research level
subjects but supply a substantial amount of necessary information.
Many subject areas are quite broad. Only those aspects of a broad
subject related to the research level subjects of the library are
collected.
5.1.3.1 Basic Level by Subject
QS, QT, QV- Anatomy, Physiology, Pharmacology
W44-700- Law, Medical Ethics, Health Services
WA100-950 Public Health, Statistics
WB Practice of Medicine
WC140-600 Communicable Diseases
6.0 Duplication and Replacement
6.1 Duplication
6.1.1 Monographs
One copy is usually purchased.
6.1.2 Serials
One copy only.
6.2 Replacements
Titles of missing monographs and serials are reviewed by the
Library Manager and decisions to replace are made on a case-by-case
basis depending on the:
6.2.1 Subject matter
6.2.2 Date of publication
6.2.3 Alternate availability
6.2.4 Bibliographic integrity of sets
6.2.5 Estimated demand
6.2.6 Price
6.2.7 Available funds.
No attempt will be made to replace out-of-print materials,
except in unusual circumstances.
The library staff will attempt to replace missing
journals through the journal exchange scheme with other libraries
and through EBSCO's missing journal bank.
The annual stock take of the collection is viewed as
a means of keeping an accurate record of the collection.
7.0 Retention Guidelines
The library aims to keep all current editions of
books and other resources in Ophthalmology and Otolaryngology. Outdated
materials are regularly withdrawn to prevent incorrect information
being relied on.
Exception: Materials that are of historical value for which the date
of publication is not significant, may be retained.
These materials
provide to all Library users an important dimension of enrichment
in the art and science of healing. Periodic review of these materials
in liaison with the Library Advisory Committee and specialists, provides
guidance for retention.
7.1 De-Selection
De-Selection is the process whereby items that are considered of
little value to the collection are identified and withdrawn. This
process is undertaken as a continuous, planned part of the Collection
Development program and decisions to withdraw must reflect the philosophy
of the Collection Development Policy.
The library staff identify materials for possible
withdrawal. Monographs and serials are treated differently, but the
following general points are considered:
7.1.1 Date of publication
7.1.2 Subject content-is it classic in the field or on a subject
which is sparsely represented in the collection?
7.1.3 Past client use.
7.1.4 Estimated future use.
7.1.5 Recommendation from clients and specialists.
7.1.6 Title found in published bibliographies by authorities in
the subject.
7.1.7 Physical condition.
7.1.8 Availability in other libraries.
7.1.9 Preservation as a historical record.
The following categories of monographs are primary
candidates for weeding:
7.1.10 Multiple copies
7.1.11 Outdated Reference Materials
8.0 Gifts to General Collection
8.1 The Ronald Lowe Library is very grateful for the numerous donations
that have enriched its collection over the years. These guidelines
are designed to assist prospective donors in the disposition of
materials by clarifying library policies and procedures with regards
to donations.
8.2 The Library accepts the donations on the understanding that the
decision to use the material will be made by the Library Manager
based on the Collection Development Policy guidelines. This means
that the library has the right to use or dispose of materials as
it sees it fit. If they are not added to the library collection,
they may be offered to other health libraries or discarded.
All donated materials accepted by the library will be integrated
into the existing collection.
8.3 The Library Staff will not appraise gifts nor give advice regarding
issues related to tax deductibility. The onus for acquiring such
information remains with the donor.
8.4 When significant donations or collections are made, the Library Manager
will acknowledge the gifts in writing as soon as is practical. All
other identifiable donors will be acknowledged at the end of the
year.
8.5 Potential donors are asked to submit to the Library Manager a written
description of those items they wish to donate.
For books:
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For Journals:
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Title
Author (s)
Date of Publication
Publisher.
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Title
Inclusive volumes/issues
Dates
Indication of whether they are bound or unbound.
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For Donation
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For Donation form please click here
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8.6 The list will be checked against the Library's holdings and acceptance
will be based on potential usefulness in accordance with the Collection
Development Policy. Although new foreign language materials are
not purchased, older foreign language works may be selectively accepted
for donation if they are classics in a particular field.
8.7 Materials that are not biomedically related, outdated reference
books, superseded textbooks (except for first or significant editions)
and materials in poor or marked up condition, are generally not
accepted.
8.8 The library is unable to accept delivery of materials prior to
the receipt of written description. Delivery of accepted materials
to the library is the responsibility of the donor. The library does
not have the personnel or the transport to provide this service.
9.0 Guidelines for Reference Collection
Reference publications are distinguished, in part, by the fact
that they are consulted primarily to find answers to specific questions,
rather than to serve as statements of theorems or hypothesis.
These materials are separated from the general collection and due
to the nature of their use, these resources do not circulate. The
materials consist of three broad categories of materials:
o Sources of factual data such as Encyclopaedias, Drug Compendium.
o Directories containing information on persons or institutions
o Bibliographical sources.
9.1 Formats and type of materials included in the Reference
Collection
The Reference Collection follows the overall Collection Development
Policy statement in terms of subject coverage and user population
served. In addition, a selective coverage of more general material,
not specifically biomedical in character, is necessary to ensure
quality basic reference service. The following list provides some
examples of publications included in the Reference Collection:
9.1.1 Abstracting and indexing services
9.1.2 Almanacs and Yearbooks
9.1.3 Bibliographies on specific Subjects
9.1.4 Directories of institutions of higher learning.
9.1.5 Current alerting tools
9.1.6 Ophthalmology, Otolaryngology and Medical Dictionaries
9.1.7 Other Dictionaries such as the English Language dictionary
and the various ethnic language dictionaries that assist in translations
to patients (e.g. Greek, Italian, Vietnamese, Chinese, etc).
9.1.8 Directories of Physicians, research institutions, government
agencies, etc.
9.1.9 Drug Information Services
9.1.10 Encyclopaedias of the human services
9.1.11 General Encyclopaedias
9.1.12 Atlases
9.1.13 Statistics
9.1.14 Publishers Directories
9.1.15 Format Exclusions
The most appropriate and the most cost effective
formats in reference materials are acquired. Formats that are fragile,
easily damaged, which require special equipment or are subject to
other practical limitations on their utility, should be purchased
only with greatest caution.
9.2 Criteria for Selection
The following criteria are used when selecting materials for
the Reference Collection:
9.2.1 Usefulness in comparison to existing reference
tools
9.2.2 Timeliness of the materials
9.2.3 Anticipated frequency of use
9.2.4 Inclusion of title in Reference Guides.
9.2.5 Strengths and Weaknesses in the Reference Collection
9.2.6 Long term value.
9.2.7 Favourable review
9.2.8 Authority and reputation of the author/publisher
9.2.9 Frequency of publication.
9.2.10 Use of earlier editions
9.2.11 Date of Publication.
9.2.12 Language of publication. Selected is limited to the English
Language publications except for certain dictionaries.
9.3 Criteria for withdrawal
Criteria for removing materials from the Reference Collection:
o Replacement of new edition or another publication
with expanded coverage and more recent publication date.
o Decline in usefulness in relation to other Reference tools.
o Date of publication
o Cessation of updates.
10.0 Guidelines for the Electronic Resources
Collection
The Ronald Lowe Library acquires electronic resources
that meet our selection guidelines. The term "electronic resources"
describes materials that require a computer to display them. This
may include CD-ROM mounted within the library or links to resources
on a remote server, which maybe owned by an entity other than the
library. Electronic resources are generally more costly than print,
but offer advantages such as allowing multiple user access to the
same resource simultaneously, or more powerful searching capabilities,
or interactivity.
10.1 Criteria for Selection:
10.1.1 Meets the subject scope outlined in General Guidelines for
Selection
10.1.2 Good technical support is available.
10.1.3 The interface is user-friendly with appropriate online Help
available.
10.1.4 The license agreement allows normal rights and privileges
accorded libraries under the copyright law.
10.1.5 If selected, meaningful usage statistics can be gathered
to gauge the usage by the Ronald Lowe Library users.
10.1.6 The product does not require special access control.
10.1.7 The library is not required to subscribe to both print and
electronic versions of the product, unless it is desired.
10.1.8 The vendor allows a trial of the actual product rather than
a demonstration disk.
10.1.9 The license gives the library indemnification against a third
party copyright infringement.
10.1.10 The product compares favourably with other similar products.
10.1.11 It runs on existing hardware and software.
10.1.12 Desirable additional criteria
o The product can be mounted on a network to allow
remote access for users.
o Archival rights ensured.
10.2 Aids used in Electronic Resources Selection
10.2.1 Publishers Announcements
10.2.2 Requests from the Ronald Lowe Library clients
10.2.3 Availability through consortia agreement.
10.3 Aids used in Negotiating License Agreements
o "Its all in the fine print": http://www.utsystem.edu/ogc/intellectualproperty/contract.htm
o "Principles of Licensing Electronic Resources"
http://www.arl.org/sc/marketplace/license/licprinciples.shtml
10.4 Responsibility for Selection
The process for selection is more complex than for print materials
because in many instances the product is leased under a legal contract
with limiting clauses rather than purchased outright with full ownership.
Where terms of a prospective contract raise concerns, the Library Manager may consult the Chief Medical Officer for legal referrals.
10.4.1 De-Selection
Usage statistics will be evaluated periodically to discover any
resources with low usage. These maybe considered for de-selection.
11.0 Special Collections (Includes Departmental
Texts)
11.1 Departmental Resources
Books and journals required by individual departments are paid
for with their own funds and are ordered through the library. This
is to avoid any unnecessary duplication throughout the hospital
or within the department. These resources are processed in the library
and are added to the library's online catalogue, prior to being
transferred to the ordering Department for retention.
11.1.1 De-Selection
The Departments are to identify materials for
possible withdrawal, especially those that are of little value
to their collection. The following criteria would normally apply:
o Date of publication
o Estimated future use
o Physical condition
o Replacement of new edition.
o Older editions that may have potentially harmful data if used
as a basis for present-day clinical decision making.
11.1.2 Discarding Procedure
o Department Heads to inform the Library of titles to be
withdrawn.
o All withdrawn titles to be brought to the library for de-accessioning
from the library system.
o Dept. journals to be brought to the library for integration
into the collection or for inclusion in the library's Duplicate
list. The library offers surplus material to all library users
after it has been offered to all other libraries via Duplicate
lists.
11.2 Archives
The library archives, was initially established to house older
editions of Ophthalmology and ENT texts. This objective has been
slightly expanded to include hospital/RANZCO publications itemised
below. Criteria for relegating items to the Archives are:
1.1.1 One copy of the previous edition of a core Ophthalmology
text
1.1.2 One copy of the previous edition of a core ENT text
1.1.3 Unique publications of past hospital or RANZCO activities.
1.1.4 Publications that have long term value to RVEEH
Key Performance Indicators
Key Performance Indicators for the lending Collection (not including
the archival collection and Departmental collection).
Quality of the Collection
1. Percent of items in the collection acquired through consultation
with Hospital clinicians, health professionals, hospital administrators,
RANZCO Fellows and trainers.
2. Percentage of items in the collection as listed in bibliographies,
endorsed checklists and indexes.
3. Replacement percentage of obsolete stock.
4. Collection use. Ratio between the number of items use within a
period of time and the total number of items in the collection.
5. Proportion of Library Budget committed (volumes in collection per
library client).
6. Turnover rate (Average number of issues/uses per item by subject).
Items on loan as a proportion of the total active stock.
7. Expenditure on information provision per user - cost of stock/collection
per user.
References
1. Guidelines for Australian Health Libraries 2000, Australian Library
and Information Association, viewed on 9th August 2005, http://www.alia.org.au/policies/health.libraries.html
Further Information
Executive Director, Medical Services
Library Advisory Committee
Manager - Library & Information Services
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