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 Information
resources that enhance clinical knowledge and support patient
care.
2.2 Curriculum
resources for Ophthalmology/ENT 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
form please click here |
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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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