Additional comments on collection development matters.
- 1. ADDENDUM to list of required fields for an item record:
physical description of the material, e.g.
241 p. ; ill., 23 cm.
1 tape, analog, length 30 min.
2. Consistency in data management.
Consistency in entering data is important in providing assured
electronic access to materials in the collection. it is desirable
that one person have this responsibility at any given time to set
standards and direct helping personnel. Written protocols and manuals
are a vital tool in maintaining continuity.
It is probably inevitable that some materials will go missing. Here
are some considerations regarding security of the collection.
a. adequate inventory control. The database should provide an
accurate list of materials and ideally a report for assisting in
taking account of what is on the shelf.
b. education of patrons in the value of honoring the collection and
enhancing the sense that the library materials are for everyone to
use. Promotion of mutual help and respect among users will go a long
way to maintaining the integrity of the collection.
c. Size of library and budget considerations. Security systems are
relatively expensive. For a small collection the cost to benefit
ratio is probably minimal. Better to allow for an amount for
replacement of lost items. As a collection grows, security will
become more cost effective and even necessary. The 3M company offers
a security system for around $12,000. Establishment of any security
system should be based on present needs and flexibility to meet future
Unless the materials are available for use only in the library space,
there must be a means to account for items which users take out for
personal use. Most library-oriented database programs have a
circulation module for registering patrons, checking items in and out,
assessing fines etc. If you using a database without a dedicated
circulation module, you will have to develop some other means to
account for checked out materials. Libraries traditionally used a due
date card system manually sorted and maintained. This may work for a
small collection but becomes labor intensive and fraught with
potential errors as the collection grows.
If you have any questions or comments. please send to
library@... or post to the CCAOMLCAOM group.
Five Branches University