- Developing special collections
- Source of out-of-print materials
- Acquire unique holdings
- Duplicate existing holdings
o If in good copy, replace the a library copy needing replacing
- Inappropriate to collection
- Poor condition
- ALWAYS REMEMBER: GIFTS ARE NOT FREE
o Gifts will save the cost of purchase.
- Selection criteria
- How gifts are accepted and disposed of
o Be upfront on how gifts will be accepted
- Who has responsibility of appraising gifts for tax purposes
o Get a appraiser to appraise rare materials
- What types of non-library materials may be accepted as gifts
- Tax implications
- Method of acknowledgement
- Donations are accompanied by a great deal of emotion
o Explain policy, the donor should be aware of it
- Library workers must be tactful in the handling of gifts
o Be grateful, regardless of knowledge it won’t be kept
- Policy to accept all donations, with proviso of being able to dispose of unwanted gifts
- Policy to only accept those items which fit into selection criteria
- Be wary of gifts with special requirements (i.e. must stay together, housed in separate rooms)
- Appraisals for tax receipts
o If item is really valuable, library might get donor to pay for the appraisal. It can get very expensive.
- Free publications requested in same manner as purchased materials
o Paper trail, no money sent
- Letter or order form sent out
- Development officers now hired in libraries to assist in fundraising or in approaching individuals to bequeath special collections to the library
o Hire someone who knows what they’re doing
Acknowledgement of gifts
- Gifts should always be acknowledged
- Letters should be sent to donor
o Thank you
o valuable addition to the library
- Often plates will be placed in items, or plaques on walls acknowledging donation of a collection
- Library newsletters are a good place to acknowledge gifts
- Unsolicited gifts need the same paper trail as purchased items, so that they may be catalogued and processed in the appropriate manner
- Solicited gifts will have the same paper trail as purchased results
- Most often used in academic libraries and museums
- To acquire materials that are available in no other way or for which exchange is more economical than purchasing
Why are materials not available for purchase?
- Items published in smaller countries not easily identified
- National bibliographies in other countries may be outdated by the time they are published
- Other countries may not be able to accept foreign currency or may be too poor to purchase items, and want to exchange
Sources of exchange materials
- 3 types of materials to for exchange
o own publications (e.g. museum or gallery)
o unwanted or surplus duplicates
o Items purchase specifically to give to an exchange partner (Barter exchange)
Items to be included in exchange agreement
- Exact mailing address for each partner
- Specific titles or general types of materials
o list titles and materials to be exchanged
- How materials to be sent
- Basis for exchangeo piece by piecegive 10 receive 10o title for title
o # collection for # collection
o page for page
o value for value
- $100 for $100
- o lot for lot
- # collection for # collection
- Preservation treatment
- Original cataloguing
- Preparation of lists
- Packing and shipping
- Record keeping
Canada Book Exchange Centre (CBEC)http://www.collectionscanada.gc.ca/cbec-ccel/index-e.html
- unwanted materials shipped to NLC
- list of available items sent out to participating libraries
o send items before receive items
- approx. 3 million items held
- approx. 2 million are periodicals
- approx. 60,000 Canadian official publications
o federal and provincial
- approx. 200,000 foreign official publications
- approx. 200,000 are monographs
Sources of information
- UNESCO Handbpok on the International Exchange of Publications
- UNESCO Bulletins for Libraries
- Yearbook of International Organizations
- International Library Directory
Evaluation of collections
o Judge the effectiveness of what we do
o Judge the efficiency of our doing it
o Judge whether results are worth the cost
(G. Edward Evans. Developing Library and Information Center Collections, 3rd Ed. (Englewood Colo.: Libraries Unlimited, 1995) 403)
- What is the true scope of the collection?
- How does the service community use the collection?
- What are the strengths and weaknesses of the collection?
- How well are collection staff carrying out their duties?
- Are changes in the policy needed?
- What allocations are needed to strengthen weaknesses?
- Is the overall budget adequate?
(G. Edward Evans. Developing Library and Information Center Collections, 3rd Ed. (Englewood Colo.: Libraries Unlimited, 1995) 404)
- What is the library’s performance?
- Is the library comparable to others?
- Are the alternatives to space expansion?
- Is the level of duplication appropriate?
- Provide data for funding agencies
- Provide data for consorts, networks, and other cooperative programs
- Provide data to donors
- Impressionistic techniques
o Get a field expert to browse for important works.
o Survey users for collection thoughts
- Checklist method
o Most frequent
o take compiled list of major resources and check against library
* Titles on list may not be appropriate for your library
* Most lists are selective
- Doesn’t give a clear picture
* Lists may be out of date
* No attention given to ILL
- Use studies
o heavily used areas
- Develop set of criteria for quality and value
- Examine the use of a random sample of items in the collection
- Collect Document Delivery statistics
- Keep record of in-house use
- Calculate how much obsolete material in library
- Relate findings to library’s local goals