Collection: Ollection Centered Echniques
Collection: Ollection Centered Echniques
Collection evaluation is a continuing, formal process for systematically analyzing and describing the condition
of a librarys collection and to indicate areas needing improvement. Evaluations are conducted to provide several kinds
of important information to libraries. They help clarify the librarys goals in the context of its mission and budget,
supply data used to set funding priorities, and build a base for long-range planning and administration. But why is
collection assessment conducted? (Collection evaluation and collection assessment will be used interchangeably in this
paper.) This paper will answer this question by presenting the benefits of evaluation, the various evaluation techniques
with their strengths and shortcomings.
Benefits of Conducting Collection Evaluation
Collection evaluation provides library administrators with a management tool for adapting the collection, an
internal analysis tool for planning, a tool to respond systematically to budget changes, and a communication tool and
data for resource sharing with other libraries. Library staff can also benefit by having a better understanding of the
collection, a basis for more selection collection development, improved communication with similar libraries, and
enhanced professional skills in collection development. For libraries involved in resource sharing, collection evaluation
is essential in determining how each library fits into the system and what should be expected for each librarys further
growth in the context of the cooperative relationship.
It goes without saying that before any meaningful evaluation of the librarys collection can take place, the
goals and purposes of the collection should be stated in a collection development policy. Since the development of a
collection can be very subjective, a written policy about what is to be selected or rejected becomes essential to
evaluation.
The Importance of Planning
When planning a collection evaluation, it is important to carefully define the goals for the program, choose the
most appropriate method(s) to be used, and establish what information is needed. An evaluation can be fully
comprehensive or it can focus on specific areas, depending on the librarys needs (and the resources available to carry
it out evaluations can be expensive!). It can be very tempting to gather all sorts of information because it seems
interesting, but it may be useless if it does not fit into the parameters of the evaluation. Be sure that everyone
participating in the evaluation understands what is expected and when tasks should be completed.
Evaluation Techniques
There are a number of standard techniques for obtaining evaluation, but they can all be considered as either
collection-centered or client-centered. Collection-centered techniques examine the content and characteristics of
the collection to determine the size, scope, and/or depth of a collection, often in comparison to an external standard.
Client-centered techniques measure how the collection is used by library users.
A. COLLECTION-CENTERED TECHNIQUES
Collection-centered techniques are employed to examine an existing collection and to compare its size, scope,
depth, and significance with external criteria. The methods include:
1. list-checking
2. shelf scanning
3. compiling statistics
4. application of standards
5. formula method
6. conspectus evaluation
List-Checking
This method compares the collection to authoritative lists of what is available and appropriate for a particular
type of collection. There are hundreds of possible lists to use and It is important to carefully interpret Presumably, a
high percentage of titles found indicates an excellent collection, although at this time there is no agreed upon
interpretations or weightings of percentages held. The type of list selected depends on the type of collection being
evaluated and the purposes of the evaluation. For example, a basic collection serving an undergraduate program
may be checked against standard lists developed for this type of collection. It is crucial that the list match as closely
as possible the libraries objectives. Types of lists include:
standard catalogs and basic general lists such as Books for College Libraries and Choices Opening Day
Collection
printed catalogs of the holdings of important and specialized libraries
current lists such as acquisition lists of major libraries, books of selected publishers, or annual subject
compilation
lists of types of materials, such as reference works, periodicals, etc
lists, usually in current journals or review sources of evaluated publications at the forefront of current
research
Procedures
Assign staff responsibility and check lists against card catalog or online public access catalog;
Record the number of titles held that are listed in the bibliography being checked;
Analyze results and integrate findings with results of other techniques to determine the collection level.
many lists are backed by the authority and competence of expert librarians or subject specialists;
lists representing the viewpoint of one individual or group may not represent the subject well;
lists may not be as representative of the librarys subjects or purposes or the interest of its users;
It is important to carefully interpret the qualitative data that result from checking lists, considering who
assembled the list and for what purpose. List checking can help the library staff understand the size and scope of
possible materials, and it can be helpful in assessing what should be added to the collection. Because there are many
possible lists to check and they are quickly outdated, this can a time- and labor-intensive method, especially if you do
not have an automated system. Misleading results can occur when the same best book lists are used for selection as
well as evaluation, when published lists are written for a very different audience than the librarys community, and
when lists dont include works owned by the library that are as good or better for the local community than the
materials on the list.
Shelf Scanning
This technique involves examining the collection directly. With this procedure, a person physically examines
materials on the shelf; the person then draws conclusions about the collections size, scope, depth, and significance;
its recency; and its condition. Preservation, conservation, restoration, or replacement of materials may be taken into
consideration in this process. Examination of date due slips provides samples of actual use.
Procedures
1. Select classification area. Work with someone if possible.
2. Gather necessary tools.
3. Determine scope: examine every item or a sample.
4. Determine location of other materials in the collection that need be considered: electronic documents,
periodicals, vertical files, commercial databases, reference tools, etc.
5. Look for such things as:
6.
types of materials
language
special problems
multiple copies
Record findings.
provides overall view of the size, scope and quality of the collection
persons knowledgeable in a subject area and its literature are required and such individuals may be
difficult to locate, unable to invest time, or charge fees greater than the library can afford
results may be biased if conducted by the librarian who developed the collection or currently selects for it
This technique is well-suited to smaller libraries and areas of a collection that dont fit into the classification scheme. It
has the advantage of providing relevant information quickly, but it can be highly subjective, especially if the person
doing the evaluation also does the selection. Working in a team should be encouraged. Direct examination should not
be used as the sole evaluation technique. Shelf-scanning should be conducted after the shelflist data have been
collected; the two techniques complement each other to provide a reliable characterization of the collection. Be sure
to examine the entire collection, including periodicals, audiovisuals, and reference works. You should make notes on
items that should be weeded, but do not weed as you assess. Depending on the size and type of you r collection, you
may not need to examine every item; sometimes a sample works just as well.
Compiling Statistics
Traditionally, the main comparative methods for evaluation of collection strengths were aggregate figures on
collection size and material expenditures. This information is typically reported in annual reports. The following
statistics are typically collected and reported by libraries:
Size: this may be the measure of titles, volumes, or portions of the shelflist in specific call number
ranges
Net volumes, titles, or units added: this measures growth rates in total collection size, specific portions
of the collection, or in various formats, for example, books, microforms, or periodicals
Expenditures for library material: this may include money spent for all material or for specific formats
or portions of the collection. Figures may be annual and may be expressed in pesos or a proportion of
the total or institution budget
The advantages of collecting statistics include:
some statistics may be easily maintained, for example, shelflist counts performed every 4-5 years
automated library systems should be able to extract this easily and perform some preliminary analysis
Application of Standards
This technique analyzes government standards or an accrediting groups standards. Such standards vary a
great deal in format and specificity. The advantages of using this technique include:
for the appropriate type of library, the standard will generally relate closely to the library goals
they may be promulgated and used for evaluation by accrediting agencies, funding agencies, and others;
Formula Method
Various formulas have been conducted to assess the quality of library collections. Among the formulas that
have received wide attention include: Clapp-Jordan, the ACRL formula for college libraries, the ACRL formula for
college libraries. Mention can also be made of the formula presented during PAARLs seminar Procedures depending
upon the formula used. Advantages associated with formulas include:
greater potential for in-depth comparison between libraries
facilitates mutually advantageous communication between librarians and administrators, staff and users
collection policy
subjectivity of the evaluator
may be difficult to find an outside expert, or expert may not be available when needed
Conspectus Evaluation
The term conspectus was developed by the Research Libraries Group in the United States to refer to a
standardized means of evaluating library collections in each of the subjects, categories, and divisions. Developed in
the 1970s and 1980s, it was originally intended for large academic libraries, but it has been adopted and used by
other types and sizes of libraries, as well. The conspectus method provides a framework to describe their collection
strengths and current collection intensities. The evaluation levels indicate the appropriateness of the collection to
support certain subjects at certain levels, so they have immediate relevance for collection development, for example, if
you have a level 3 collection but the academics are running strong research programs, youd better improve that area
of the collection. Conspectus uses a Collecting Level Indicator (0 to 5), or summary, of a librarys Current collecting
Level (CL); Acquisition Commitment (AC) and Collecting Goal (GL). Libraries can also supply additional information
about strong collections, notable items in the collection, number and median age of items held, and the selection
policy for a particular part of the collection.
N.B. Refer to previous notes on the collection code levels
The advantages of conspectus evaluation include:
the detailed subject breakdown of the conspectus allows for more finely delineated collection descriptions
cooperative collecting or preservation policies can be developed using the conspectus as an instrument to
collections. Reducing the number of descriptors for local purposes requires additional work and must
maintain alignment with the full set for comparability
the subject descriptors
B. USE-CENTERED TECHNIQUES
While collection-based techniques focus on whether or not the libraries have obtained the materials they
intended to, use-centered techniques go beyond the collection itself to determine how the collection is used by library
users and to answer to questions like: can library users identify and locate the items they need, are the specific items
indeed available, what unmet needs exist, and who the users are. Analysis of the results of such studies may provide
information for other subsequent collection development activities, such as planning, budgeting, or weeding. The
methods include:
1. circulation studies
2. in-house use studies
3. survey of user opinions
4. shelf availability studies
5. simulated use studies
5.1 citation studies
5.2 document delivery tests
Circulation Studies
Studying collection use patterns as a means of evaluating collections has been quite popular. Two basic
assumptions underlie use/use studies: a) the adequacy of the collection is directly related to its use by students and
faculty, and b) circulation records provide a reasonably representative picture of collection use. These studies analyze
circulation data to determine trends in use of part or the total collection, by user group, by purchase date of book, or
by subject area. Data of these types can be used to:
identify little-used portions of the collections that can be retired to less accessible and less expensive
storage areas
identify a core collection of items likely to satisfy some specified percentage (say 90%) of all circulation
demands within the near future. These titles which are heavily used may therefore require duplication,
or treatment in some other way, to improve their availability
identify use patterns of selected subject areas or types of materials by comparing their representation in
the total collection (expressed as a proportion of titles or volumes available) to their circulation
(expressed as percentages of all circulations). The resulting information is helpful in adjusting collection
development practices or fund allocations.
Identify user populations and/or relative use by different populations
Such data are usually gathered more easily from an automated circulation system, but some of them have
not been designed to provide data in the format desired for a given study. The advantages of circulation studies
include:
data are easily arranged into categories for analysis
information is objective
with todays circulation systems, use data becomes increasingly easy and inexpensive to gather
reflects only successes and does not record user or collection failures
circulation data cannot reflect the use generated within the library such as reference collections and
noncirculating journals
circulation data cannot reflect the use generated within the library
even for circulating items, there is no way of knowing how the material was used; perhaps the volume
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normally circulation figures, are objective and the legitimate differences in the objectives of the institution that the
library serves do not affect the data. One can tailor use studies to fit the library, rather than forcing the library into a
standard mold. They are also helpful in deselection projects. An important factor is to have adequate amounts of data
on whc8ih to base a judgment. With todays computer-based circulation systems, use data becomes increasingly easy
and inexpensive to gather.
The advantages of these studies include:
user approach to in-house use gives a more complete picture of in-library use than a study which focuses on
materials. It can be used to correlate type of user with type of materials used
can be used in conjunction with circulation study focused on same part of the collection to give more accurate
can tailor use studies to fit the library, rather than forcing the library into a standard mold
Probably have to supplement by direct observation to ascertain appropriate correction factor for noncooperating users
timing of the study during the year, such as during a peak period or slack period, may bias results
materials in circulation are not available for in-house use and this may bias the observations
evaluate quantitatively and qualitatively the effectiveness of the collections in meeting users needs
improve public relations and assist in the education of the user community
most users are likely to be passive about collections and so must be approached individually and polled
many users are not aware of what their library should reasonably be expected to do for them and
experiences
users interest may be focused more narrowly than collection development policies. This may introduce a
provides overall view of the size, scope and quality of the collection
as a by-product identifies non-collection development reasons for user failures and provides data on
subjective and impressionistic; results may be biased if conducted by the librarian who developed that
sources of citations include dissertations, theses, scholarly and specialized books and articles, special
reports, works by best authors in the field, reference tools, and electronic databases
determine the sampling method
compile list
integrate findings with results of other techniques to determine the collection level
databases
frequently used to develop core lists of primary journals
it is difficult to select the source items that will reflect the subject studies or the local user needs
subareas of one discipline may have different citation patterns from the general subject
the inherent time lag in citations will not reflect changes of emphasis in disciplines and/or the
Document Delivery Tests. This carries the citation study a step further, in that it determines not only whether
the library holds a certain but, in addition, whether the item can be located and how long it takes to do so. Document
delivery tests assess the capability of the library to provide users with the items they need at the time they need them.
This technique is also similar to the shelf availability study, but searching is done by library staff rather than users.
The most frequent approach is to compile a list of citations that are presumed to reflect the information needs of the
users of the library. The test determines both the number of items owned by the library and the time required to
locate a specific item. Essentially this technique simulates users walking into the library and each user looking for a
particular item. The advantages of the technique include:
provides objective measurements of ability of collection to satisfy user needs
data can be compared between libraries if identical citation lists are used
since library staff perform the searches, the test understates the problems encountered by users,
libraries
When planning a collection evaluation project, it is important to carefully define the goals for the program,
choose the most appropriate methods to be used, and establish what information is needed. An evaluation can be
fully comprehensive or it can focus on specific areas, depending on the librarys needs and the resources available to
carry it out (evaluations can be expensive!). It can be tempting to gather all sorts of information because it seems
interesting, but it may be useless if it does not fit into the parameters of the project. Be sure that everyone
participating in the project understands what is expected and when tasks should be completed.
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There is no single, best way to evaluate a particular collection. Usually, an effective evaluation uses a
combination of techniques to gather two kinds of data: quantitative (including numbers, age, and/or use statistics) and
qualitative (such as list checking). The type of data useful for evaluation depends on the purpose and mission of the
library. For example, a library that wants to provide many varied titles might compare its acquisition rate to annual
publishing output, and might look at titles held per capita. If the library has very limited space and must keep growth
to a minimum, data on turnover rates (how often items are circulated), acquisitions, withdrawals (weeding) will be
essential. A library that focuses on popular works would want information on circulation and in-house use per capita.
Some Recommended Lists, Best Books, and Core Collections
Retrospective Lists
Books for College Libraries: A Core Collection of 50,000 titles. 3rd ed. Chicago, Il.: Association of College and
Research Libraries, 1988; 6 vols.
This six-volume set devoted to broad disciplines (humanities, history, social sciences, etc.), it recommends a
core collection of about 50,000 titles for undergraduate libraries. No annotations, just basic cataloging
information.
Choices Opening day collection.
Fiction Catalog
Guide to reference books. 11th ed. Robert Balay, editor. ALA)
Covers some 16,000 reference titles for medium-sized and large libraries. Annotations for each
title are included.
College Library Book Selection Conference, Cagayan de Oro City. Basic books for a college library
The Readers Adviser: A Laymans Guide to Literature, 13th ed. Edited by Fred Kaplan. New York: R.R. Bowker. 198688. 6 vols.
First published in 1921 as The Bookmans manual, it lists titles that should be in modestly sized
libraries. Generally reliable listing of books with annotations.
Subject Bibliographies
Baxter, Pam M. Psychology: a guide to reference and information sources. Englewood, Co., Libraries Unlimited, 1993.
Coman, Edwin T. Sources of Business Information.
Deason, Hilary J., ed. The AAS Science book list. Washington, American Association for the Advancement of Science,
1959.
Patricia A. Meelung. Selection of materials in the humanities, Social Sciences and Sciences.
Beth Shapiro and John Waley. Selection of library materials in applied and interdisciplinary fields
Alfred N. Brandon. Selected list of books and journals for the small medical library
Serials
William Katz. Magazines for libraries
Standard periodical directory
Ulrichs International Periodicals Directory
Serials directory (EBSCO)
Gale directory of publications and broadcast media (Gale Research)
Loke, Wing Hong. A guide to journals in psychology and education. Metuchen, N.J., The Scarecrow Press,
1990.
Audiovisual Materials
Media digest
NICEM (National Information Center for Education Media) indexes
Index to overhead transparencies
Index to educational audio tapes
Index to educational slides
Index to educational video tapes
Microforms
Guide to microforms in print
National register of microform masters
Microform review
CD-ROMS
Bosch, Sstephen, ed. Guide to selecting and acquiring CD-ROMS, software and other Electronic publications.
ALA, 1994.
8
Jasco, Peter. CD-ROM, software, dataware and hardware: evaluation, selection and installation. Libraries
Unlimited, 1992.
Dewey, Patrick R. 300 CD-ROMs to use in the library: description, evaluations, and practical advice. ALA,
1996.
Database: magazine of electronic database reviews
Online and CD-ROM review
Current Reviews
Booklist.
Publishes positive reviews of new titles for public and school libraries
Choice
Critical evaluation of new books of particular interest to academic libraries
Library Journal
The book review section gives practical evaluation of current titles
Book Review Digest
Compilation of citations and summaries of new books