COLLECTION MANAGEMENT POLICY ANALYSIS REPORT: A.R.

DYKES HEALTH SCIENCES LIBRARY

Prepared for Dr. Janet Capps SLIM Instructor, LI855XS Emporia State University

Submitted by Christina Magnifico SLIM Student Emporia State University October 3, 2013

Abstract

This report provides an in-depth analysis of the A.R. Dykes Health Sciences Library collection development and management policy. Based on an exhaustive review of the collection management policy, this report concludes that the A.R. Dykes Health Sciences Library needs to include the mission statement of the Library along with the mission statement of the University of Kansas Medical Center. The collection management policy also needs to include the disaster recovery plan, the Library schedule for policy review and a more in-depth statement regarding collaboration between the Library collection development team and the faculty of the University of Kansas Medical Center. Overall, this report shows that while the policy is quite comprehensive there is room for improvement.

TABLE OF CONTENTS

List of Figures .......................................................................................................................ii Executive summary ............................................................................................................iii Introduction ..........................................................................................................................1 Policy analysis overview......................................................................................................2 Purpose, description, and statement .........................................................................2 Selection tools and evaluation criteria.......................................................................3 Collection management issues ...................................................................................5 Conclusion ............................................................................................................................6 References .............................................................................................................................8 Appendix A: Collecting levels chart .................................................................................9

ii

LIST OF FIGURES

Number

Page

1. Collecting levels .....................................................................................................4

iii

EXECUTIVE SUMMARY Collection Management Policy Analysis Report: A.R. Dykes Health Sciences Library

The A.R. Dykes Health Sciences Library is an academic health sciences library that serves the University of Kansas Medical Center community (A.R. Dykes Library, 2012). After an exhaustive review of the collection management policy this report makes the following recommendations in order to improve the overall transparency in the policy: Include a disaster recovery plan The Library is in a transitional phase and the new administration should work with the campus emergency response team to develop a plan that would provide stringent guidelines staff would follow in the event of a disaster. A procedural manual containing the recovery plan should be provided to each department and training sessions implemented. Tie the policy back to the strategic plan The strategic plan for the library has never been made into a concrete statement. Library administration should partner with the KUMC administration to create a strategic plan that aligns with the institutional mission and strategic plan Develop a gift/donation plan that aligns with the current collection policy The current policy follows three different donation policies, which could be a source of confusion for both library staff and those looking to gift materials to the Library. The three separate policies that are used should be combined into a single policy, which would be vetted by the collection management team. Include a section that describes the level of collaboration with KUMC faculty The current strategic plan is in transition and the policy that details the level of collaboration between the Library and the KUMC faculty is nonexistent. With the help of the biomedical librarians, collection management team, Library administration and faculty council, a new policy should be drawn up that describes the level of collaboration with KUMC faculty. This section in the policy would be particularly important when establishing the level of discretion given to selectors and further strengthen the relationship between the University and the Library.

INTRODUCTION

The A.R Dykes Health Sciences Library serves the University of Kansas Medical Center community, as well as the University of Kansas Hospital. The Library has an in-depth collection development policy, which provides the framework for building, managing and maintaining their collection (A.R. Dykes Library, 2012). According to Evans and Saponaro (2012), a collection development policy has many uses, including: informing communities about the scope of the collection, identifying collecting priorities, describing organizational priorities, identifying inclusion and exclusion standards, serving as a training tool for new staff, maintaining collection consistency, providing guidelines for staff, aiding in evaluating the collection, helping with budgetary considerations, serving as a public relations document and; providing an overall assessment tool for both the library and the community it serves.

The A.R. Dykes Library policy touches on many of these uses, as well as more specific issues that are relevant to an academic health sciences library and its collection. The Dykes Library collection development policy was last modified in December of 2012 (A.R. Dykes Library, 2012) and is published on the University of Kansas Medical Center website, located at library.kumc.edu/library-policies/collection-management-policies/collectionmanagement-policy.xml. This report analyses the A.R. Dykes Library collection development policy and provides an overview of the policy as a whole.

POLICY ANALYSIS

Purpose, description and statement The position, goal and scope contained in the beginning section of the A.R. Dykes Library collection development policy is an extremely comprehensive overview. The section includes the purpose of the policy, the intended audience, a description of the institution and the official mission statement of the University of Kansas Medical Center (A.R. Dykes Library, 2012). However, the policy does not include the mission statement of the Library itself. Though this statement can be found on the A.R. Dykes Library website, it should be included in the collection development policy page. By not including the mission statement of the Library in the main policy, it is difficult to determine where the inspiration for the entire collection development policy was derived. Two of the most interesting subsections in the goals and scope overview are the Intended Audience and Description of the Clientele sections. Both of these sections serve a similar purpose, but the Description of Clientele section contains a very important disclaimer, Our collecting policies are written only with the interests of our primary clientele in mind. This statement shows that the collection has a singular focus, the academic community at the University of Kansas Medical Center and it sets the tone for the rest of the collection management policy. In fact, the primary clientele are described throughout the entirety of the collection management policy, showing just how important the Library views the needs of the University of Kansas Medical Center community (A.R. Dykes Library, 2012).

Selection tools and evaluation criteria With regard to the selection tools and evaluation criteria used by the collection management team at the A.R. Dykes Library, the collection management policy includes a list of selection tools used in the acquisitions process, such as print materials, student recommendations, library data sets and other review sources. By including this section, members of the University of Kansas faculty can see where library staff get the information used to select materials for the library. This is an important list, not only for the KUMC faculty, but also for any new library staff members that may be placed in charge of collection management in the future. The collection management policy includes a list of eighteen criteria used when selecting materials for the academic health sciences library. The first, although perhaps not the most important, criteria the library uses in its selection process is listed as the needs of [the] primary clientele (A.R. Dykes Library, 2012). This mirrors the latter part of the policy, which described how integral the KUMC community is to the collection development policy of the A.R. Dykes Library. Based on the remaining seventeen criteria, it is not clear if the list is organized from most important to least important, or if it is purely random. It would be helpful if the list was organized in a way that showed someone viewing what the library believed to be the most important criteria used when selecting materials. Directly after the selection criteria the policy elaborates on the material selection process by breaking down the guidelines by format and type of material. This is by far the

lengthiest section of the entire policy and goes into explicit detail regarding the many formats the Library currently acquires. This section also includes the types of materials the Library does not collect or no longer archives. By choosing to include the items the library no longer includes in the collection, it provides guidelines which the collection development team can follow in order to determine which materials are most relevant to the overall collection. Another section that is linked to the selection criteria, is a chart that shows the collecting level as determined by the LC/NLM subdivisions.

Figure 1 A section of the Collecting Levels chart located in the Dykes Library policy.

This section identifies the collecting codes that are used when measuring the level at which the library collects materials in specific subject areas. The range from a minimal level of collection (E) to a comprehensive level of collection (A). The library does not collect anything over a research level (B), which helps define the scope of the collection for future acquisitions. The evaluation criteria section of the collection management policy is the most comprehensive section of the policy and provided detailed information that makes the

entire selection process much easier for those tasked with acquiring library materials. Collection management issues A smaller, but nevertheless important part of the collection management policy is the general collection management issues section. This section provides an overview of miscellaneous issues that affect the library. The section, broken down into six issues, provides the guidelines for dealing with preservation and conservation, weeding, storage, replacement, duplicate copies and gifts. It does not, however, include the disaster recovery plan, physical space considerations or the procedure for challenges. In fact, none of these are mentioned anywhere in the policy. There are several major issues with this section. The Gifts and Donations section of the policy is outdated and confusing. The policy was last updated in 2007 and the policy states that, Currently, there are three separate Gift/Donation polices and none has been designated as official. This could be easily remedied by drafting a new donation policy with the help of the collection management team. Another major issue is the exclusion of a disaster recovery plan. Without guidelines that collection development staff could follow in the event of a disaster, it would be more difficult to implement a plan or explain the process to administration who would ultimately provide the fiscal foundation on which the library would rebuild the collection.

The last issue in the section is the description of physical space and future considerations for growth. Though the strategic plan for the Library is currently being rewritten, the current policy makes no mention of the plans for library improvements. CONCLUSION Overall the policy is comprehensive and inclusive, and provides a strong foundation on which the library can build its collection. After reading Collection Management Basics (Evans & Saponaro, 2012) and discussing collection policies in class, there are still several improvements that the library could implement almost immediately. The most immediate issue that needs to be resolved is the creation of a new gift/donation policy. The current policy follows three different donation policies, which could be a source of confusion for both library staff and those looking to gift materials to the Library. The three separate policies that are used could be combined into a single policy, which would be vetted by the collection management team. A second issue that needs to be resolved is the publication of the disaster recovery plan. As an employee, I have not been made aware of any recovery policy and it is not readily available on the website. Currently, the Library is in a transitional phase and the new administration should work with the campus emergency response team to develop a plan that would provide stringent guidelines staff would follow in the event of a disaster. One of the last issuesand something that has not been discussed until this yearis the level of collaboration the collection development team has with KUMC

faculty. This inclusion will come with the development of a strategic plan which is currently being discussed among Library administration, the interim director and the collection management team.

REFERENCES A.R. Dykes Library. (2012, December 10). A.R. Dykes Library Collection Management Policy. Collection Management Policy. Library Homepage. Retrieved October 4, 2013, from http://library.kumc.edu/library-policies/collection-managementpolicies/collection-management-policy.xml Evans, E. G., & Saponaro, M. Z. (2012). Collection management basics (6th ed.). Santa Barbara, California: Libraries Unlimited, an imprint of ABC-CLIO, LLC. Retrieved from http://www.amazon.com/Collection-Management-Library-InformationScience/dp/159884864X/ref=sr_1_1?ie=UTF8&qid=1380913807&sr=81&keywords=collection+management+basics

APPENDIX A

Call Number
BF H HA 1-1000 Psychology

Subject
D D

Collecting Level

Social Sciences in General Statistics

C *The Library only collects materials in this area that deal with biomedical statistics. E E E E E D E D D D E E E E D D E E D E

HB HD HF

Economic Theory 4801-8942 Labor 1-4050 Commerce 5001-6351 Business Sociology: General Works, Theory Family, Marriage, Woman, Sexual Life Social Pathology, Welfare, Criminology Law: U. S. (Federal) 4001-4040 Special Education 4601-4815 Special Education Science (General) 1-69 Chemistry (General) 71-145 Analytical Chemistry 146-199 Inorganic Chemistry 241-449 Organic Chemistry 450-731 Physical & Theoretical Chemistry 901-999 Crystallography 1-199 Natural History (General) 201-278 Microscopy 301-705 Biology (General)

HM HQ HV KF LC

Q QD

QH

QL

1-355 Zoology (General) 362-739 Invertebrate & Vertebrate Zoology 750-991 Ethology, Anatomy, Embryology Human Anatomy 1-132 Anatomy 504-539 Histology 604-679 Embryology Physiology 1-35 General 104-172 Human Physiology 180-275 Physiology & Hygiene Biochemistry Pharmacology 1-370 General 600-667 Toxicology 701-835 Pharmacology & Pharmaceutics Microbiology & Immunology 1-300 Microbiology 501-949 Immunology Parasitology Clinical Pathology 1-350 General 400-490 Blood Pathology Animal Culture, Veterinary Medicine, etc. Technology - General Medical Profession 1-96 General 100-275 Medical, Dental, and Pharmaceutical Service Plans 322-323 Other Medical Service 601-925 Forensic Medicine and Dentistry Public Health 1-106 General 108-245 Preventive Medicine B 250-292 Prevention of Accident and of injury 300-395 Health Problems of Special Population Groups

E E D B B B

QS

QT

B B C

QU QV

B B B C

QW

B B

QX QY

C B B

QZ SF T W

B D E B C C C

WA

B B C

400-495 Occupational Health and Hygiene. Industrial Medicine 525-590 Health Administration and Organization 670-847 Sanitation and Environmental Control 900-950 Statistics and Surveys

C B C C B B B

WB

Practice of Medicine 1-135 General 141-293 General Diagnosis 300-962 Therapeutics Communicable Diseases 100 Nutrition Disorders 200 Metabolic Diseases 300 Immunologic Diseases. Hypersensitivity. Collagen Diseases 400 Animal Poisoning 500 Plant Poisoning 600 Diseases and Injuries caused by Physical Agents 700 Aviation and Space Medicine

WC WD

B C B B D D C D B C C

WE

Musculoskeletal System 1-190 General 200-600 By Tissue 700-890 By Region Respiratory System 1-900 General 970-985 Thorax and Thoracic Surgery Cardiovascular System 1-170 General 200-460 Heart 500-700 Blood Vessels Hemic and Lymphatic System Gastrointestinal System 1-250 General 300-387 Stomach 400-575 Intestines 600-650 Anus and Rectum 700-770 Liver and Biliary Tract 800-820 Pancreas 900-970 Abdomen and Abdominal Surgery Urogenital System

WF

B B

WG

B B B

WH WI

B B C C C C C C

WJ

1-190 General 300-378 Kidney 400 Ureter 500-504 Bladder 600 Urethra 700-875 Male Genitalia WK Endocrine System 1-190 General 200-280 Thyroid Glands 300 Parathyroid Glands 350 Pineal Body 400 Thymus Gland 500-590 Pituitary Gland 700-790 Adrenal Glands 800-885 Islands of Langerhans 900-920 Gonads Nervous System 1-225 General 300-405 Central Nervous System 500-544 Peripheral Nerves 600-610 Autonomic Nervous System 700-710 Sense Organs Psychiatry Radiology 1-160 General 200-240 Radiography 250 Radiotherapy 300-340 Radium 415-650 Radioactivity WO Surgery 1-64 General 100-149 General Surgery 162-198 Surgical Procedure and Armamentarium 200-460 Anesthesia 500-517 Operative Surgery and Surgical Technics 600-640 Plastic Surgery 660-690 Transplantation 700-820 Traumatic, Industrial, and Emergency Surgery 925-950 Surgery in Special Age Groups

B C C C C

B C C C C C C C C

WL

B B C C C

WM WN

B C C C C C

B C C B C C B C C

WP

Gynecology 1-390 General 400-480 Uterus and Cervix Uteri

B C

505-660 Physiology and Functional Disturbances 800-910 Breast

C C

WQ

Obstetrics 1-175 General 200-260 Pregnancy 300-330 Labor 400-450 Obstetrical Surgery 500-505 Puerperium Dermatology Pediatrics 1-141 General 200-463 Diseases of Children Geriatrics. Chronic Disease 1-33 General 100-150 Geriatrics 500 Chronic Disease Note: The Library's collection in geriatrics specializes in the biomedical aspects of aging: the biochemistry of aging, physical conditions in the elderly, health care delivery to the elderly, etc.

B C C C C B B C B B C

WR WS

WT

WU

Dentistry. Oral Surgery 1-290 General 300-360 Operative Dentistry 400-440 Orthodontics 480-490 Age Groups 500-530 Prosthodontics 600-640 Oral Surgery Otorhinolaryngology 1-180 General 200-290 Ear 300-358 Nose and Paranasal Sinuses 400-440 Pharyngeal Region 500-540 Larynx Ophthalmology 1-100 General 101-170 Eye 202-290 Parts of the Eye 300-320 Refraction and Errors of Refraction 350-358 Corrective Devices 400-460 Neuromuscular Mechanism 475-480 Problems Associated with Eye Diseases 505-525 Industrial and Traumatic Ophthalmology

D D E E E D B C C C C B C C C C C C

WV

WW

600-620 Age Groups 704-722 Optometry

C C E

WX

Hospital and Other Heath Facilities 1-147 General 150-190 Hospital Administration 200-265 Clinical Departments and Units Nursing 1-100.5 General 101-145 Special Fields in Nursing 150-164 Nursing Technics [sic] in Special Fields of Medicine 191-200 Other Nursing Services 300 By Country History of Medicine 1-40 General 51-80 History, by Period, Locality, etc. 100-150 Bibliography 220-294 Early Printed Books 305-350 Miscellany Relating to Medicine, Dentistry, Psychiatry, etc. 116-550 Printing E Z 551-661 Copyright, Intellectual Property E Z 662-1000 Libraries: Library Science B* Z 1001-1121 Bibliography, General E Z 5056-8999 Subject and Personal Bibliography: Other ** Z (NLM) *** * Collecting in this area is limited to medical librarianship. ** Bibliographies representing LC subject classes are here. These bibliographies are collected at the same level as the base LC subject class. *** In the NLM classification, bibliographies are handled by placing a Z before the NLM class letters, e.g., ZWI for a bibliography in gastroenterology. Bibliographies are collected at the same level as the base NLM subject class.

C C C B C C C D E E E E E

WY

WZ

E E B E