Digital Library Collection Policy

By
Vinod Kumar Jain1, Mr. Maulik Gandhi2 and Mrs. Vineeta Jain3
1
Sr. Lib. & Info. Assistant
National Institute of Financial Management
jainvinodjain@gmail.com

2
Librarian
Xcellon Institute,
Ahmedabad – 380009
library.maulik@gmail.com

3
Assistant Librarian
College of life science: Cancer Hospital and Research Institute
Gwalior, MP
vineeta24jain12@gmail.com

ABSTRCT
This paper discusses collection development policy, development methodology, information
organisation, access and information retrieval, legal issues, management, purpose and philosophy.
It sets out some key points involved and the detailed plans required in the process, offers pieces of
advice and guidance for the practicing librarians and Information scientists. Digital Libraries are
being created today for diverse communities and in different fields. Digital library collections have
become an attractive and feasible proposition for library and information professionals around the
world. The paper ends with a call to integrate digitization into the plans and policies of any
organization to maximize its effectiveness.

Keywords: Digital Library, Digitization, Library Collection Policy.

INTRODUCTION
(Greenstein and Thorin, 2002)10 the digital content may be stored locally, or accessed
remotely via computer networks. A digital library is a type of information retrieval
system. Digital Libraries are being created today in different institutions/ organizations
and industries in the field of education, science, culture, development, health, governance
and so on. Availability of several free digital Library software packages, its creation,
sharing of information and collections have become an attractive and feasible proposition
for library and information professionals around the world.

(Kainthola, 2002)13 The term digital library has got different meanings in different
communities, such as "Electronic Library", "Virtual Library", "Library without Walls",
"Computerization of Traditional Library", “24-Hour Electronic Library".

(Andolsen, 1999)1 three developments promise dramatic increase in computer storage

capacity: holography, nano-CDs, and electronic paper/ink. To find the enormous amounts
of information stored on these new media, structure-based mark-up languages, new
eigenvector search engines, and intelligent agents are tools that may offer new modes of
effective information retrieval.

Library automation has helped to provide easy access to collections through the use of
computerized library catalogue such as On-line Public Access Catalog (OPAC). Digital
libraries differ significantly from the traditional libraries because they allow users to gain
an on-line access to and work with the electronic versions of full text documents and their
associated images. Digital libraries also provide an access to other multi-media content.
1. DIGITIZATION
(NLA, 2009)17 “A process of creating digital surrogates of analogue materials from the
Library’s collection”. The (ARL 2003 04)3 definition “a digital collection to includes
born-digital materials of varying granularity. However, about the term "collection." While
appropriate for physical materials, the term seemed inadequate for expressing the shifting
nature of digital materials that could be grouped dynamically and temporarily, that could
be added to the library collection independent of a collection development plan via
institutional repositories. That could consist of materials more granular than articles or
books e.g., learning objects or data sets etc.” Digitization activities need to document
elements measuring and use of digital collections and the cost of their construction and
management were included. These elements subsequently appeared on the basis of
materials that were created in, or converted from, different formats e.g. paper, microfilm,
tapes, etc. It reflects the preservation focus of digitization. Digitization is the process of
taking traditional library materials that are in form of books and papers and converting
them to the electronic form where they can be stored and manipulated by a computer.

2. DIGITIZAION REQUIREMENTS
There are three main needs for digitization. Preservation, accessibility and reuse the
documents through digitization. Libraries develop and maintain reference and
information collections designed to serve the needs of their users.

3. DIGITAL LIBRARIES
(NSF, 1999)18 A "digital library" is fundamentally a resource that reconstructs the
intellectual substance and services of a traditional library in digital form. (Arms, 2000)2 A
managed collection of information, with associated services, where the information is
stored in digital formats and accessible over a network. (Leiner, 1998)15 The collection of
information objects that supports users in dealing with information objects available
directly or indirectly via electronic/digital means.

Digital information is the need of the 21st century libraries and it should be motive of
each library to digitize its current and past organizational knowledge or products and
huge amount of paper-based information in to electronic format. The libraries of
developed countries have already taken initiative in this direction and now developing
world is also pursuing the same path to digitize its in house resources. Digital library is
information-text, graphic photographic speech, sound etc. that provide quick transmission
of any type of data through a global virtual library.
3.1 As per the basic sense a digital library is a collection of digital documents or
objects.
3.2 A digital library consists of organized collections of digital information or
resources for creating and harnessing knowledge and information.
3.3 Digital library as an organized collection of digital objects, including text, images,
video and audio, with the methods of access and retrieval and for the
selection, creation, organization, maintenance and sharing of collection.
3.4 (Digital Library Federation - DLF 2001)8 Digital Libraries that provide the
resources, offer intellectual access to interpret, distribute, preserve the integrity
and ensure the persistence over time of collections of digital works so that they
are readily and economically available for use by a defined community or set of
communities.
3.5 A digital library is a collection of documents in organized electronic form,
 available on the Internet or on CD/DVD-ROM or blue ray disk. Depending on the
specific library, a user may be able to access it.

It stresses the fact that the digital libraries are much more than a random assembly of
digital objects. They retain the several qualities of traditional libraries such as focused
collections, long-term availability, and the possibility of selecting, organizing, preserving
and sharing resources.

The digital libraries are sometimes perceived as institutions/industries, the digital library
as a dynamic, growing organism. As digital libraries evolve and become the predominant
mode of access to knowledge and learning.

4. DIGITAL LIBRARY COLLECTION

The digital library collection policy is a standard library operating system. Collections
have always been at the heart of libraries, be they digital, traditional or hybrid between
the two. Collections will retain that role in the future as well. A new concept of a digital
collection is evolving incorporating adaptations of many old features and standards. This
is due to the effect of diverse digital resources and tools that can be used in collection
development and they are generally and easily available through the Internet/Intranet.

4.1. User of DLC

Digital library collection is collected to support libraries, archivist, and museum.
Basically user of the digital library is normal Reader, Student, Learner, Information
Seeker, Scholar/Researcher, and Government/Business Community.

4.2. Categories of DLC

Digital library materials currently collected by the libraries consist of the following
categories:
1. E journals;
2. Bibliographic and full-text databases;
3. E-books and other full-text primary sources;
4. Reference tools;
5. Image files;
6. Geospatial material;
7. Datasets;
8. Hybrid content etc.

5. PURPOSE
Digital library materials are collected to support the mission of the parents’ organizations,
to support the research needs of the organizational community. The purpose of this
collection is to foster an environment in which scholarship and innovation can flourish
and where interdisciplinary research lead to the development of new knowledge and the
furthering of the organizations’ mission. Organizations are committed to providing
equitable, barrier-free access to the collection.

6. GOALS
It is the objective of the organizations to collect scholarly digital information materials in
order to provide broad access to relevant research at every level of need. The collection is
intended to the organizations’ central role in promoting success and lifelong learning.
Digital materials should meet the same selection criteria as outlined in the organizational
library's subject collection policies and possess the same standards of excellence,
comprehensiveness, and authority of its acquisitions. The organizational Libraries
recognize that disciplines are structured in unique ways and that their researchers utilize
information and conduct research in their own ways. The key goals in digital library
collection development planning is to provide seamless links between all elements of the
digital library whether commercially or locally created, and whether the resources are
locally or remotely mounted and serviced.

• Physical Boundary. Users from all over the world can gain access to the same
information, as long as an Internet connection is available.
• Round the Clock Availability A major advantage of it is that users can gain
access 24/7 to the information.
• Multiple Access. The same time resources can be used simultaneously by a
number of institutions and users. This may not be the case for copyrighted material.
• Information Retrieval. Digital libraries can provide very user-friendly interfaces,
giving clickable access /search to the entire collection of its resources.
• Preservation and Conservation. Digitization is not a long-term preservation
solution for physical collections, but does succeed in providing access copies for
materials that would otherwise fall to degradation from repeated use.
• Space. Digital libraries have the potential to store much more information than
traditional libraries. Its information requires very little physical space to contain them and
media storage technologies are more affordable.

7. PRIORITIES
Priorities should be given to those digital materials that offer significant added value
in supporting of organizational needs in academic, research and training. Digital
material is expected to create unique value. This includes- additional content;
enhanced functionality; incorporation with technologies; linking with other
information resources; improved resource sharing ability; and ease of archiving.
Some key priorities or strategies in acquiring digital content.
 To purchase digital resources rather than leasing arrangements, wherever feasible,
in order to secure permanent access ;
 To acquire digital resources directly from the publisher rather than a vendor or
aggregator whenever possible, in order to provide a maximum amount of security and
stability in the content available to the users ;
 To privilege the digital format over the print format unless there are valid reasons
for doing otherwise, since user community has come to expect online access wherever
available;
 To avoid duplication of format, in order to use acquisitions budget in a cost-
effective manner;
 To acquire digital resources that respond to the needs of users in an increasingly
interdisciplinary environment, since new knowledge is often being created in the
confluence of traditional disciplines;
 To acquire digital resources that are appropriate to the strategic areas of
development defined by the organization, in order to advance the goals of the
organization and support the researchers working in these areas;
 To pursue opportunities to digitize library print collections as appropriate, in order
to broaden access to the richness of material and advance the potential of open access for
scholarship and learning.
8. DIGITAL LIBRARY COLLECTION DEVELOPMENT POLICIES

8.1 GENERAL POLICY

The digital libraries in India, working together with India's libraries, archives, museums,
Industries, government and other institutions of cultural heritage, provides access to the
cultural and historical resources of the state of India through ongoing development,
maintenance, and preservation of collections and resources. Original formats included
may be text-based, including manuscripts, letters, diaries, and published works such as
books and pamphlets, photographs, maps, art, artifacts, audio and video, graphic
materials including architectural plans and drawings, and microfilm. The digital library
contains documents in text, graphics and PDF formats.

Collections nominated for digitization and/or inclusion in the digital libraries will be
judged based on the following criteria.

8.1. 1 Mission
Proposed materials or collections must conform to the mission of the digital library and
be related to the culture and history of the state of India.

8.1. 2 Restrictions
Materials that are restricted by the donor or other owner will not be digitized unless and
until permission is obtained.

8. 1. 3 Copyright
Materials that are clearly in the public domain will be given priority for digitization.
Where public domain status is questionable, a decision will be made on a case by case
basis. When materials are under copyright restrictions, they will not be digitized unless
permission is obtained.

8. 1. 4 Documentation
Materials or collections that are completely or partially described, captioned, labeled,
processed, or catalogued will be given priority for digitization. Other instances will be
handled on a case by case basis depending on factors such as the type and depth of
description required and need for research etc.

8. 1. 5 Accessibility
Materials that are hard to access due to preservation concerns or are only available to a
limited audience due to security restrictions will be given priority for digitization.

8. 1. 6 Fare Use
Materials that are heavily used by researchers, other patrons and staff will be given
greater priority for digitization. The purposes is that, rights management information
would encompass any information identifying the work, the author, etc., regardless of
who created the information or for what purpose, provided only that it is "attached to a
copy of a work" or "appears in connection with the communication of a work to the
public." Libraries and other information service providers and intermediaries produce
information that would fall within the scope.

8. 1. 7 Diversity
Materials that represent the cultural, political, social, geographic, and/or economic
diversity will be given priority.
8. 1. 8 Value
Priority is given to high-value, at-risk materials of national interest. The delivery of a
digital reproduction is highly desirable for materials in this category, in part, to serve
preventive preservation, as well as security, goals by reducing the handling of originals.
Materials that have high research or evidential value and/or are of particular interest to a
key audience will have high priority for digitization.

8. 1.9 Potential for Added Value

Materials for which access will be substantially improved by digitization and which have
a high potential for added value in the digital environment will be given priority.
Examples of added value that the materials may lend themselves to include:
- Creation and addition of supplemental resources to allow users to better understand,
navigate, and use the collection;
- Linkages between materials;
- Virtual collections of materials based around a creator, topic, subject, or similar theme;
- New metadata description and finding aids in electronic form;
- The ability to search through the creation of electronic text.

8. 1.10 Duplication of Effort

Materials that are publicly available in digital form elsewhere at a level of quality that
meets the needs of the audience of the digital libraries will not be digitized. The DLG
Portal Service may link to items related to the mission of the digital library.

8. 1. 11 Cooperative Potential
If the materials have the potential to be related to others held by different repositories or
organizations, including materials already digitized or being considered for digitization,
the priority for digitization is higher if it is likely that a cooperative or multi-collection
digitization initiative may result.

8. 1. 12 Availability of Local Resources

Cooperative potential of the repository with other organization can provide support in the
form of time, equipment, or funding. Specially at a local basis to digitize materials to the
standards required by the digital libraries collections may be given greater priority to take
advantage of these opportunities.

8. 1. 13 Technology
Materials for which appropriate technology, processes, and best practices already exist
for digitization will generally have priority. Projects that explore or require
implementation of new technologies will be considered depending on the availability of
resources and funding.

8.2 COLLECTION WISE POLICY

8.2.1 Electronic Journals, Full-Text, Indexing and Abstracting Databases:
Goals: To access of high quality electronic journals, primary database and complete
range of full-text databases that serves the specialized scholarly interests throughout all
subject areas.
Observations: The acquisition of any particular electronic journal or databases will focus
on acquiring from respected publishers. These are notable for their ease of use and cost-
effectiveness.
Qualifications: E-journal publishers vary greatly in their familiarity with electronic
publishing issues and in their familiarity with needs of the scholarly and library
community. Databases must be constantly monitored as the specific resources covered
and directed at different audiences and designed for different purposes may also have
significant overlap in coverage. In some cases databases and e-journal publishers have
unrealistic expectations as to the prices libraries can afford and in the technical and
format barriers they expect libraries to scale in order to access. The library has limited
funds and time that can be devoted to problematic publishers.

8.2.2 Primary Resources:

Goals: Identify selected content that has value for academic, training and research in the
organization, would benefit from being more widely available in digital form.
Observations: The nature of primary resources used in different disciplines varies
significantly. The primary resources may be manuscripts, pamphlets, books, official
records, photos, paintings, audio clips, data sets, lab reports, digital files, etc
Qualifications: Material is available in a number of ways including licensing via
commercial vendors, free via the Internet, or via resource sharing agreements with other
institutions. The potential use and value of the material must be weighed against its cost
and the amount of resources and its provisional requirements. Consultation with users
and consideration of the experiences of other institutions with the material is especially
valuable in considering selection.

8.2.3 Digitization of Local Materials:

Goals: Identify local materials which is widely available would aid organizational
academics, research and training, promote scholarship, deepen understanding of human
culture, and benefit the country citizens/users.
Observations: Local materials are digitized both to provide wider access, and to preserve
them for future generations.
Qualifications: Digitization requires a significant investment of local resources and is not
undertaken lightly. Long-term value to the academic community, congruency with the
library and organizational objects and interest, and its significance to worldwide users of
the Internet are all important considerations.

8.2.4 Online Books:

Goals: To contract with vendors for permanent online digital rights to selected current
academic and trade books.
Observations: These services are new but growing in number. Initially libraries will
purchase rights to reserve items, high circulating popular scholarly items, and
convenience books such as reference items or items that are frequently consulted.
Qualifications: Until these services become reliable, the organizational libraries will
continue its general policy of fiscally conservative experimentation.

9. CONCLUSION
Several free digital Library software packages are available in recent time, the creation
and sharing of information. Digitization has to respond the technological innovation, to
provide clarity, and to ensure fairness and balance both for rights owners and for users.
Digitization has opened up new audiences and services for libraries, and it needs to be
integrated into the plans and policies of any institution to maximize its effectiveness.
Digitization is a complex process with many crucial dependencies between different
stages over a time. Utilizing a holistic life-cycle approach for digitization initiatives will
help developing sustainable and successful.

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