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WILLIAMSBURG REGIONAL LIBRARY
COLLECTION MANAGEMENT HANDBOOKTable of Contents
This policy sets forth the principles that guide the Williamsburg Regional Library in the development and maintenance of its collections. It helps staff manage collections in a consistent, rational fashion, and it communicates the library’s collections practices to patrons. This document is subject to ongoing review and revision as it reflects the changing needs of patrons and the resources available to meet those needs. Introduction
The Williamsburg Regional Library exists to sustain the community cycle of reading, learning and understanding, from preschool children learning from the people around them, to post-school adults directing their own learning. Providing excellent collections of print, electronic, and multimedia resources—both onsite and through a variety of access mechanisms—is a key means of accomplishing of this mission.
The library aims to build and maintain practical, useful collections which patrons and library staff consult and check out regularly. As an institution devoted to serving the citizens of Williamsburg, James City County, and upper York County, the library and its materials focus on the current and ongoing needs of the community as a whole. This focus does not eliminate the consideration of individual and anticipated needs, but it means that such needs may be addressed through mechanisms other than onsite collections. The proximity of libraries at the College of William and Mary and Colonial Williamsburg, for example, permits the library to forego the management of scholarly research materials. The library refers patrons to other libraries when appropriate and also procures materials for them through Interlibrary Loan.
The Williamsburg Regional Library consists of a bookmobile and two buildings, the Williamsburg Library (WL) and the James City County Library (JCCL). The Youth Services collections at these facilities are functionally similar, as are the circulating Adult Services collections. Due to cost and space constraints, however, the print-based Adult Reference collection (including local documents and genealogy materials) is more comprehensive at the Williamsburg Library. All circulating materials are accessible to patrons at either facility through the library’s reserve and delivery services systems.
Authority and responsibility for collections rest with the Williamsburg Regional Library, first through the collections librarians in Adult and Youth Services, then with the Collections Group Chair and the Director, and ultimately through the Board of Trustees. While staff are available to help patrons locate age-appropriate materials for children, final responsibility for a minor’s use of library collections (both print and electronic) rests with the parent(s) or legal guardian(s).
Collection Development
Selection
Staff ensure that the library offers the best collections possible within the constraints of funds available by regularly evaluating publications in all formats and recommending for inclusion those that best meet the needs of the community. Selection of materials is based, whenever possible, on reviews, standard bibliographies, and lists of notable titles. In the absence of reviews or other evaluative sources, selectors use professional judgment to determine works’ suitability for the collection. Selectors use the following criteria to assess materials. These criteria form a matrix for decision-making; each factor is considered in relation to the others and no one criterion is solely responsible for an item’s presence in the collection.
- Demand
Patron requests and recommendations are significant components of the selection process; they often indicate widespread interest in an author, title, or subject area. Library staff also use their knowledge of authors and subjects popular with the library’s patrons when making selection decisions.- Audience
The library collects two basic types of materials: general, popular items that meet the needs of the community as a whole and items that support the local school curriculum through the secondary level. Items designed for scholarly or highly specialized audiences are not within the scope of WRL’s collecting efforts.- Quality
Selectors consider authors’ and publishers’ reputations; the scope, thoroughness, accuracy, and timeliness of information presented; and the physical attributes (e.g., durability and condition) of items.- Existing Collection
Selectors consider potential acquisitions in light of material already available in the library’s collection and plans for that collection’s management.- Price
Price factors into every selection decision. High-priced items obviously receive extra scrutiny. Less expensive items are also considered carefully, however, as every title (even a free one) incurs the overhead costs of acquisition, cataloging, processing, and shelving. In all instances, the library strives to obtain the best value for its collections dollars.- Format
The library collects materials in many formats—print, microform, audiocassette, videocassette, CD (audio and multimedia), and online. When items are available in just one format, their selection is governed by the principles listed above. When items are available in multiple formats, the library selects the format(s) that best serve its patrons’ interests. In many instances, this strategy means that the library selects the same title in two formats (such as a printed book and its companion book-on-tape). In other instances, however, the library may select one format that’s best suited to the material presented (choosing, for example, the online rather than the print version of a reference tool). The library’s decision to venture into new formats is shaped by patron demand as well as the availability of funds for the material itself and associated processing and storage costs.Gifts
The library gratefully accepts donated materials, adding items that meet its selection criteria to the collection. Items that are not added to the collection may be given to the Friends of the Library for sale. Proceeds from that sale support library collections and programs. The library also offers a variety of options for monetary gifts to the collection, including the purchase of honorary and memorial titles. Details are available from the library’s Development DirectorCollection Maintenance
Withdrawal
The library regularly withdraws materials from the collection. Reasons for withdrawal include wear or damage which cannot be repaired; infrequent use; and knowledge that a resource is no longer accurate, current, or timely. The Friends of the Williamsburg Regional Library may sell withdrawn but usable items. Worn out items are withdrawn and discarded.Duplication and multiple copies
Although the circulating collections at the Williamsburg and James City County Libraries are functionally similar, they are not identical. Selectors often choose to purchase a wide variety of titles to be distributed between buildings rather than duplicate copies of a smaller group of items. In cases where heavy demand is anticipated or apparent, however, the library strives to maximize titles’ availability through the purchase of multiple copies.
The library collects materials that appeal to a wide spectrum of community interests and tastes. Consequently, not all materials in the collection will appeal to all individuals. This principle may be especially noticeable in the Youth Services collection, where items meet the needs of children ranging from infants to teenagers. The library encourages parents and guardians to review its materials and use the ones they deem appropriate for their families. Collection Reconsideration
Patrons may discuss concerns about library materials with staff at the Youth Services or Adult Reference desk. If these discussions do not prove satisfactory, concerns about Youth Services materials are referred to the Youth Services Director and objections to Adult Services materials are referred to the Adult Collections Librarian. If, after talking with these managers, the matter is still not resolved, the patron may complete a written “Request for Reconsideration of Library Resources” form (see Appendix A). The appropriate manager responds to completed forms within 7 days of their receipt, examining the work in question, checking for reviews, and continuing the negotiation process. If the manager’s response does not prove satisfactory, the next appeal is to the Library Director. Such appeals receive the Director’s written response within 14 days of receipt.
Final appeals may be made to the Library’s Board of Trustees. Once a final appeal is received, the board conducts a hearing at its next regularly scheduled meeting. The Board may consider the matter until the following regularly scheduled meeting. The Board will issue a written response to the appeal within 10 days after this second, regularly scheduled meeting.
The Williamsburg Regional Library provides public access to the Internet, a medium that offers a previously unimaginable array of information. Like any medium, it can be and is used for good and ill—for purposes ranging from the provision of useful, authoritative information to the transmission of speech which is not constitutionally protected (such as child pornography) . The library has developed an Appropriate Use Policy for the Internet (see Appendix B) to address the presence of this medium in its collection. Internet Resources
Collection Management Procedures
WRL Collections Group
The library’s collections activities are guided by a Collections Group consisting of representatives from Administration, Circulation, Reference, Technical Services, and Youth Services. The Support Services Director chairs the group. It serves as a forum for the exchange of information among the staff involved in the library’s diverse collections activities; makes recommendations to the Director on the allocation of the collections budget; and makes recommendations to the Director on collections policies and procedures. The group also serves as think-tank, engaging in strategic direction setting for the library’s collections.
Adult Services Department
Collection Development
The Adult Services collection exists to meet the life-long learning needs of the WRL community from middle schoolers through adults. The collection consists of materials in a wide range of formats — print, microform, audiovisual, and electronic, and includes materials for both recreational reading and viewing as well as for formal and informal research and study. These materials are selected by the reference department staff based on their analysis of the community’s information needs and on their knowledge of the materials that are available for addition to the collection. The Williamsburg Regional Library maintains a strong adult collection by having all reference librarians select materials across the entire range of subject areas as well as maintaining their own collection areas. In addition, reference staff use patrons’ requests for specific materials or for information on a particular subject as a tool to keep aware of developing information needs in the community and to shape the collection in response to those needs. Material is selected for inclusion in the collection based on multiple criteria, among which are authority, accuracy, timeliness, format, presentation, and price. The collection is also built through special development projects that focus on a specific collection area chosen by the department. Funding for these projects may come from Friends of the Library grants, or may be set aside from the adult materials budget. Increasingly, the World Wide Web is being used as a resource by both library staff and patrons. The Reference staff, under the direction of the Web Committee representatives, is creating web pages of links to Internet resources arranged by topic. These pages provide patrons and staff alike with accurate and authoritative sources of information via the Internet.Collection Maintenance
Overview
Each librarian in the adult services department is responsible for the maintenance of one or more collection areas. A significant part of this responsibility involves ensuring that the materials in our collection are accurate, up-to-date, in good physical condition, and reflect the interests of our patrons. There are a variety of ways that librarians analyze and review the collection.Dynix circulation reports serve as one evaluative tool. The librarian compares titles with low circulation to others in the same area that are being used. Unused titles may be withdrawn, and additional copies of similar titles or ones on related topics may be added. Additional Dynix reports alert staff to missing items.
Items that have been taken from the shelves due to poor condition are examined in the context of their collection. Some are repaired or rebound, but many are replaced with newer editions or similar titles.
Patron requests for specific titles or subjects lead to an examination of specific areas and result in the replacement of outdated materials as well as the purchase of additional new materials. Dynix reports of items with several patron holds and items for which patrons have been waiting more than three months lead to purchase of additional copies of items.
Publishers’ catalogs for specific subjects are routed to librarians responsible for those collections. We rely on reputable publishers’ series for the most current trends, topics, and editions in certain fields such as computers and technology, business, test preparation, travel, and social studies topics for students.
Standing orders with publishers and book distributors ensure that the library receives the current edition of many titles that are updated on a regular basis. These titles are concentrated in the travel, law and government, education, and current events areas. The retention pattern is set in our computer system so that weeding is tied immediately to the acquisitions process. Librarians review the standing orders for their collection(s) annually. A significant standing order is the Baker and Taylor program for popular fiction. The library automatically receives from 2 to 40 copies of new books by approximately 200 popular authors. The list of authors included and the number of copies for each author is reviewed annually.
Specific Techniques
- Weeding
The librarians responsible for specific areas of the collection do weeding of the adult collection on a regular basis. The following activities form the basis of this ongoing task.
Annual examination of the collection
At least one building’s entire print collection at is examined each year. Various reports generated from the online catalog and circulation system statistics are used as the basis for this examination. The reports of items with low circulation or no recent circulation serve as a starting point for weeding. Librarians evaluate those items in comparison to other titles in the collection area and decide to retain or discard specific volumes.- Ongoing shelf examination
Librarians browse their collection(s) throughout the year and remove items based on several criteria. Among these are:
- Duplicate copies of former bestsellers
- Superseded editions
- Books containing out-of-date information
- Books that are no longer appealing because of newer similar volumes
- Books that are in poor condition and need to be replaced with a new copy or a similar title
- Lack of space for new material
- Serials maintenance
Certain types of materials have retention and weeding patterns established in Dynix. As new editions are checked in, superseded ones are weeded according to the criteria for that specific title. These materials include:
- Magazines
- Reference serials such as Value Line
- Reference and circulating titles that are updated regularly and cataloged through the Dynix serials module. Examples are college guidebooks, government directories, travel guides, and automobile price guides
- Damaged materials
The Circulation and Collection Services departments route damaged materials to the Reference staff for evaluation. Librarians evaluate the items for weeding or replacement.- Audiovisual collection weeding
At this time the audiovisual collection (feature and nonfeature videos, recorded music and audiobooks) is weeded primarily for shelf space and because of the condition of individual items. The overall use of these collections is quite high and we have not needed to weed based on low use, although that will become a consideration in the future. Comparative use is a factor in replacement decisions.
Individual Collections
Collection Name: 000-099 (Generalities, Software, Internet, and Hardware)Describe your collection area: The 000s are easily characterized as the Dewey range containing the most disparate materials. From grant-writing to the supernatural to computers to trivia lists, this bound(ary)less area includes titles that cross-disciplinary lines and address broad issues of knowledge, information and scholarship. It is the smallest (#titles) range in the WRL collection.
What types of books do you buy and why? Selections are centered on grants and foundations titles, guides to the publishing industry and encyclopedias for which currency and accuracy are the major factors. To a lesser degree museum science and book selection titles figure as significant components of this collection area. Both reflect demonstrated community interest, while book review indexes and various bibliographies and similar lists are important tools for professional library staff. Try to have a variety of “series” on the most popular hardware and software. Trying to “archive” at least one copy of older versions of software and repair/upgrade manuals.
Collection Name: 100-199 (Philosophy)
Describe your collection area:
History of philosophy and major philosophical writings (primary sources)--small collection. History of psychology and major psychologists (primary sources)--small collection. Popular psychology and occult make up majority of the collection. Ethical issues.What types of books do you buy and why?
Patron demand drives the purchase of current popular psychology. Collection on ethics is aimed at student school use (death penalty, euthanasia, animal rights, etc.).Collection Name: 200-299 (Religion)
Describe your collection area:
General overview and philosophy of world religions, denominations, with emphasis on Christianity, the Bible, devotional and historical materials; Judaism; comparative religions other than Christianity, including New Age, Native American, African, Near and Far Eastern religions, classical mythology--all geared toward reflecting all religions but emphasis reflecting our community (mostly Christian) and the population we serve (students-high school and adults)What types of books do you buy and why?
Titles that are broad in scope, have wide appeal, by renowned authors in their fields, standard publishers, and ones that get good reviews. With the college nearby, scholarly-type material is not included in our collection.Collection Name: 300-319 (Social Sciences)
Describe your collection area:
Circulating: Social studies, world population, social groups in the modern world, with emphasis on specific popular groups such as families, women, blacks and alternate lifestyle overviews; surveys of cultures and communities worldwide.
Reference: General world social and economic surveys and statistics of various aspects of world nations, with basic historical statistical data and emphasis on current statistical data.What types of books do you buy and why?
Overviews of social groups aimed at general lay population, not beyond high school level, and reflecting latest popular trends and latest statistical data. Much of the collection is geared toward high school students doing reports.Collection Name: 320-329 (Government and Politics)
Describe your collection area:
Ranges from books on civil rights, censorship, elections, Congress to books on foreign policy and U.S. politics. Reference works include government directories, general works about politics and Congress and CQ. Web sites are increasingly useful.What types of books do you buy and why?
Popular political titles, often on bestseller lists. Known publishers (academic presses, often) for solid directories and background material, often geared toward high school students.Collection Name: 330-339 (Economics)
Describe your collection area:
Careers, managing money, investment topics, real estate licensing, natural resources, endangered plants and animals, tax topics, company directories, “How they did it” business success stories.What types of books do you buy and why?
Circulating: New copyrights and reputable publishers. Standing orders for some serials and jobs titles. Anticipate titles of interest to seniors, especially investment titles. Endangered species books are heavily used by students.
Reference: There are many expensive, popular reference serials in this area. We are limited to the tried-and-true titles like ValueLine and Morningstar. We don’t purchase reference serials that are very narrowly focused or that contain information that can be found in other sources (e.g., quarterly serial that rates financial newsletters, as top picks can be found in magazine articles). Web sites are increasingly important.Collection Name: 340-349 (Law)
Describe your collection area:
Circulating: Self-help guides for common legal problems--divorce, custody, wills, etc. Student materials re: First Amendment. Legal career information.
Reference: No primary materials except local codes, VA Code, VA Register, Building and Electrical Codes. Encyclopedias of Law and Attorney directories.What types of books do you buy and why?
Self-help, form books, basic business law texts, famous trials and Supreme Court decisions. High loss in divorce and bankruptcy titles.Collection Name: 350-359 (Public Administration)
Describe your collection area:
Armed forces histories, weapons, U.S. Presidency, military uniforms, government job info, civil service exam, world armed forces battles, government directories.What types of books do you buy and why?
Circulating: Reputable publishers; some older titles, mostly new. Military uniform books, especially colonial and Civil War.
Reference: Current state and federal government directories. Most titles have the most current volume at WL and are purchased every other year. Civil service tests, particularly ASVAB - to keep up-to-date and replace high loss areas.Collection Name: 360-369 (Social Problems and Services, Associations)
Describe your collection area:
Circulating: Current social issues and societal problems reflecting a variety of views, pros & cons, criminology, true crime, general info on clubs, volunteerism, nonprofits, etc.; general insurance info.
Reference: General statistical data of social groups, the aged, social services, children and adolescent social problems and crime statistics. Current data as well as some historical.What types of books do you buy and why?
Books that represent all sides of an issue; keep up-to-date by purchasing latest editions; books that get good reviews, aimed mostly at school-related projects and general, popular interests, such as true crime and Medicare and life insurance.Collection Name: 370-379 (Education)
Describe your collection area:
Education.What types of books do you buy and why?
We buy many directories, including college guidebooks, scholarship information, private school directories and trade school information. Many are in Reference with duplicate or superseded copies in Circulation. The Circulating collection contains titles of interest to parents and students at various levels of education. These include books about the education system, test guides for GED, SAT, etc., and the college application process.Collection Name: 380-389 (Commerce)
Describe your collection area:
Consumer info: Retail, wholesale, direct marketing, shopping. Communications: Postal, broadcasting (radio, TV, video). Transportation: railroads, water, air, roads.What types of books do you buy and why?
Direct marketing catalogs (current in Reference, older in Circulating) for company addresses, etc. Postal exam books: High use, need to keep enough copies. Phone books, especially business and specialized (toll-free).Collection Name: 390-399 (Customs, Etiquette, Folklore)
Describe your collection area:
Description and explanation of dress and costumes (including wedding dress), ceremonies, festivals, and holidays. In reference collection are dictionary and ready reference items. More in-depth description found in circulating collection of customs and holidays. Folklore also included but mythology, when considered as religion, is found in the 200s.What types of books do you buy and why?
Wedding and bride etiquette need to be kept current as well as festival and holiday books.Collection Name: 400-499 (Languages, including audiotapes)
Describe your collection area:
Circulating: Dictionaries: Current editions of English and foreign language as well as abbreviations, slang, etymology, ASL, cliches, proverbs. Additional foreign language coverage (exercise books, practice cassette tapes). TOEFL preparations and videos.
Reference: Dictionaries: Current editions of English and foreign language as well as abbreviations, slang, etymology, ASL, cliches, proverbs.What types of materials do you buy and why?
Language tapes and exercise books as they get high use. Replace dictionaries if necessary.Collection Name: 500-569 (Pure Sciences)
Describe your collection area:
General science including scientific biography, mathematics, astronomy, chemistry, physics, and earth sciences, paleontology.What types of books do you buy and why?
Circulating: Mathematics review and test guides from beginning arithmetic to calculus; at least one basic textbook for each of the other subject areas; field guides to astronomy and geology; popular books for the interested layman; books on weather and natural phenomena for students.
Reference: Fairly extensive collection of specialized encyclopedias and dictionaries at varying levels of sophistication; strong collection of scientific biography for student reports; books on chemical elements and compounds for student reports at various grade levels.Collection Name: 570-599 (Pure Sciences)
Describe your collection area:
Basic information on biological sciences aimed at students and adults with an interest in science.
Field guides to plants and animals.What types of books do you buy and why?
Local interest in bird watching leads to demand for current books and guides. Current works on biology and evolution aimed at lay readers.Collection Name: 600-619 (General Technology, Consumer Health and Nutrition)
Describe your collection area:
Small collection on inventions and inventing. Wide range of lay-oriented consumer health materials---anatomy, diseases, wellness, alternative medicine, addiction, mental health, family medicine, nutrition. This is a high-use, high-interest area. Nursing and allied health career information and exam guides. Reference includes some physician level texts--diagnostics, surgery, pharmaceuticals.What types of books do you buy and why?
Range includes student use and low-reading level texts. Predominately new copyright dates, major publishers (authority) including academic presses. Some physician-level texts but rely on Williamsburg Community Hospital and Riverside libraries. The Phillip West Cancer Resource Center provides additional online resources.Collection Name: 620-629 (Engineering)
Describe your collection area:
Mechanical and technological material: Engineering, automotive, repair/wiring manuals, vehicles, space flight.What types of books do you buy and why?
Heavy emphasis upon repair manuals, especially Chilton’s automotive, but also on repairing appliances and electronics such as TVs, VCRs, refrigerators. Also, works on engineering and history of technology--good for school projects. Vocational guidance materials. Automobile buying and price guides.Collection Name: 630-639 (Agriculture)
Describe your collection area:
This includes domesticated animals from gerbils to horses, and gardening: trees, shrubs, vegetables and flowers, indoor gardens.What types of books do you buy and why?
Up-to-date books on dog training, specific dog breeds, horse care; also many new gardening books.Collection Name: 640-649 (Home Economics and Family Living)
Describe your collection area:
Time management, home economics, cookbooks, home brewing, home remodeling, home repairs, kitchens and baths, sewing, beauty, hair cutting, bodybuilding, marriage, retirement, parenting, care-giving at home.What types of books do you buy and why?
Current titles, especially in response to patron requests. Basic works in various areas for novices.
Wide assortment of cookbooks (very popular).Collection Name: 650-659 (Management and Auxiliary Services)
Describe your collection area:
Business schools, GMAT, general management, resumes and cover letters, clerical exams, typing, shorthand, word processing programs, CPA, small business topics, interviewing, marketing, modeling, public relations, telecommuting.What types of books do you buy and why?
Standing orders for some jobs titles. Emphasis on small business topics. High loss rate of resume and cover letter materials means more purchases.Collection Name: 660-699 (Engineering, Manufacturing, Manufacturing, Construction)
Describe your collection area:
Chemical engineering, manufacturing, manufacturing for specific uses (e.g., papermaking), buildings, construction.What types of books do you buy and why?
Well-reviewed titles engineering and manufacturing titles that are affordable and written for the lay person. Building and construction: High use area; titles useful to homeowners and families.Collection Name: 700-709, 720-779 (Fine Arts)
Describe your collection area:
Art history, architecture, sculpture, drawing, decorative arts, painting, graphic arts, photography.What types of books do you buy and why?
Titles concerning above topics that are well reviewed and affordable (gift money often available). Coin and stamp catalogs, decorating, interior decoration.Collection Name: 710-719 (Landscape Art)
Describe your collection area:
This is a large collection on gardens, specific gardens and garden designs.What types of books do you buy and why?
Many books on gardens. This is a very popular area and we have many gift books from garden clubs.Collection Name: 780-789 (Music)
Describe your collection area:
Musical instruments and music history both in reference and circulating collection. Popular songbooks from early 20th century to present. Opera and Broadway histories and guides. Music instruction books (small collection, only basic level).What types of books do you buy and why?
Reference collection has indexes to songs, collections of hymns, national anthems, etc., as well as biographical sources for musicians.Collection Name: 790-799 (Sports, Games, Performing Arts)
Describe your collection area:
Sports, games, and the performing arts (including radio, TV, film, theater).What types of books do you buy and why?
Books about popular TV series or film genres, video-film guides, how to play/train for a sport. Acting, dance. Non-fiction sports books not classified as biographies.Collection Name: 800-899 (Literature)
Describe your collection area:
Books on literary subjects, general literary criticism, author studies, literary anthologies, poetry and drama. Books about foreign literatures and a few in foreign languages.What types of books do you buy and why?
Books to support high school research papers. Books of general interest on literary topics. Books about major authors/works in the canon. Avoid books of a highly specialized or academic nature unless they are well reviewed in the popular press or are recommended for public library collections. Poetry: Major authors, prizewinners, local poets, some anthologies (Southern poets, especially). Drama: Major authors, prizewinners anthologies and selected plays.Collection Name: 900-909, 920-999 (Geography, Biography and History)
Describe your collection area:
As defined, this collection area encompasses three major disciplines, all related to the recording and interpretation of past events and the setting in which those events occurred. Materials include collective biographies, atlases and research guides, as well as monographs and more general accounts. The collection is basically general and popular in which works concerning the United States, Virginia and the immediate region are most prominent.What types of books do you buy and why?
Selection is governed by the needs and interests of both students and general readers, thus depth and scope are key considerations. Scholarly titles are added judiciously and a variety of interpretations and treatments of a given topic are sought. Particular attention is given to maintaining and developing a collection that is complementary to those at neighboring libraries, both especially strong in American history and related reference works.Collection Name: 910-919 (Travel)
Describe your collection area:
Domestic and foreign travel. Special emphasis on Virginia, Mid-Atlantic, Eastern United States, and Western Europe. Guidebooks for most countries or at least regions of the world, guidebooks for all 50 states. Atlases, gazetteers, books on explorers.What types of books do you buy and why?
Standing orders for popular guidebook series (e.g., Fodor’s, Frommer’s, Eyewitness— for U.S. and foreign destinations) for both buildings. Specialized travel (camping, B&Bs, family travel, historic sites for East Coast U.S., especially Mid-Atlantic region and Florida.Collection Name: Adult Basic Education (ABE)/English as a Second Language (ESL) (circulating only)
Describe your collection area:
Materials are used to help adult literacy patrons and for those who are learning English as a second language. The collection includes abridged fiction books with tapes, general fiction and biographies, and a variety of exercise books. The ESL collection includes numerous audiotapes/books that teach English from a number of foreign languages.What types of materials do you buy and why?
Updates and additional material to support the collection.Collection Name: Audiobooks
Describe your collection area:
Works of fiction in all genres and nonfiction works, primarily unabridged.What types of materials do you buy and why?
Predominantly fiction. Lots of mystery and some science fiction. Also, best selling titles as this is what patrons want. Classics to a lesser extent. Popular nonfiction titles.Collection Name: Biography
Describe your collection area:
Biographies of historical figures and important world figures, especially Americans; celebrities and other popular culture figures.What types of books do you buy and why?
Generally important people that have a major role in the world or some particular field. Good for research and general interest. Popular figures such as celebrities, by popular demand. Famous people become very popular to read about when they die.Collection Name: Feature Videos
Describe your collection area:
Movies.What types of materials do you buy and why?
Award winners, foreign films, special interest, PBS series, unique titles not likely to be found in video stores - once price has dropped (8-12 months after theatrical release).Collection Name: Fiction
Describe your collection area:
Popular, best-sellers, using the B&T best-selling authors list for standing orders; general classics collection, multiple copies of best sellers; general back title collection of popular authors (1 copy); general representation of best-selling foreign/English translation titles from other countries, but with main emphasis of contemporary American published in the United States and covered in U.S. review journals; no graphic novels; good reflection of all genres.What types of books do you buy and why?
Must have good reviews; wide popular appeal and available from B&T or Ingram. In Fiction Catalog, for less popular. Multiple copies of popular titles.Collection Name: Large Print
Describe your collection area:
Large print materials, both fiction and nonfiction.What types of books do you buy and why?
Much of it is standing order of certain large print sources; also a number of individual titles. There is increasing interest in and availability of nonfiction.Collection Name: Local Documents
Describe your collection area: The library maintains a collection of local government documents from the City of Williamsburg, James City County and York County. These documents include: agendas and minutes of the governing bodies, planning commission agendas and minutes, school board agendas and minutes, budgets, comprehensive plans and other reports and publications.
What types of books do you buy and why? No purchases.
Collection Name: Mystery
Describe your collection area:
A very popular collection of mystery novels, primarily by British and American authors. Many titles are in series and we keep back titles by contemporary authors. Classic titles.What types of books do you buy and why?
Titles covered in standard review sources. Many patron requests.Collection Name: Nonfeature Videos
Describe your collection area:
Biography, travel history and how-to videos predominate. Informational videos for students to complement the print collection.What types of materials do you buy and why?
Community interest in travel worldwide and within the United States. Videos to complement the print collection is areas such as art, crafts, topical issues, etc.Collection Name: Paperbacks
Describe your collection area:
Classics paperbacks, including donated copies of Cliffs Notes and Monarch Notes. Currently, purchasing is restricted to several publishers’ series (Star Wars and Star Trek, Arabesques, Harlequin, etc.) that are catalogued and shelved by series name. A very few (10-12 per year) original paperback romances are added, but most of these are placed in the fiction collection.Classics paperbacks are added based on reading lists from the schools and performances by area theater groups. This collection is distinct in content, not just in binding.
Collection Name: Periodicals
Describe your collection area:
Magazines and newspapers.What types of materials do you buy and why?
Fairly standard magazines; try to have one for many, diversified interests in this community. We subscribe to several online magazine and newspaper databases.Collection Name: Recorded Music
Describe your collection area:
This collection includes both cassette and CD recordings of vocal and instrumental music from ancient eras to the present day. While music of the western world predominates, the traditions of Asia and Africa are also represented. Collection categories are: classical, popular (pop, country, R&B, reggae, world, new age, etc.), jazz, national (including folk) and musicals. Emphasis is on the acquisition of CDs; cassettes are no longer purchased and are retained as a core collection of essential classics and most frequently demanded titles.What types of materials do you buy and why?
Of primary interest are recognized masterpieces and exemplary performances in all categories. Award winners and titles specifically requested are added as well. The offerings of local performing groups, as well as concerts in the region suggest possible new titles. The ultimate test of a selection is its contribution to a balanced and representative collection.Collection Name: Science Fiction and Fantasy
Describe your collection area:
Popular science fiction/fantasy books.What types of books do you buy and why?
Books that are well reviewed in Booklist/PW/Library Journal. Purchase both paperbacks and hardbacks. Since about 25 books each month are coming in under the SFWA Book Plan, and some are duplicates of titles we already hold, only ordering single copies of new titles unless there is an immediate demand for multiple copies. Also ordering some copies of classic science fiction titles that the library does not own when they are still in print. Using the Hugo, Nebula, and World Fantasy Award lists as a guide for collection development, along with some “best science fiction” lists.
Current FY Collections Plan
FY 2000
- Increase the visibility and the circulation of nonfeature videos by placing “New” stickers on them, and shelving them with the new nonfiction books at JCCL. Use circulation reports to monitor use.
- Increase the size of the audiobook collection to fill patron demand. Monitor the use of the enlarged collection. Expand the shelving available for this collection at both buildings.
- Decrease the size of the paperback collection and restrict it to a few publishers’ series
- Decrease the waiting time for popular titles by purchasing additional copies. Use the Purchase Alert and Unfilled Holds reports from Dynix to monitor the waiting times.
- Review online sources, both free and fee-based, for useful sites, and evaluate print reference sources in comparison to online sources.
- Use statistics on web site use to redesign the WRL web site to increase access and visibility of content pages on the site. Promote the reference use of the WWW by producing additional “Websites by Topics” pages for the WRL Web site.
- Examine the circulation patterns of the Williamsburg Library and the James City County Library to build complementary collections that reflect patrons’ use and interests. Utilize the semiannual Use and Holdings reports, the monthly circulation reports, and the lists of titles requested through RHAs to determine patterns.
Youth Services Department
Collection Development
The Youth Services staff selects library materials to update and develop certain subject areas and expand the fiction collection. Materials are selected from reviews, availability lists, vendor catalogs, bibliographies, and of course patron requests. The decision to include or exclude a specific item in the library’s collection is based on a number of considerations, although they may not all be applicable to each item:
- Demand
- Audience
- Quality
- Existing Collection
- Price
- Format
Collection Maintenance
The Youth Services department regularly focuses on collection maintenance, including weeding/withdrawals, lost items, and trace lists.
Weeding
This weeding policy provides general guidelines to assist in weeding. It is not intended to replace the judgment and experience of the department. Systematic weeding or the removal of materials from the collection occurs for the following reasons:Five guidelines should be considered during the weeding/withdrawals process:
- To make the best use of shelf space
- To place quality before quantity as a criterion for collection management
- To provide current, accurate information by discarding outdated materials
- To implement a replacement or rebinding program
- To make the shelves appealing to users by removing worn or ragged items
1. Condition:A. Age and accuracy2. Length of time in system
B. Whether the item is still in print
C. Cost of rebinding
D. Availability of other material for replacementA. In general an accurate book in good condition should be retained to see if it finds an audience. Over time, accuracy, space, and usage considerations should govern retention.3. Accuracy
B. The time a book remains on a shelf can vary from as little as 1 year to a few years, to meet the department’s needs.A. The Williamsburg Regional Library’s goal is to provide accurate, up-to date information for its patrons. We are not an archive and with few exceptions current material on any subject is preferred to older material.4. Space
B. When a choice must be made, old books should generally be weeded to make room for new ones. Exceptions can be made, however, for old books with better illustrations, organization, format, etc.A. Because we have limited options for expanding or rearranging collections, available space is a valid weeding criterion. Even though an item may contain accurate information, be in acceptable condition, and still be circulating, it is a candidate for weeding if newer material is available and space is limited. In most cases, newer nonfiction items will provide users with more reliable information.5. Usage
B. A fiction title with moderate circulation may be weeded because comparable books are available with high circulation.A. Usage figures for weeding are tied to available space. As space for material diminishes, higher circulation is needed in order to justify retaining an item.
B. Turnover rates can be used as starting points for determining the number of circulations needed to retain an item.Special Cases
Easy, Junior Fiction, and Young Adult Fiction books merit special weeding guidelines. Consider keeping the following types of materials that often have low circulation but are required each year.
- Award winners (e.g., Caldecott, Newbery, Jefferson Cup, Coretta Scott King) with marginal circulation. These titles often appear on student assignments. Also consider keeping any award winning books which are used in a specific building even if circulation is low.
- Book that appear on reading lists--these include lists produced by teachers as well as national, regional, and local lists such as Reading Rainbow, Virginia Young Readers, and the Battle of the Books.
- Classics--Keep copy(s) for school assignments as needed.
Lost Items
Lists of lost items are generated once a month for each building. The lists consist of titles that have been overdue for 90 days. Youth Services staff members review the lists to select titles for potential reorder.Trace Items
Trace lists are generated every other week in alternating libraries and books are located as time permits. Once an item is declared “lost,” it can be reordered or removed from the public database.
Picture Books Individual Collections
Picture books really are for everyone, but they find their greatest audience among preschool and early elementary grade children. Most of the books in this section can be read in one sitting, making them perfect for story-times and bedtime books. Despite the intended audience, older elementary students may independently read these titles as well. The best thing about reading these books with children is sharing their enjoyment of the story and illustrations. Children will absorb new vocabulary, hearing it in context and storing it away for a time when they, as readers, see it in print. Caldecott Award winners are usually found in this section.
Easy Readers
These books are for children who are beginning to read independently (typically ages 6-9) and are divided into three categories or levels. The first Easy Readers are books with controlled vocabulary with many words children can sound out. They also feature illustrations to help the child follow along in the story, and these pictures may provide clues to words that the child does not recognize. The second category, Short Novels, offers children movement from easy readers to beginning novels or chapter books. These books may have illustrations to help as well. The final category is biographies. Most of these books also have illustrations and they cover a wide spectrum of subjects.
Junior Fiction
Many children come into their own in these years (ages 9-13) because of the wide selection of books written for this age group. Certain children read voraciously and rely on librarians, teachers and parents to help them with a constant stream of new books to read. Books are starting to be divided into genres during this stage, to include: Adventure stories, Survival, Humorous, Historical Fiction, Sports, Mystery, Fantasy and Science Fiction. Most Newbery Medal Award winners come from this section, but occasionally a Newbery will be awarded to a Young Adult book.
Young Adult
Fiction writers who specialize in book for young adults or teenagers are some of the most creative and empathetic authors. They care about the emotions and concerns of this age group (13-18). These books become more sophisticated in theme, character development, and vocabulary. We start to find ambiguous endings that challenge readers to use their imaginations and think critically about the situations these characters face. Young adult literature speaks directly to this age group’s concerns and interests. The Newbery Medal has been awarded to a Young Adult book in the past, but usually the winner comes from the Junior Fiction section.
Non-Fiction and Biographies
The non-fiction area houses books dealing with factual information. Patrons will find book on the following subjects in this area: computers, religion, philosophy, political science, law, crime, languages (grammar, usage, dictionaries), pure sciences(earth science, biology, mathematics), applied science(medicine, diet, health), arts, literature and history(United States & World). The biography section consists of factual materials about people from all walks of life, including various nationalities from ancient time to the present.
Magazines/Periodicals
Back issues of Young Adult and children’s magazines circulate for 7 days. The timely nature of magazines as well as their variety of topics draws young readers’ and parents’ attention. By putting magazines in patrons’ hands we encourage them to read and gather information. Hopefully, patrons will return for supplemental information on specific topics of interest.
Special Collections
- Parent’s Corner
The Parent’s Corners in the Williamsburg and James City County libraries contain materials designed to parents and teachers with their child care responsibilities. It includes books on parenting skills, education, problem solving, and health concerns. It also includes books on bulletin boards, crafts, and literature. Audiotapes and videos are in this section as well.
Caldecott Reference
Both the Williamsburg and the James City County libraries maintain Caldecott reference collections. The items in this small section have each received the American Library Association’s award for the year’s most distinguished illustrated book. A reference copy (unavailable for checkout) is housed to meet the demands of student assignments and reading lists. Since these titles can be read in a single sitting, reference copies allow for consistent and convenient access to these important works.- Concept Books
Books in this collection focus on developmental learning areas like colors, shapes, numbers, the alphabet, and nursery rhymes. These books have been separated from the general collection to help parents, caregivers, and librarians find these frequently requested books quickly.
Current FY Collections Plan
January 2000
Goal: To provide, in multiple formats, the best possible collection for youth to promote emergent literacy among preschool children and to support the educational process of older children through providing supportive materials for homework assignments, providing supplementary materials for educators, and providing a variety of materials for leisure reading.1. In order to provide the best support for homework assignments, the non-fiction collection aimed at upper elementary and middle school students will continue to be evaluated during the 2000-01 school year and duplicates of the best sources will be purchased. The goal is to have fewer different titles, but more copies of those that best meet the need of recurring assignments.
2. Internet access in Youth Services using new products, limiting software, or filters, will be evaluated each year to be sure we are using those products that best meet the needs of our young users.
3. A pilot project allowing juvenile and young adult magazines to circulate will be started in January. This will be looked at during the year 2000 to see how the public receives it and whether it requires a lot of additional staff time in Youth Services, Support Services, Collection Services and/or Circulation.
4. Connections between the library’s collection and the current SOLs will be examined. Collection development will include the SOLs along with other existing criteria.
Bookmobile Youth Materials
Youth Services staff select juvenile materials for the Bookmobile. Some especially desirable subjects include: Native Americans, dinosaurs, sports, states, wars (especially World War I and World War II), colonial America, American history, weather, geological sciences, African American history, holidays and historical fiction. Most items are selected from review journals.
Internet Use Policy Appendix B
Internet Policies
Computer Use Guidelines
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