INFS 326. COLLECTION DEVELOPMENT SOLVED PAST QUESTIONS

Q1. a. Explain any five (5) reasons why libraries need a collection development policy.

Guidance for Selection: A collection development policy provides clear guidelines on what materials to acquire, in what quantities, and who is responsible for the selection process.

Balanced Collection: It ensures the library has a balanced and dynamic collection by specifying the scope of the collection and criteria for the selection of materials, helping to meet the needs of users effectively.

Institutional Knowledge: It provides the library with knowledge about its goals, objectives, and priorities, helping to maintain the strength of the collection and address weaknesses.

Community Analysis: Collection development policies help in understanding the community or user needs by outlining the objectives of the library and describing the users, ensuring the materials selected align with user needs.

Efficiency and Effectiveness: Having a collection development policy ensures that resources are allocated effectively, preventing the arbitrary provision of irrelevant resources, which could turn patrons away and waste time and money.

b. Briefly describe any method by which community analysis can be performed for collectionbuilding. [6 Marks]

Answer:

Community analysis for collection building can be carried out through various methods. One method is conducting surveys and interviews within the community to understand their needs and preferences regarding library materials. This could involve asking questions about the types of resources they would like to see in the library, their reading habits, and their information needs. Another method is to collaborate with community organizations, schools, and local authorities to gather insights into the community's demographics and interests. Additionally, analyzing local data such as census reports, school curricula, and community event calendars can provide valuable information for tailoring the library collection to meet the community's specific requirements.

C. .Explain the following types of library collections and highlight their significance anddrawbacks: Distance Collection; Comprehensive Collection; and Selective Collection.

Answer:

Based on the information provided in the text, we can explain the types of library collections as follows:

Distance Collection:

- Significance: Distance collections are inclusive and aim to acquire all or nearly all available materials on a particular subject. The main significance of a distance collection is that it provides access to specialized and less popular items, both offline and online. It ensures that a wide range of resources is available for researchers or users interested in a specific topic.

- Drawbacks: One of the drawbacks of a distance collection is that it attracts a high maintenance cost due to the extensive nature of acquiring all available materials. This makes it less common in information centers as it can be resource-intensive to maintain.

Comprehensive Collection:

- Significance: Comprehensive collections are exclusive and aim to acquire standard and noteworthy items. They represent the basic information needs of a library's primary user group. Comprehensive collections are arguably the most common type of collection and are selective in nature.

- Drawbacks: While comprehensive collections aim to acquire notable materials, they may not cover specialized or less popular items that users might require. This can limit the depth and breadth of resources available, particularly for niche subjects.

Selective Collection:

- Significance: Selective collections involve acquiring materials based on specific criteria, such as popularity, relevance, or user demand. They are tailored to meet the needs of the library's user group and are maintained to support research interests or curriculum needs.

- Drawbacks: One drawback of selective collections is that they may not encompass all available materials on a subject, potentially leading to gaps in the collection. This could limit access to certain resources that may be valuable to a smaller subset of users or for niche research purposes.

In summary, while distance collections provide extensive access to resources, they come with higher costs. Comprehensive collections cater to general user needs but may lack depth in specialized areas. Selective collections are tailored to specific user requirements but may overlook less popular materials. Each type has its own significance and drawbacks, catering to different aspects of library collection development and management.

Q2. a. Define selection and distinguish between selection by quality and selection by demand.

Selection in the library environment is defined as the process of deciding which materials to add to the library stock and in what quantities. There are two main schools of thought in the process of selecting library materials: Selection by Quality and Selection by Demand.

Selection by Quality argues that library materials should be chosen based on their quality. This means that only materials that will enhance the cognitive levels of the users should be selected. It focuses on the improvement of the library collection's overall quality.

On the other hand, Selection by Demand argues that libraries are funded by public taxes, and therefore what the taxpayer wants should be provided. This is also known as selection by quantity, as it emphasizes providing materials based on popular demand rather than focusing solely on quality.

In summary, Selection by Quality prioritizes the cognitive improvement of users through high-quality materials, whereas Selection by Demand focuses on meeting the public's desires and demands by providing materials that are popular and requested.

b. Explain any three (3) of the factors that may influence the selection of library materials.

1. Subject Matter: The subject matter of the materials is a critical factor in the selection process. Librarians need to consider the relevance of the content to the needs of the community the library serves. Materials should align with the educational, informational, and entertainment requirements of the library users.

2. Bibliographic Consideration: Librarians also take into account the popularity and reputation of the author or publisher when selecting materials. Works from well-known experts in their field or established publishing houses are more likely to be selected. This factor ensures that the quality of the materials meets a certain standard.

3. Cost/Price: The financial aspect is another significant factor influencing the selection of library materials. Librarians have to work within budget constraints and consider the cost of acquiring and maintaining materials. Limited funds may impact the quantity and variety of materials that can be added to the library collection.

c. The selection of library materials may present several challenges to the acquisitionlibrarian, especially in Ghana. Discuss any two (2) of these challenges and how they canbe managed.

In Ghana, the selection of library materials can be challenging due to financial constraints and the lack of selection aids/tools.

1. Financial Constraints: Librarians in Ghana often operate on limited budgets, making it difficult to allocate funds for acquiring materials. The rising costs of library materials exacerbate this issue. To manage this challenge, librarians can explore innovative ways of obtaining materials beyond government funding. Seeking assistance from sources like Old Students Associations or marketing library services to generate revenue for material acquisition can help address financial constraints.

2. Lack of Selection Aids/Tools: Difficulty in accessing bibliographies, abstracts, indexes, and book reviews hinders the selection process in Ghanaian libraries. Outdated or unavailable tools make it challenging to obtain accurate information on material costs, currency, and publication locations. Librarians can overcome this challenge by using their professional judgment or consulting colleagues for input. Additionally, visiting other libraries to explore available resources on various subjects can enhance the selection process by broadening their knowledge base.

d. State Ranganathan’s Five laws of library science and demonstrate how anyone of the lawsmay guide the collection development programme.

Ranganathan’s Five Laws of Library Science are as follows:

1. Books are for use.

2. Every book, its reader.

3. Every reader, his book.

4. Save the readers’ time.

5. A library is a growing organism.

Let's take the first law, "Books are for use," and demonstrate how it can guide the collection development program. This law emphasizes that books in a library should be made available for use, meaning that the collection should be developed based on the needs and interests of the patrons.

Incorporating this law into the collection development program would involve:

1. Conducting needs assessments and surveys to understand what types of materials the users want and need.

2. Acquiring materials that are in demand and align with the interests of the users.

3. Regularly evaluating the circulation statistics and usage data to identify popular materials that are being used and those that are not.

4. Weeding out materials that are outdated, irrelevant, or not being used to make space for new, in-demand resources.

5. Ensuring that the collection is diverse and caters to a wide range of interests and reading levels to serve the varied needs of the community.

Following the principle that "Books are for use" ensures that the collection remains dynamic, relevant, and serves the primary purpose of meeting the informational and recreational needs of the users.

Q3. a. To what extent do you agree with the statement: "Deselection is a time—consuming butnecessary library task"?

Based on the provided context, it is evident that deselection, also known as weeding, is considered a crucial aspect of collection management in libraries. It ensures that library materials remain useful, accessible, and up to date. Weeding is described as essential, though difficult, and an activity that must be regularly carried out. It is emphasized that no library can exist or survive without weeding or discarding materials.

Furthermore, reasons for weeding include making space for more valuable items, providing an updated collection, ensuring ease of use for patrons and staff, providing reliable information, encouraging care of materials, and giving feedback on the collection's strengths and weaknesses.

Given these points, it can be inferred that while deselection may be time-consuming, it is indeed a necessary and vital task in maintaining the quality and relevance of a library's collection. Therefore, there is agreement with the statement that "Deselection is a time-consuming but necessary library task."

b. Do libraries need a policy for deselection? Provide three (3) reasons for your stance.

Based on the information provided, libraries do need a policy for deselection, also known as weeding. Here are three reasons for this stance:

1. To Ensure Relevance and Currency of the Collection: Weeding is necessary to make space for more valuable items, provide an up-to-date and appealing collection, and ensure that the library's resources remain relevant to the current needs and interests of its users.

2. To Improve Ease of Use and Collection Management: Weeding helps make the library easier for patrons and staff to navigate, encourages patrons to handle materials carefully, and makes shelving of materials more efficient.

3. To Provide Feedback and Maintain Quality: Weeding helps the library to provide reliable information, encourage the handling of materials, and it provides feedback on the strengths and weaknesses of the collection. It also ensures that the materials available maintain a certain standard of quality.

In conclusion, having a policy for deselection or weeding is essential for maintaining a relevant, up-to-date, and high-quality collection in libraries.

c. Donations as a means of acquisition may be plagued by several setbacks. Identify any four(4) of them and suggest some ways by which they may be resolved.

Four setbacks associated with donations as a means of acquisition are:

1. Strings Attached: Donors may expect specific handling or placement of donated materials, which can limit their usefulness.

2. Space Waste: Irrelevant donations take up valuable space in the library, impacting the organization and accessibility of materials.

3. Infections: Donations may come with various infections, potentially compromising the health and safety of library staff and users.

4. Expensive Shipping Costs: Donations can be costly to process due to freight charges, sometimes exceeding the value of the collection donated.

Ways to resolve these setbacks could include:

1. Establish a Clear Donation Policy: Implement a policy that outlines criteria for accepting donations, ensuring that they align with the library's needs and standards.

2. Timely Assessment: Review donated items promptly to determine suitability and relevance, avoiding unnecessary space waste and processing costs.

3. Collaborate and Seek Assistance: Engage with stakeholders like Old Students Associations or external partners to help manage donations, easing financial burdens.

4. Generate Funds: Consider selling or donating unsuitable materials to generate funds for the library, offsetting shipping costs and supporting collection development.

d. Cooperative acquisition requires a thriving consortium. State any three (3) forces thatfoster a successful consorti.um among libraries.

Forces that foster a successful consortium among libraries include:

1. A belief in and commitment to cooperation by local administrators and library staff.

2. Equitable fees.

3. Clear understanding of local holding and local needs.

These factors are crucial in promoting successful cooperative acquisition among libraries.

4. a Print or electronic format: which will you recommend for an information Centre, andwhy?

For an information center, I would recommend having a combination of both print and electronic resources.

This approach, known as a dual collection, can cater to a wider range of users with varying preferences and needs. Print resources have advantages such as being easier for some individuals to use, especially those less technologically savvy.

They also have lower initial costs and are less fragile than electronic resources.

On the other hand, electronic resources offer benefits like faster updating, optimum access, and reduced burden in terms of storage, preservation, and maintenance.

By having a mix of both formats, the information center can accommodate different user preferences and needs, ensuring accessibility to a broader audience.

Additionally, the selection of resources should consider factors like cost-effectiveness, anticipated usage, and technical requirements.

This dual approach can provide a more comprehensive collection that meets the diverse needs of patrons, making the information center more attractive and useful to a wider range of users.

b. Explain any four (4) of the following licensing considerations for acquiring electronicmaterials: Access concerns; Use of the electronic information resource; Vendor supportand technical considerations; Flexibility and enhancements; Legal issues.

1. Access concerns: When acquiring electronic materials, it is crucial to consider access concerns. This includes ensuring that the licensing agreement clearly outlines who the authorized users are, which sites have access, the methods of access (such as IP filtering or login and password), and the archiving policy for perpetual access. It is important to have a well-defined archiving policy to ensure ongoing access to the information being licensed.

2. Use of the electronic information resource: The license for electronic resources should permit fair use of all information for educational, instructional, non-commercial, and research purposes. This involves addressing aspects like interlibrary loan, pay-per-view, viewing, downloading, printing, user statistics, liability for unauthorized use, and privacy and confidentiality of user information. Ensuring these elements are covered in the licensing agreement is essential for proper utilization of the electronic resources.

3. Vendor support and technical considerations: Vendor support and technical considerations are crucial factors to consider when acquiring electronic materials. The licensing agreement should address issues such as bibliographic data, commencement data, technical support, trial evaluation and product demonstration, user training and support, technical/customer support, system notification processes, customization, and data archiving. These considerations ensure that the library receives adequate support and maintenance for the electronic resources.

4. Legal issues: Legal issues play a significant role in licensing agreements for electronic resources. The agreement should cover terms of payment, grace period, the resource provider's authority to provide access, and the language of the license agreement. It is advisable to consult legal counsel before signing major license agreements to ensure compliance with legal requirements and protect the interests of the library or consortium.

5.a Discuss any three (3) challenges associated with donations and exchanges as methods ofacquisition.

1. Strings attached to donations: One challenge associated with donations is that some donors may attach strings to their donations, expecting certain conditions to be met. For example, a donor may require that all donated materials be placed in one specific location. This can restrict the flexibility of the library in organizing its collection efficiently.

2. Irrelevant donations: Another challenge with donations is that they may include materials that are irrelevant to the library's needs, wasting valuable space. In some cases, donated materials may not align with the library's collection development policy, leading to inefficiencies in managing the collection.

3. Cost implications: Donations and gifts can also pose challenges in terms of cost. For instance, the freight or shipment costs associated with receiving donations can be expensive. Additionally, processing donated materials, especially if they come with infections or are not in good condition, can incur additional costs that may exceed the value of the collection donated.

b. What are the steps that a library can take to ensure that donated materials become useful tothe library

To ensure that donated materials become useful to the library, the following steps can be taken based on the provided information:

1. Inform the Library: The library should be informed in advance about the donation to prepare to receive it and ensure there is enough space to store the donation.

2. Review Donated Items: The library must review all donated items to determine their suitability for the collection.

3. Assess Against Collection Policy: All donations should be subject to the library's collection development policy to ensure they align with the library's goals and objectives.

4. Generate Funds: If an item is not added to the collection, it can be donated or sold to another institution to generate funds for the library.

5. Implement a Donation Policy: Establish a careful policy for accepting gifts to prevent duplication and added expenses in handling the donated material.

6. Consider the Value: Donated gifts can be valuable sources of rare materials, but they should be assessed for their importance and usefulness to prevent them from becoming burdensome to the library.

By following these steps, the library can ensure that donated materials are effectively integrated into the collection and contribute positively to the library's resources and services.

6. The process of deciding which materials to include in a Library’s collection can sometimes bea daunting task. However, the difficulty associated with this decision process can be eased withthe use of certain tools. Discuss any six (6) of these tools and the specific ways they aid in thisprocess.

Based on the information provided, here are six tools that can aid in the selection process of deciding which materials to include in a library's collection:

1. Indexes: Indexes can be used to locate specific information within a larger collection of materials. They help in identifying relevant resources on a particular topic, making it easier for librarians to select materials that align with their collection needs.

2. Book Reviews: Book reviews provide critical evaluations of books, helping librarians assess the quality and relevance of potential additions to their collection. Favorable book reviews can guide selection decisions.

3. Abstracts: Abstracts offer concise summaries of the content of books or articles, assisting librarians in quickly evaluating whether a resource aligns with their library's needs. Abstracts can be useful in the decision-making process.

4. Bibliographies: Bibliographies list recommended readings on specific topics, aiding librarians in identifying important works or resources related to a particular subject area. They serve as a guide for selection.

5. Professional Judgment: When traditional tools like indexes or reviews are not available or insufficient, librarians can rely on their professional judgment or consult with colleagues to make informed decisions about material selection.

6. Visits to Other Libraries: Visiting other libraries can provide exposure to a variety of materials available on different subjects. This exposure can help librarians expand their knowledge of resources and enhance their selection process.

These tools collectively contribute to making the selection process more effective and help librarians in choosing the most appropriate materials for their library's collection.

7. Expatiate on any five (5) methods that can be employed by an information Centre to obtainmaterials that are identified as appropriate for its users, and state the potential problem(s)associated with each method

To obtain materials identified as appropriate for its users, an information Centre can employ the following five methods along with potential problems associated with each:

1. Purchase: The information Centre can purchase materials from publishers, vendors, or online stores. The potential problem associated with purchasing materials is the cost factor. Budget constraints may limit the number of materials that can be acquired through this method.

2. Deposit: Libraries can receive materials through deposit arrangements, where publishers or authors deposit copies of their works for public access. The problem with this method is that it may not always align with the specific needs or interests of the library's users.

3. Exchanges: Libraries can engage in exchanges with other libraries or institutions to acquire materials. The potential issue here is that the exchanged materials may not always be of equal value or relevance, leading to an imbalance in the exchange.

4. Donations: Accepting donations from individuals or organizations is another way to acquire materials. However, the problem with donations is that the quality and relevance of donated materials may vary, and the library may end up with items that do not meet the users' needs.

5. Interlibrary Loans: Through interlibrary loans, libraries can borrow materials from other libraries that they do not have in their collection. The challenge with interlibrary loans is that there may be limitations on the availability or access to certain materials, impacting the timely delivery of requested items to users.

By considering these methods and potential problems associated with each, information Centres can make informed decisions on how to acquire materials that best cater to the needs of their users.

8. Explain any four (4) functions of a Collection Development Policy (CDP) that justifies theview that a CDP serves as a blueprint for building and maintaining a library’s collection; anddiscuss any two (2) challenges associated with CDPs.

Four functions of a Collection Development Policy (CDP) that justify its role as a blueprint for building and maintaining a library's collection are:

1. Specification of Collection Scope: A CDP outlines the scope of the collection, defining what materials will be acquired, in what quantities, and for which subjects or areas. This function ensures that the collection aligns with the library's goals and serves the needs of its users effectively (Page 65).

2. Selection Authority and Criteria: The CDP establishes who has the authority to select materials, the criteria for selection, and the priorities in selection. This function ensures consistency and transparency in the selection process, guiding librarians on what to acquire and why (Page 65).

3. Weeding and Evaluation: A CDP assists in the ongoing evaluation of the collection, determining when materials need to be removed (weeding) or updated. This function helps maintain a relevant and up-to-date collection, reflecting the evolving needs of users (Page 71).

4. Budget Rationalization: The CDP helps rationalize budget allocation by providing guidelines on how funds should be allocated to different types of materials. This function ensures that resources are allocated efficiently, supporting the library's objectives and priorities (Page 71).

Two challenges associated with CDPs are:

1. Time-Consuming: Some argue that creating a CDP can be time-consuming, and by the time it is completed, the community profile may have changed, making the policy less relevant. This challenge highlights the need for continuous review and updating of CDPs to ensure their effectiveness (Page 66).

2. Cost Considerations: Developing and implementing a comprehensive CDP can be costly in terms of time, resources, and money. Libraries, especially smaller ones, may question whether the investment in policy development is worth the benefits it brings. This challenge emphasizes the need to balance the costs of policy development with the long-term benefits it provides to the library and its users (Page 76).

9. a. Discuss the role of a publisher in the book trade and describe any five (5) of the problems ofpublishing in Ghana; include ways by which these problems may be solved.

The publisher plays a crucial role in the book trade by overseeing various tasks such as marketing, advertising, and engaging with other partners in the industry like authors, printers, booksellers, and readers. They are responsible for determining the amount of money needed to publish a book, engaging editorial staff, and managing the overall process of bringing a book to market. Publishers play a central role in the relationship between creators, manufacturers, distributors, and consumers in the book trade.

In Ghana, the publishing industry faces several challenges that hinder its growth and development. Some of these problems include:

1. Economic Problems: The publishing industry in Ghana is capital-intensive, making it challenging to acquire necessary equipment, pay editors, and provide royalties to authors. Additionally, the average person in Ghana faces financial difficulties, making book-buying a lower priority.

2. Human Resource Problems: The industry requires trained manpower, but there is a lack of training facilities for publishers in Ghana. This shortage of skilled personnel affects the quality and efficiency of publishing processes.

3. Equipment Challenges: Acquiring and maintaining modern publishing equipment is a significant issue in Ghana. Outdated technology can hinder the production process and limit the industry's competitiveness.

4. Reader Public: The Ghanaian society is not a strong reading society, leading to low demand for books. The high cost of books further discourages readers from purchasing them for leisure or education.

5. Foreign Competition: Foreign publishers often have better access to capital, equipment, and technology, producing higher quality and sometimes cheaper books than those produced locally in Ghana.

To address these challenges, solutions could include:

1. Investment in Education and Training: Establishing more training facilities for publishers in Ghana to develop a skilled workforce capable of meeting industry demands.

2. Government Support: Providing financial support or incentives to local publishers to acquire modern equipment and improve production efficiency.

3. Promoting a Reading Culture: Implementing campaigns and initiatives to encourage reading among Ghanaians, potentially through partnerships with schools, libraries, and community organizations.

4. Collaboration and Networking: Encouraging collaboration between local publishers, authors, and booksellers to strengthen the industry and enhance market reach.

5. Innovation and Adaptation: Embracing digital publishing technologies and exploring alternative distribution channels to overcome barriers related to cost and accessibility.

By addressing these problems with strategic solutions, the publishing industry in Ghana can overcome its challenges and thrive in a competitive market.

b. Discuss any three (3) challenges associated with donations and exchanges as methods ofacquisition

1. Strings attached to donations/gifts: One challenge with donations is that some donors may have specific expectations or requirements for how the donated materials should be used or stored. For example, a donor may expect all donated items to be placed in a specific area, which may not align with the library's organization system.

2. Irrelevant donations wasting space: Another challenge is that irrelevant donations can take up valuable space in the library. Donated materials that do not align with the library's collection needs or goals can end up occupying storage space that could be used for more relevant resources.

3. Expensive in terms of freight or shipment costs: Donations and gifts, especially those coming from far distances, can be costly in terms of shipping or freight expenses. The cost of transporting the donated materials to the library may exceed the value of the collection itself, making it a financial burden.

Inferentially, another potential challenge could be the risk of receiving materials with infections or other health hazards, as mentioned on Page 199.

c. What are the steps that a library can take to ensure that donated materials become useful tothe library.

To ensure that donated materials become useful to the library, the following steps can be taken based on the provided context:

1. Inform the Library in Advance: The library should be informed in advance about the donation so that it can prepare to receive and store the materials appropriately.

2. Review Donated Items: The library must review all donated items to determine their suitability.

3. Subject to Collection Development Policy: All donations should be subject to the library's collection development policy.

4. Sell or Donate Unwanted Items: Items that are not added to the collection may be donated or sold to other institutions to generate funds for the library.

5. Careful Policy Decision: Accepting donated gifts requires a careful policy decision to prevent duplication and added expenses.

6. Evaluate Cost and Value: Evaluate the cost of processing donations, including potential freight and other charges, to ensure that they are not more expensive than the collection's worth.

7. Make Space for Valuable Items: Weeding may be required to make space for more valuable items in the collection.

By following these steps, the library can effectively manage and utilize donated materials to benefit its collection and patrons.

d. The process of deciding which materials to include in a Library’s collection can sometimes bea daunting task. However, the difficulty associated with this decision process can be eased withthe use of certain tools. Discuss any six (6) of these tools and the specific ways they aid in thisprocess

Based on the information provided in the context:

1. Indexes: Indexes are essential tools that help librarians identify relevant materials efficiently. They provide organized access to information by subject, author, or title, making it easier to locate suitable materials for the library's collection.

2. Book Reviews: Book reviews offer critical evaluations of books, helping librarians gauge the quality and relevance of potential additions to the collection. By relying on book reviews, librarians can make informed decisions about which materials to include based on expert opinions.

3. Abstracts: Abstracts provide concise summaries of the content of materials, allowing librarians to quickly assess if a resource aligns with the library's needs. Abstracts help in determining the scope and relevance of materials before making acquisition decisions.

4. Bibliographies: Bibliographies serve as curated lists of recommended resources on specific subjects. Librarians can leverage bibliographies to identify key works and ensure that the collection includes essential materials in various subject areas.

5. Professional Judgment: When traditional tools like indexes, reviews, abstracts, or bibliographies are unavailable or insufficient, librarians rely on their own professional judgment. This involves applying their expertise and experience to evaluate and select materials that align with the library's collection development goals.

6. Visits to Other Libraries: Librarians can enhance their selection process by visiting other libraries to explore their collections. By doing so, they can discover new materials, gain insights into emerging trends, and assess the availability of resources on different subjects, ultimately enriching their own collection.

These tools collectively aid in the selection process by providing librarians with diverse sources of information, critical evaluations, and alternative perspectives to make informed decisions about the materials to include in a library's collection.