policies – CILIP Local Studies Group

A quick reference guide to producing a Collection Development Policy for Local Studies Collections.

Collection Development Policies are an essential part of collection management. They guide the library’s selection of material, retention, disposal, weeding and maintenance. They provide a clear framework showing how the collection will move forward and remain sustainable. They give library staff the ability to measure progress and can demonstrate accountability to users and to upper management. Though they should be formally reviewed periodically, they should be well-thumbed working documents and, as such, should evolve over time.

Local Studies CDP can either be part of a wider authority policy or a document in its own right.

Creating a CDP

A CDP can be split into a number of sections. Johnson (2018) suggests:

Mission and Value
Purpose
Collection Development:
- Collection Responsibilities
- Scope of Collection
- Selection Criteria
- Selection Tools
- Gift Policy
- Reconsideration of Materials
Intellectual Freedom:
- Access to Collections
Review of Policy

A useful CDP is specific but it should not be so detailed and ponderous that it is impractical to use. The content should not be over-generalised, idealistic, theoretical, rigid or vague.

When writing the statement, keep in mind the audience and tailor the document appropriately.

Mission Statement

The strength of a mission statement is that it describes, in a nutshell, the value and purpose of an organisation or department. This is helpful when it is necessary to explain or defend your aims and values. A statement should be aimed at both users and non-users and tells those who read the document about the organisation who looks after the collection, what they stand for, and why the collection matters.

Purpose

This can include types of user and limitations affecting collections development at the organisation. Include a statement of responsibility for collection building and management, including evaluation, selection, maintenance, promotion etc.

Scope of the Collection

A brief description of the library and its history. The quality, character and extent of the collection should be noted, alongside current collecting practice. For local studies collections particular attention should be paid to how ‘local’ is defined in this context. For example, does the library collect material relating only to the area covered by the present local authority and its predecessors, or to adjacent or wider geographical areas as well?

Selection Criteria

A guide to what is and is not collected. This section can be useful when being challenged over possible gifts and can encourage collecting which is relevant and meaningful to the organisation and its users. Also consider gaps in your collection and consider how to address this.

Selection Tools

A description of which measures are used for the selection and de-selection of material.

Gift Policy

A statement providing clear communication about how gifts will be assessed and the process involved in adding gifts to the collection, including retention. Additional statements can also be created regarding bequests.

Ideally, the copyright of unpublished materials should accompany the donation of the physical items, but failing that an agreement should be made on how the material could be copied for commercial and non-commercial purposes. The easiest way to record the copyright details of donation is by using a donation form.

Reconsideration of Materials

How and why de-selection will take place.

Access to Collections

Current policy regarding viewing items to include copying and promotion of material, including via social media.

Equality and Diversity

Efforts should be made to ensure that the collection is as diverse and inclusive as possible, and the Policy should include a commitment that the collection will be made accessible to all.

Review of Policy

A commitment to review after a certain period of time, perhaps three to five years to ensure that the collecting policies remain relevant due to changing user needs or requirements.

CPD for branches

As well as detailing holdings for your main collection, the process should also be repeated for branches.

Other considerations

Consideration should also be given to how your policy fits in with those of neighbouring local studies collections and other heritage organisations, such as the county archive and local museums.