Library Policy Manual - Assignment Example

Introduction All libraries have got one primary task of making information available through collection, selection and preservation. Library layout presents one important critical factor since it contributes to attraction, retention and customer satisfaction. Such process is normally made easier through application of relevant policies and design layouts. In such a case, Collection Development Policy (CDP) assists libraries in effective management of information and other resources within their collection (Evans and Margaret 43). There will be use of a collection development policy which presents a written statement of a library’s intention for building collections. The CDP will describe in detail the collection components including strengths and weaknesses as well as providing clear guidelines for the library employees. However, development of such document requires time and careful considerations for the purposes of proving relevant to the subject. The design layout will enable easy movement, access and creation of conducive environment within the library premises (Michael 61). The main purpose of a library is usually sorting and provision of easy access to relevant information and resources. Improvement in technology has guaranteed libraries the chance to migrate from holdings method, to access strategies which enable efficient provision of information in time (Clark and MacCreaigh 183). Collection policies are widely applicable hence assisting libraries in effective dissemination of widely available information (Evans and Margaret 64). In this case of Complex Library, policy document will identify various issues which include the level of access, content, and engagement of the community where the resource will be established. It is also necessary to consider the education standards as well as the training programs capable of assisting the team achieve the mission and vision of the whole process. Operation of Complex library requires application of specific initiatives for the purposes of collection development; some of the initiatives, policies and strategies are explained as below (Dahl et al. 33-43). Complex library’s Collection Development Policy The document is expected to provide updated information as well as flexibility in times of crucial changes. At the same time, the guidelines provided should be modifiable in line with the library’s collection needs. Consequently, the collection development policy should be placed on the World Wide Web as a resource for the library’s patrons and source of reference for other libraries (Newark Public Library 1). Policy statements normally provide parameters through which employees and users of the library work. Collection Development Policy serves purposes such as; selecting materials, describing current collections, and at the same time makes the staff aware of the aims and objectives of the organization. In addition it gives the various priorities attached to different activities and assists in the processing of budget and overall collection management activities. In general terms CDP will prevent the library from being controlled by events as well as individual interests. The document will also control the purchase of resources preventing the cases of obtaining resources not in support of the library’s mission (Clayton and Gorman 121). Collection Development Policy (CDP) will incorporate increase in the virtual space and easy access to the collections either manually or electronically on a twenty-four hour basis six days a week. This will also entail access to other materials such as Library catalogues and other services. There will be issues on subscription to several relevant electronic databases which will make it easier for clients to access services irrespective of the region where they are stationed free of charge. Creation of more materials through digital processing will be given priority and these will entail cultural materials inform of music, manuscripts as well as pictures. The community will be engaged in online exhibitions and at the same time staff being educated and trained on the rural and remote communities, granting them the opportunity to have the skills required in operation of the internet and usage of online library resources (Dahl et al. 33-43). The library will offer sufficient space for readers making it capable of accommodating many people in one sitting. There will be improved access to collections and exhibition galleries. The project will grant the community the opportunity to access virtual library services with clients capable of adjusting available spaces to suit their needs. The internet services will replace paper-based resources making work and accessibility easier. The method implemented on electronic storage of information will present various key benefits to Limerick Library some of which include; easier and timely delivery of information enabling clients to access information irrespective of their locations. There will be free access to all complex library catalogues through their website making selection of titles easier for clients. Collection Development Policy will also enable digitalization of heritage resources which enables scanning of various materials such as photographs and maps. This will promote access to wider range of materials which previously proved restrictive. The digitalization will also enhance the library’s role in collecting, preserving and access to several materials linked to heritage (Tedd and Large 84). However some few challenges are involved which include the right to ownership and access to materials. The problem of digital resources being accessed by anyone from all over the world provided they have authentic entry through database provider. The process of archiving presents some considerable challenge where the relative costs of archive and print versions differ (Tedd and Large). Requirements for implementation and revision of the CDP The first requirement for the implementation of the policy is the library’s mission statement, the purpose for which the policy is drafted and the audience it should address. Some of the inclusions are statements on user groups, types of programs served by the policy, the nature and size of the collection and detailed budget. The various cooperative agreements on policy and practices are also provided for within the document (Dahl et al. 40). General and Narrative Statements General statements will be required for implementation purposes. This comprises the listing of all characteristics which determine the nature of development required for the collection. These include such issues as current situation, acquisitions, the kind of resources involved in form of periodicals, monographs and the like, kind of language applicable, format whether in printed or electronic form, sources of funds, the various policies safeguarding collection and maintenance. Within these important subjects on relevant policies and rights of complaints are all necessary for complete implementation purposes (Evans and Saponaro 30). Narrative statements are also important since it helps in defining the library services in relation to the community. The statement will provide for languages and regions as well as intellectual coverage based on chronological order. Also considered is the library units responsible for the collections with the subjects being described based on the library classification scheme. And finally the relationship between disciplines and the required policies should be followed for the purposes of acquiring information (Evans and Saponaro 48). Subject Profiles Subject profiles will be used for the purposes of revealing and helping in collection evaluation. This proves important in the process of periodic updating of information reflecting on changing times. The overview of collection strength and intensities is very vital before implementation process. The overview represents the general synopsis on the network’s coordinated collection policy. Such a collection is normally referred to as conspectus report since it provides evaluation on the library’s division, categories and subject. The information is useful in managing library resources hence making it possible to ascertain on relevant decisions required for the general operations of the library (Clayton and Gorman 121). Review and evaluation of existing stock The library will consists of printed books, manuscripts and archives of lasting value, antiquarian and modern books for intellectual and historical contents. The strength of existing collection include availability of resources such as; History and Literary collections in English and other languages, English Literature, Celtic studies, Medieval studies, Religion, Estate papers, Official Publications, Intellectual history of University College, Law and Comical artifacts. The section on special collections and archives involves collections in different formats which include printed materials, manuscripts, facsimile formats, maps, photographs, musical scores as well as microfilm. There are also copies of theses written from higher degree courses which include maters and PhDs from Complex library (Tedd and Large 83). All important records generated by institutions of higher learning and which more so relates to the history of such institutions are organized and preserved by the library archives. All the donations and other internal transfers are generally controlled by agreements as well as necessary transfer procedures (Tedd and Large 83). Strategy for Complex Library’s CDP The CDP to be used comprises of various components such as limited approval plan, application of liaison selection method, serial subscriptions, use of gifts as well as recommendations from users. The library will also focus on elaborate collection of new press publications from relevant areas. Approval plan program The program will incorporate juvenile literature and non-fiction titles on specific titles. The cost of such books is less that $150 per copy produced and published by Longman Library services. Such books will be automatically received by the library. The collections for children also have same costs but selected only from liaison library for Arts and Humanities. Liaison selection The head of acquisitions and electronic resource from Complex library will be responsible for yearly allocation and purchase for library materials. Each liaison is responsible for other materials such as monographic materials, media and other one-time purchases. They have restrictions on purchase of materials such as serials and standing orders. All the materials purchased for the library must be stocked within library building. Serial subscriptions including standing orders Most of the library’s material budget goes towards purchasing serials and standing orders. All journals will be licensed as electronic and all subscriptions made electronically. However, there will be need to give preference to journals indexed within a resource trusted by the library. All requests pertaining to serial tittles and standing orders shall be collected through Acquisitions and electronic Resource unit. Policy safeguarding gifts Books can be obtained as gifts and donation from well-wishers. Such gifts will undergo scrutiny to ensure that such collections are relevant to library’s mission. This work will be done by Head of Reference and Dean of Libraries who will be responsible for determining whether gifts should be added to library collection. Management of library customers In the case of management, partner relationship management (PRM) and customer relationship management (CRM) which represents concepts used within domains of management will be applicable. This is since the systems are designed for the purposes of meeting lead orderliness and management within such organizations. CRM will be applicable in the process of managing direct communication between library attendant and client enabling extensive sharing of data. Within Complex library, customers will be provided with personal online accounts which will enable easy access to the library’s services. The use of the website www.complexlibrary.com reinforces ownership relationship with customers (Newark Public Library 1). On the other hand PRM will be applicable for the purposes of managing complicated environment comprising of related organizations. In this case complex library will use variety of suppliers such as Ingram Book, Baker and Taylor book distributors to replenish their inventory distribution centres. This also includes publishers and producers of CDs as well as DVDs. Complex library will utilize the use of modern technologies such as EDI (electronic data information) for the purposes of differentiating itself within internet. EDI supports back-end activities since it operates on highly customized software applications that are compatible with company’s business model. The technology enables easier tracking of books from within storefront to different partners and ultimate delivery to consumers. Complex library management system will be interconnected and marked with different lines of code matching the library’s website. Efficiency within the internal distribution centres will be enabled by use of efficient management system. In addition, proprietary information technology enables concrete support of Complex business model (Newark Public Library 1). Complex Library Layout Design Figure 1: Pictorial layout design (Source: Kingston Library layout design) Utilization and interpretation of the space provided in the design In the design layout it is proposed that younger children’s area should be located in a safe place at the back of the building with coffee shop at the front of the building. The design layout shows proportions of different zones of which different zones will overlap, hence no boundary set in stone. The whole place as indicated will be utilized as per the design. The section representing multipurpose room will be open for booking for various group activities and meetings and also utilized as study area in case of no bookings (Mathews 41). Figure 2: Interior layout of the Complex library (Source: Kingston Library layout design) Focus on families with children Those with young children present one of the most important categories of customers for the library. Children under 6 years of age will be given priority in the design. Then there are those between 7-11 years followed by teenagers between 11-14 years of age. For the purposes of these age groups the layout will be partitioned as follows; (Michael 64) Space allocation for children will take 30% of the library space which is 10% higher than the standard percentage for international libraries that requires children space to cover 20% of the library. The zones within Complex library will be open permitting free movement between parents and their children as well as other users. The library will be family friendly throughout the space available. However, the library also considers diversity in family composition in-terms of age and will offer choices of splitting up or staying together. Teenagers are allocated their special area away from younger children to avoid spill-over Books and media will be presented in family-friendly way targeting various categories such as wildlife, sport, events, places as well as entertainment. Figure 3: Proposed arrangement within children section (Source: Kingston Library layout design) Interpretation in the design proposal with retail-style layout Within the target community everyone likes to combine visiting the library with shopping and taking some refreshment. This will create main reason for the target traffic flowing to complex library. In this case retail‐style presentation of books is preferable for purposes of pulling customers and students. The arrangement in the library should be attractive and appear beautiful as the best stores in the mall. The library will offer an upbeat busy atmosphere with catchy contemporary colors alongside reading furniture as well as pockets of comfy seating for the purposes of families and where customers can rest and recover. There will be adequate space for activities for children to stay in the library while elders search around for books. Environmental set-up in-terms of space and lighting system The environment will be spacious, well lit and open providing relaxing atmosphere within the library. There should be avoidance of congestion or cluttering at all cost. In the complex library instead of traditional ways of shelving and desking by utilization of straight rows, there will be use of methods that can inspire curiosity. Utilization of organic shapes is appropriate since the layout showcase stock leaving adequate space for visitors. There will be easy passageways for visitors as well as buggies and the furniture height will allow for enough lighting system and ventilation. The color scheme also plays an important role in customer attraction of which in this case will be light and bright. Customer navigation process will be enhanced through open sightlines and clear on-shelf signage (Hage). The complex library layout is set on the basis of customer behavior within libraries; this includes movement through library spaces. The crucial turning points, how far people move while searching for books and stopping points. Such knowledge is crucial in ensuring smooth transitions hence avoiding bottlenecks. The layout also creates some level of enticement to customers enabling them to move through spaces with small discoveries. The process of discovering new spaces makes the library building seem bigger to customers. Interpretation in the design proposal on display of books The target community emphasizes the importance and pleasure of reading and gaining high levels of literacy. From previous comments on other libraries, customers raise concerns on availability of easy way to access books. The display layout should be exciting visually and guaranteeing easier means of choosing. The browsing process should be made easier through appropriate themes and categories that colors the displays and entice people to pick them up. Complex library design considers stocking a lot of large, well‐illustrated non‐fiction books. This is since such books are more detailed than internet and are the sort of books that customers won’t afford to purchase for themselves. Figure 4: Proposed Retail-style layout (Source: Kingston Library layout design) The complex library will adopt retail‐style feature that display books on walls hence offering customers great opportunities for browsing. The method is considered innovative book display system since it is attractive. Such curved shapes are open and enables easy access as well as creating mini‐browsing spaces where customers and students feel comfortable while moving around. The other method that would be appropriate is Face-forward display system, where units are placed at strategic points where attendants help customers especially those in a hurry in choosing books. In the children area there will be great units combining books and fun. This includes picture book tunnels having mirror for the purposes of crawling children (Michael 64). There will also be an irresistible reading area secure for older children. Interpretation in the design proposal on modern technology use The library will adopt use of modern technology where mobile devices and WiFi will be applicable. The computer network system will be applied where customers will be able to print from their own USB stick. Modern technology would also incorporate use of tablets (ipads or equivalent) for children and teens. Chances are high of people using devices they can’t access at home such as the multi-touch table which will especially the young people. The Complex library will have WiFi throughout with strategically fixed personal computers provided (Library & Information Statistics Unit 22). There would be a tablet bar provided next to the coffee area and will be used by different ages and groups depending on the time of the day. There will be an LED screen on the nearby wall for purposes of showcasing relevant materials such as children’s art, local history resources or for the purposes of showing group events through the tablets. There layout will incorporate 2 tablets in the teen area and a total of 4 within the children’s area. Power modules will be provided within the study areas. All personal computers will be connected to one printer to enable customers print their work from their own USB cards. A multi-touch table will be situated at the centre of the space where it is accessible to all age groups. The table has a horizontal screen having touch points on all 4 sides which makes it easier for groups to use it at the same time. The touch screen properties are the same as those of smart-phone but the only difference is that they are provided on a large scale (Ellyssa 30). All seating areas will be accessible to electric sockets to enable mobile charging and use of other electronic devices as applicable. Interpretation of design proposal on Interest activities There are categories of people interested in specific activities such as children concerning story-times. In such scenarios there are instances of reading aloud for purposes of reaching different age groups and reading groups. The complex library would provide participants with freedom towards such activities. The library layout will provide flexible spaces where groups can conduct events. There will be provision of moving key furniture elements for purposes of creating spaces. Group meetings will be applicable while the library is open as well as children events of different sizes (Ellyssa 33). Figure 5: Space for activities and events (Source: Kingston Library layout design) Conclusion The methods and techniques applicable in the manual are necessary to ascertain on the depth and strength of the existing design and layout. The useful techniques required for implementation of the policies is either collection-centered or client-centered. Collection-centered policy assist in examining the content and nature of resources and their information for the purpose of determining their relevance compared with external standards. Client centered techniques provides detailed descriptions on the collection’s effectiveness and relevance. The combination of such techniques during implementation alongside quantitative and qualitative data gathering techniques provides accurate and reliable results for present and future use. Works Cited Clark, Sheila & MacCreaigh, Erica. Library Services to the Incarcerated. Greenwood Publishing group, New York, 2006, pp 183 Clayton, Peter & Gorman, Garry. Managing information resources in libraries: Collection management in theory and practice. London: Library Association Publishing. 2006, p.121,Print Dahl, Mark, Banerjee, Kyle & Spalti, Michael. Digital libraries: integrating content and Systems. Oxford: Chandos Publishing Ltd, 2006, pp 33-43 Ellyssa, Kroski. 10 Technology Ideas Your Library can Implement next week. American Libraries 41, No. 3 (March 2010): 30-33 Evans, Edwards & Margaret, Saponaro. Developing Library and Information Center Collections. Westport, Conn: Libraries Unlimited, 2005, pp. 30-70. Print. Hage, Christine. The Public Library Start-up Guide. American Library Association, 2004 Library & Information Statistics Unit. Lib-Portal Project: a survey and Review of library oriented portals in higher and further education. Lough-borough University, 2005 Mathews, Joseph. Technology Planning: Preparing and Updating a Library Technology Plan. Westport, CT: Libraries Unlimited, 2009 Michael, Sullivan. Connecting Boys with books 2: Closing the Reading Gap. Chicago: American Library Association, 2009, pp. 61-68 Newark Public Library. Newark Public Library Collection Development Policy. 2006. Retrieved from http://www.npl.org/Pages/AboutLibrary /coldevpolicy.pdf Tedd, Lucy & Andrew, Large. Digital libraries: principles and practice in a global Environment. Munich: Saur Essential Resource Pack Readings, 2005, pp. 83 Read More