Collection Development and Management Policy
The purpose of the Collection Development and Management Policy is to provide a framework for the development and management of Napier Libraries' collections. The Policy consists of an overview of library collections, principles of collection management, and detailed collection statements for individual collections.
The Policy is developed in accordance with Napier Libraries mission statement, values, community outcomes, and goals.
Selection of new resources:
Library materials are selected based on educational, recreational, literary, or artistic value. All resources are considered against the following criteria. Not all criteria need be met for a particular item:
- Be of interest to the general public.
- Be current, published in the last two years or less, or be of historic value to Napier, Hawkes Bay, or New Zealand.
- Be well made, preferably a durable format suitable for library use.
- Be suitable for the intended audience.
- Be from a reputable publisher, author, illustrator, producer, etc.
- Be good value for money.
- Be transparent with regard to any pronounced bias and/or sponsoring body.
- Be balanced by other items to ensure a range of viewpoints.
- Enhance existing collections.
- Be in a format that is suitable to changing technological needs.
- Cater to a wide range of reading levels.
- Collection specific criteria.
Material is selected for each library, taking into account distinctive local characteristics and the needs of cultural or special interest groups. Emphasis is on materials that will be of value to the public in general, rather than on academic or research materials. Older, out of print, or obscure titles may be available through Interlibrary Loan.
Can I make a suggestion for purchase?
Absolutely! You can make a suggestion for purchase from the Library website: Suggestion for Purchase
Napier Libraries may sometimes accept gifts or donations such as:
- Bequests to spend on material, equipment or services.
- Local history resources not currently held by the Library.
- New or nearly new high-demand titles.
- Relevant, topical material which may fill a gap in a collection where nothing else is available.
General donation guidelines:
- Decisions to accept donations are made in accordance with the Collection Development and Management Policy.
- Napier Libraries reserves the right to decline donations. Donations not suitable for Library use may be returned, offered to another library, sold in the library book sale, or discarded.
- Donated resources become the property of Napier Libraries and cannot be claimed back, or have conditions imposed. If a donor wishes to place limitations on a donation’s use or disposal, Napier Libraries may not be able to accept the donation.
- Donated items will be managed in accordance with the Collection Development and Management Policy, and may be relegated to another collection, or deselected.
- A bookplate recording the identity, memorial or honorary recognition of the donor will be provided for each of the donated resources if this is the wish of the donor.
The Library will generally not accept resources that fall into the following categories:
- Resources more appropriate for a different type of library (e.g. academic, school or special).
- Superseded editions of reference works or out-dated resources.
- Resources in poor condition.
- Religious or political material not readily available through mainstream bookstores.
- Out-dated media formats such as LPs, cassettes, VHS, slides, microfilm, etc.
- Self-published publications unless they meet the collection criteria.
- Foreign language material. Hastings Library actively collects resources in other languages. Napier residents may join Hastings District Libraries to borrow this material.
Withdrawing items from the collection:
Reveiwing and assessing materials in the Library's collections is a vital part of managing the Library's resources, and is carried out in line with the Library's Collection Development and Management Policy. Items are withdrawn from the collection in order to maintain the currency and physical condition of the collection, as well as building capacity. It we didn't withdraw items from the collection, we would need to build a new library every seven years!
Guidelines for withdrawing vary between collections, and professional expertise is applied in all decision-making. In general, decisions are made according to:
- Age of item - older material may contain possibly dated information
- Physical condition - e.g. damaged or dirty
- Outmoded presentation or format - e.g. VHS or cassette tape
- Duplicate copy no longer in demand
- Number of issues since the item was acquired
- Expected future use
- Status as a standard work or a classic
- Historical or research value
- Replacement by a new edition
- Informationnot easily found elsewhere
Some collections of special significance are not usually deselected. These include the Maori collections, Art Deco Collection, Heritage collections, Robson Collection, and International Humanitarian Law Collection.
What happens to withdrawn items?
Items that have been deleted from the Libraries collections are usually sold at small targeted book sales. The revenue from the sale of library items goes to support the achievement of the public/private cost recovery underpinned by Napier Libraries’ funding policy. Sometimes superseded sets of encyclopaedias’ and other reference books are sold or gifted to schools or smaller libraries; and sometimes obsolete Audio Books and Large Print have been gifted to rest homes, as deemed appropriate by the Napier Libraries’ Manager. Items that cannot be sold or given away are recycled.
Items from the Libraries Heritage Collections are considered strategic assets under the Council's significance policy. Therefore compliance with the policy is necessary for disposal of these assets as a whole, or in part.
Who do I contact if I have further questions?
All queries should be directed to either:
Garran Gillies (Library Manager) - firstname.lastname@example.org
Emma Shepheard-Walwyn (Collection Management Coordinator) - email@example.com