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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.

Download Collection Development and Management Policy

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:

Darran Gillies (Library Manager) -

Emma Shepheard-Walwyn (Collection Management Coordinator) -

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Oxford Reference Online
If you need an excellent dictionary or encyclopaedia this Premium Collection includes a superb range of Oxford titles, updated regularly with an expanding range of key titles in the acclaimed Oxford Companions and Oxford Dictionaries series, plus the Visual English Dictionary, the Oxford Dictionary of Quotations and new heavily illustrated natural history titles such as the Encyclopaedia of Mammals.
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Author event with Maire Leadbeater at Napier Library
Thursday 26 July at 5.30pm in the Century Theatre Foyer at Napier Library Maire Leadbeater, is launching her new book 'See No Evil: New Zealand’s betrayal of the people of West Papua' This is a free event Please RSVP to Nicoleta Paxie on (06) 836 5628 or Places limited
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Author event with Rod Smith at Napier Library
Wednesday 18 July at 5.30pm in the Century Theatre Foyer at Napier Library Rod will be introducing his book 'Guinness down under; The famous brew and the family come to New Zealand'. His talk will appeal to genealogists and of course those of you who are interested in the history of this famous brand of beer. This is a free event Please RSVP to Nicoleta Paxie on (06) 836 5628 or Places limited
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While every endeavour has been taken by the Napier Libraries - Napier City Council to ensure that the information on this website is accurate and up to date, Napier Libraries - Napier City Council shall not be liable for any loss suffered through the use, directly or indirectly, of information on this website. Information contained has been assembled in good faith. Some of the information available in this site is from the New Zealand Public domain and supplied by relevant government agencies. Napier Libraries - Napier City Council cannot accept any liability for its accuracy or content. Portions of the Napier City Council information and material on this site, including data, pages, documents, online graphics and images are protected by copyright, unless specifically notified to the contrary. Externally sourced information or material is copyright to the respective provider.

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