PUBLIC LIBRARY STOCK POLICY 2015 Policy Statement

Transcription

1 PUBLIC LIBRARY STOCK POLICY 2015 Policy Statement 1. Framework 1.1 Aims of the Stock Policy 1.2 Definition of Stock 1.3 Scope of the Stock Policy 1.4 Legislation 1.5 Performance Measurement and the Library Benchmark 1.6 Wiltshire Council Policies 1.7 Review of the Stock Policy 2. Wiltshire Library Service 2.1 Libraries 2.2 Staff 3. Acquisition Policy and Allocation of Financial Resources 3.1 Stock Acquisition 3.2 Donations 3.3 Unsolicited stock 3.4 Self published items 3.5 Allocation of resources for books and other materials 3.6 Allocation of resources for audio visual materials 4. Stock Selection 4.1 Aims 4.2 Objectives 4.3 Selection Criteria 4.4 Censorship 4.5 Controversial stock 4.6 Levels of provision 4.7 Methods of selection 5. Arrangement and Promotion of Stock 5.1 Signing and Guiding 5.2 Arrangement 5.3 Display 5.4 Religious texts 5.5 Legal compliance 1

2 6. Library Catalogue 6.1 Aims 6.2 Standards 6.3 Acquisition of MARC Records 6.4 Classification Numbers 6.5 Currency of Data 6.6 Public access 7. Reservations and Interlending 7.1 Items in County stock 7.2 Items not in County stock 7.3 Interlibrary loans 8. Stock Management 8.1 Stock maintenance 8.2 Circulation 8.3 Binding 8.4 Reserve Stock 8.5 Disposal of stock 8.6 Stock loss 2

3 1. Framework 1.1 Aims of the Stock Policy To develop a set of standards and performance measures covering all aspects of stock acquisition and management To ensure that the funds allocated for stock purchase are used effectively to provide value for money; to ensure a consistent, fair and equitable approach; and to maximise the availability and use of items in all libraries in the County To ensure that the stock in all formats reflects the needs of all potential users To support staff by encouraging their knowledge of and interest in the stock to assist them in promotion and reading development To make the best use of ICT in the selection, purchasing and management of stock To answer any questions from staff or the public on the acquisition, deployment or disposal of stock. 1.2 Definition of Stock Stock is defined as all books, periodicals, audiobooks, sound recordings, video recordings, maps, printed music, electronic and online resources or any other format that may be acquired for library customers to access in the library or remotely. 1.3 Scope of the Stock policy The policies set out in this document cover the provision of the public library service in Wiltshire. The service to schools provided by Wiltshire and Swindon Learning Resources is not encompassed here. There are separate policies for reference and information services, the performing arts library, and for local studies. 1.4 Legislation Wiltshire Library Service is provided within the following legislative framework: The Public Libraries & Museums Act 1964 The Obscene Publications Act 1959, 1964 Equality Act 2010 Public Order Act 1986 Copyright Design & Patents Act 1988 British Phonographic Institute/Library Association Agreement 1994 Copyright & Related Rights Regulations 1996 Crime & Disorder Act 1998 Human Rights Act 1998 Representation of the People Act 2000 Copyright(Visually Impaired Persons) Act

4 Terrorism Act 2006 Video Recordings Act 1984 Video Recordings (Labelling) Regulations 2012 Library Charges Regulations (Department of Culture, Media & Sport) EC Directive No. 77/62 (Public Procurement) EU Copyright Directive 2000 Wiltshire Council Financial Regulations Sale of Goods Act 1.5 Performance Measurement and the Library Benchmark The library service in Wiltshire aims to procure and deploy stock resources to achieve maximum return as judged by the percentage of the population who say they have used their public library service during the last 12 months. This previously related to the standard NI9 for libraries and related to adults (age 16 and above) although remains appropriate for children and young people. Use will include: visited a public library (static or mobile), and/or used its on-line resources or services to find out information, and/or accessed and received the library service by , telephone or letter, and/or been a recipient of an outreach service such as home delivery or Library events outside a library building. The service also collects and analyses a wide range of data specified within the national Library Benchmark, a voluntary set of standards which similar library authorities may use to compare their performance. Many of the measures and indicators within the Benchmark relate to stock acquisition and use. 1.6 Wiltshire Council Policies Equality and Diversity The Council is firmly committed to the principles of equality and diversity in both employment and the delivery of services and is keen to celebrate the diversity of people who live and work in Wiltshire. This means: making services accessible to all; and treating people fairly regardless of their colour, race, ethnic or national origin, language, religion or belief, gender or gender reassignment, marital status, sexuality, disability, age, or any illness or infection. 4

5 The Council is opposed to all forms of unlawful and unfair discrimination and harassment. It seeks to provide services and employment in an environment which promotes equality, values and celebrates diversity and excellence. The ethnic make-up of Wiltshire is constantly changing as new groups settle in the County and sometimes equally quickly leave. The library service will work with suppliers to meet the library and information needs of the minority ethnic communities resident in Wiltshire. Procurement The purpose of the procurement strategy is to help the Council deliver its strategic goals and objectives by enabling the procurement of best value goods and services to the benefit of the County s diverse Community. 1.7 Review of Stock policy. This stock policy will be reviewed annually by the Library Operations Manager and professional staff. It will be brought to a Library Management Team meeting each year for any changes to be ratified. 2. Wiltshire Library Service 2.1 Libraries Wiltshire s libraries are arranged into levels according to size, which in turn relates to the size of the immediate community and catchment area served. These levels determine the size of the stock and the depth and range covered. Level 7a Salisbury Level 7b Trowbridge Chippenham Level 6 Devizes Warminster Level 5 Bradford on Avon Calne Corsham Melksham Royal Wootton Bassett Level 4 Amesbury Malmesbury Marlborough Westbury Level 3 Cricklade Downton Mere Pewsey Tidworth Wilton Level 2 Aldbourne Box Durrington Ludgershall Lyneham Market Lavington 5

6 Level 1 Mobiles Netheravon Purton Ramsbury Tisbury North Mobile South Mobile Homes 2.2 Staff Mobiles are based at or near their home library, with the exception of the Homes Mobile, which is based at Library HQ and serves residential homes across the county with a walk on service and deposit collections. Although mobiles are designated as level 1, the actual performance of mobile libraries is equivalent to level 3 libraries. A library service is also provided to Erlestoke prison in conjunction with The Ministry of Justice. Overall responsibility for staff in the Stock Supply Unit, who undertake all matters related to stock supply, lies with the Library Operations Manager. Provision of services to children, including stock selection and management, is the responsibility of the County Children s Librarian. Similarly, Reference and Information services are managed by the Information Service Manager. Performing Arts, i.e. music and drama material is managed by the Library Operations Manager. Other specialist aspects such as stock arrangement, merchandising and promotion are delegated to small teams of frontline staff. Work on reading development and major national reading events is coordinated by the Library Operations Manager, with the support of a librarian. All acquisition procedures and stock budgetary matters are overseen by the Library Operations Manager. 3. Acquisition Policy and Allocation of Financial Resources 3.1 Stock Acquisition To obtain the best deal for the council and to maximise the resource allocation for library materials, the most appropriate and cost effective sources are used. The specialist suppliers which have developed to serve libraries offer considerable added value and undertake many of the basic servicing and selection support operations, and these companies are the primary source of shelf ready library stock. European Union tender processes are used wherever necessary. Wiltshire is a member of the Consortium for Unified Stock Purchase (CUSP), which consists of fourteen South West local authorities combining their purchasing power to obtain the best deal possible. 6

7 Current CUSP contracted suppliers are: Adult Fiction & Non-Fiction - Bertrams Library Services Children s books - Peters Books and Furniture Reference - Bertrams Library Services The supply of DVD and Blu Rays for hire in Wiltshire s libraries is by Moovies. Library suppliers, whilst providing an excellent service, cannot provide all the stock that a modern comprehensive library service requires and thus it is necessary to obtain certain types of material elsewhere. This includes: Items that can only be purchased direct from publishers, particularly audiobooks and large print books Specialist subject areas such as foreign language material, music scores Books written and often self published by local authors, including books on local history. Non-book material such as maps and microforms Items which require digital rights protection via a designated platform, such as ebooks Increasingly, information provided through online databases, which are subscription based. Periodicals Some material for members of minority ethnic communities All stock ordering and payment processes are carried out centrally, in compliance with Council financial regulations. Large libraries receive much of their new adult and junior book stock directly from suppliers and receipt it at the branch. Invoices are sent through to the Stock Supply Unit. We pay a monthly consolidated invoice to each of our major suppliers which drastically reduces the number of individual invoices passed for payment, thus saving money for the Council. For our major suppliers we operate using EDI (Electronic Data Interchange) which means our requisitioning, ordering, receipting and invoicing processes are electronic. This saves time and resources for both the Council and the supplier. Since 2009 the library service has been one of fewer than 20 local authority library services to apply for and be accredited by BIC (Book Industry Communication) under its e4libraries accreditation for good practice in the supply chain, with particular reference to implementing beneficial technology. 3.2 Donations The library service welcomes the donation of books to supplement library stock. In terms of content and condition, items should comply with this policy. Please see our Donations to Stock policy. Donations of money to purchase stock will be accepted providing any stipulation regarding what material is to be purchased is in accordance with the library stock policy and any Council policy that may apply. 7

8 Donations of stock that do not meet our requirements may be disposed of in the same manner as withdrawn library stock (see 8.5). 3.3 Unsolicited Stock Some authors and publishers send items that have not been ordered, enclosing an invoice in the hope that the Service will purchase them. These will not be accepted unless they are of sufficient value to the Service. Any item that is not required must be kept for six months after which it becomes library property and may be disposed of. Should the sender require its return, the cost of postage must be provided in advance, as per the Sale of Goods Act. 3.4 Self published items Wiltshire Library Service is often asked to acquire, either by purchase or donation, books which have been self published. The assumption has to be made that these items will not have been through the rigorous editing and legal content checks undertaken by mainstream publishers. Where the Library Service agrees that such an item may be of use in our collection, it will fall to the author to prove the content is reliable, professionally presented, and does not contravene any laws. The Library Service staff do not have the time to read items and make this judgement. 3.5 Allocation of Resources for Books and other Materials The library stockfund is an element in the overall budget for the Library Service, is subject to the financial constraints borne by the Council, and is not a fixed sum or percentage of Service funding. Service and Council priorities have an influence on how the stockfund is allocated. Funding for county wide specialist requirements and service priorities is top sliced from the stockfund, as is the allocation for income generating audio visual stock (see 3.5). The remaining amount is then allocated according to a formula that provides fair distribution. Each service point contributes to the funding for audiobooks, large print, centrally purchased fiction and non-fiction, and a modest discretionary sum remains for local needs. The stockfund allocation is calculated as follows: The requirement for purchasing income generating stock is first top sliced from the total allocation. This has to be protected to maximise the potential to provide income for the service. Amounts for reference, information resources and local studies, including newspapers and magazines, are also topsliced as are some centrally supported collections and costs. These include ebooks, and the Performing Arts Library. The remaining balance is then divided according a formula that aims to give fair distribution according to library level/size. From this individual 8

9 allocation deductions are made on a percentage basis to cover the central purchase of audiobooks, large print, fiction and non-fiction. The stock and products purchased from these deductions is shared pro rata across all service points. 3.6 Allocation of Resources for Audio Visual materials Funds to purchase DVDs are held at county level to ensure effective purchase of these income generating items. This funding also pays for supplementary stationery items required by these formats and any licences such as Video Standards Council (VSC) that ensure legal compliance. This funding is also available to pilot new collections and formats as they arise and are considered suitable for a library offer. 4. Stock Selection 4.1 Aims To provide books and other materials that promote reading, with particular focus on: 1. Enabling a broad reading offer which will appeal to, and give the opportunity to develop the reading experience for, all 2. Supporting the national Universal Reading Offer for libraries, the Health Offer, the Information Offer, the Digital Offer and the Learning Offer 3. Engaging emergent readers 4. Contributing to the objectives of formal learning providers in Wiltshire 5. Providing access to informal learning opportunities 6. Improving the skills of people who live and work in the County To provide value for money through a co-ordinated and consistent approach to selection, promotion and exploitation of all stock across the County. 4.2 Objectives 1. Stock should be selected to serve the needs of the whole community, not solely current members of the library service. 2. Stock selection should recognise current and anticipated needs, taking account of known tastes, preferences and interests, and should support service aims (see 4.1) 3. Stock should reflect the racial, ethnic, linguistic and cultural composition of society. However, items that could be regarded as propaganda for a single political party, racial group or religion will not be acquired. 4. Although local needs and preferences will be accommodated wherever possible, all stock will be considered county stock, not the property of any one service point. 5. It is neither financially possible, nor desirable, to buy or provide valuable shelf space for every book that is published; therefore, choices have to be made with regard to value for money and overall stock coverage. Purchasing is planned to ensure a continuous supply of new material 9

10 throughout the year, balancing available funds against the need for stock in particular categories as well as customer requests. 4.3 Selection Criteria The selection of stock should not be determined by the personal views of library staff, suppliers, partners or anyone else involved in the provision of the library service. Staff selecting stock should be alert to professional ethics and established codes of conduct. There should be no censorship or moral view taken of potential stock. Content Wiltshire Library Service will endeavour to provide comprehensive subject coverage across the county. Larger libraries will have the widest range of titles, but all libraries will offer a choice of fiction genres and popular nonfiction. Fiction by popular authors will be provided in all libraries. The majority of stock purchased will be recently published and current. However, standard and classic titles will be replaced as necessary. Wiltshire Library Service will attempt to stock items to help and encourage students. However, considering the service s financial constraints and the availability of support and resources within the various academic institutions themselves, the following will not be provided. Course books Work books that are for completion by the user Teaching packs Materials at post graduate level Items of specialist interest where use will be limited Stock for members of minority ethnic communities will be provided in their mother tongue in proportions relevant to the community s numbers in Wiltshire. Where a new community emerges books may be hired from library suppliers in the first instance rather than bought. These collections will be regularly changed as long as the community remains resident. Physical Characteristics Stock will be provided in various formats, dependent upon availability, suitability and available resources: Books in loose-leaf or spiral bindings will not be purchased for loan (apart from selected top children s titles), but may be purchased for use in the library (e.g. local studies material). Manufacturer s workshop manuals will not be purchased. 10

11 Books containing CDROM will not normally be purchased for loan because of the various copyright regulations applied by different publishers. The majority of such titles contain statements prohibiting the redistribution, renting or loaning of the product; they are sold for personal use only. The quality of production is an important consideration, particularly where strength of binding and dust jacket are concerned. Paper quality and typeface clarity should also be taken into account, although book production standards have declined in recent years, and the quality of production will not preclude the purchase of popular titles. Cost While there is no set upper or lower price limit, value for money must always be a consideration. Because resources are limited, the library service will decline to purchase very expensive items for customer requests where the book is either of limited general appeal or is on a very specialist subject. The benefits of the hardback versus paperback edition will be considered, particularly with stock revision or simultaneous publication. 4.4 Censorship The Chartered Institute of Library and Information Professionals (CILIP) states in its guidelines that: The function of a library service is to provide, as far as resources allow, all books, periodicals etc., other than the trivial, in which its readers claim a legitimate interest. In determining what is a legitimate interest the librarian may safely rely on one guide only the law of the land. If the publication of such matter has not incurred penalties under the law it should not be excluded from libraries on any moral, political, religious or racist grounds alone, to satisfy any sectional interest Using this guidance, Wiltshire Library Service will make available the broadest range of material within its policy of freedom of access to all legally available information. It is acknowledged that on occasion individuals may find items in Wiltshire libraries offensive. However we do not label items to warn customers of potentially sensitive content and would only restrict access to material in order to protect it from damage or theft, not as a form of censorship. 4.5 Controversial stock The MLA guidance on controversial stock provides guidance to library authorities on the provision of library stock that may be considered controversial in nature, i.e. inflammatory and extremist. 11

12 In the interests if intellectual freedom material should not be rejected solely because it is considered controversial. Controversial material will be evaluated according to this stock policy. Decisions will be based on the assumption that the adult reader is capable of making his or her own critical and reasoned evaluation of views expressed in the content of the item. Where appropriate the stock team will enlist the assistance of relevant external agencies and advisory groups. 4.6 Levels of Provision It is neither possible nor desirable that all libraries stock the full range of materials and services provided by the library service. All libraries will stock the following: Adult Fiction Popular Adult Non-Fiction Children s books including picture books and board books Large Print books Audiobooks on CD for both adults and children Quick Reference books In addition full time libraries (level 4-7) will stock: A much wider range of Adult Non Fiction A range of reference titles Local studies collections A range of newspapers and periodicals DVDs Playaway digital audio books Libraries which serve communities with specific language needs will have books in the appropriate language Collections of material are provided in other libraries on the basis of local, demonstrable demand, often tying in with local promotions. Audiovisual collections have to generate sufficient income to justify their placement. Currently libraries in Salisbury, Trowbridge and Chippenham have a collection of Blu-Ray discs, and some libraries hold console games. On occasion a library or libraries may be chosen to pilot a new format or a particular type of service. The pilot may be transferred to other libraries as appropriate. Standards are set for libraries to ensure that quality and consistency are maintained and systematic performance monitoring is in place. To ensure that library stock changes on a regular basis, to offer the widest choice, to maximise stock use and to be cost effective, many new titles are purchased to circulate. 12

13 4.7 Methods of Selection Co-ordination A co-ordinated approach will be taken in the selection of all types of stock, and a variety of different methods will ensure that: Stock is selected as cost effectively as possible; The skills and knowledge of the staff is used to good effect; Newly published titles are available to users as soon as possible; The widest possible range of titles and subjects is made available within the county; Use of individual titles is maximised Involvement of the community It is sometimes desirable that stock selection should take place in partnership with the local community. This may not be feasible on a regular basis, but for one off purchases of specialist stock or in the case of stocking a new library or the refurbishment of an existing building representatives the local community should have some involvement. This could be Involvement of agencies that work with sections of the local community Local residents, community groups and their representatives Stock suppliers with particular specialisms, working to a brief provided by the Library Operations Manager Representatives of groups at whom the stock is aimed using teenagers to buy stock for teenage sections, for example. Any partners involved in stock selection must be made aware of the legal obligations of the library authority and agree to comply with this stock policy. They must also receive appropriate training. Adult Lending Stock The selection of newly published non-fiction titles is undertaken by a small team of practitioners led by the Library Operations Manager, using the supplier s online ordering system. Items are selected up to three months in advance, in order that requests can be placed before publication and items can be received at the library as near to publication day as possible, The great majority of adult fiction is acquired through supplier selection where our supplier chooses fiction titles according to templates supplied by the stock team, including our bestseller lists. These systems and our requirements are kept under regular review and ensure that books are delivered on or before publication date. Most large print and Audiobooks are acquired through standing orders with the publishers of this material. 13

14 The demand for books in languages other than English is managed in two ways. Books in French German Spanish Italian and Polish are purchased for circulation. Other languages may be requested through the ILL service. If there is sufficient demand other languages may be hired for periods of 4 months at a time. Where a collection requirement seems to be more permanent, for instance responding to the needs of a settled community, this may also be purchased. This enables both transient and settled populations to be served most economically. Language courses are purchased on a county basis. Replacement stock is selected by local staff from information on the suppliers website, other web based sources or published lists. Children s Stock Books and Other resources for children and young people aged under 16 Every library is allocated a share of the budget for children and young people depending on the size of community and this fund is used to buy books and audio books. A proportion of these are bought by our specialist children s library supplier, according to a specification set by the County Children s Librarian and the Children s Selection, Promotion and Operations Team (SPOT). The specification has been drawn up to ensure there is a good coverage across the county. Our objective is to offer a range of books and other resources, for all ages and interests, which match the needs of the community. Films and TV programmes on DVD with particular appeal for under 16s are bought centrally and are aimed partly at enhancing the book collection but also to create revenue for the service. For more information please refer to the Policy Statement Services for children and young people aged under 16. Performing Arts The Performing Arts Service exists primarily to lend playsets and music scores to music and drama groups in Wiltshire. A broad selection of performance sets of music and drama material is stocked and available for loan to groups and schools on a charged basis. A wide range of single copies of sheet music and miniature scores is available for the public to borrow free of charge. For more information please refer to the Policy Statement Performing Arts Library 14

15 Reference and ICT Wiltshire Libraries will continue to offer access to hard copy reference items in all libraries whilst managing the transition to online resources which will increasingly provide high quality resources, previously only available at the largest of libraries, to the very smallest service point and also to our customers at their home, office or school. A range of information items will be purchased where there is a clear information need and where the budget allows. Details of the level of provision for specific types of material are outlined in the Information Service Policy. A limited range of reference books will be made available at all libraries by the provision of a list of Core titles which will be reviewed annually to ensure that it maintains its relevance. Major town libraries will also have a significant collection of essential reference books and dedicated Reference/study zones. Salisbury and Trowbridge Libraries will maintain a substantial collection of reference material. Membership of the South West Consortium for United Stock Purchasing (CUSP) and the Arts Council England/Society of Chief Librarians negotiated national licences for electronic reference resources enable Wiltshire Libraries to secure competitive prices for our existing hard copy and online resources. Local Studies The Local Studies Library aim is to acquire all published material in all forms related to Wiltshire past, present and future. All new publications are noted on the monthly Wiltshire List; reference copies will be kept at the History Centre in Chippenham, but relevant titles for loan will be held in libraries where they will be of most interest. Microfilming of local newspapers is an important aspect, as these are the only copies available nationally. There is an ongoing programme to continue this work but available resources limit the amount that can be filmed annually. See also our Local Studies Policy. Recorded Music and Visual Media Music CDs are provided in all level 5-7 libraries, the selection consisting primarily of classical, folk and world music titles. Wiltshire Libraries are signatories to the British Phonographic Institute/Library Association Agreement DVDs and Blu-Ray discs are purchased from monthly list provided by the supplier. The main principle for acquiring this medium is to generate income for the Library Service, and this income is monitored. Suggestions for additions to stock may be made but the income generating potential will remain the deciding factor. Any medium that ceases to produce the set target income will be withdrawn. The library service is required to purchase rental 15

16 copies of titles it lends and cannot purchase from regular retail outlets or accept donations. All branch staff undertake yearly refresher training, provided online by the Video Standards Council, to ensure the service meets the legal requirements of the Video Recordings Act 1984, and will be reminded of other relevant legislation such as the Video Recordings (Labelling) Regulations In addition the Library Service follows best practice guidelines from the Video Standards Council with regards to keeping a refusal log at branches. Items are allocated an item category on our library management system which prevents issue to a library card holder younger than the appropriate age. In this way the Library Service can remain compliant in volunteer operated and unstaffed libraries. In addition volunteers are provided briefing notes on their role under the legislation. Alternative Formats The Library Service allocates a proportion of its stock budget annually to providing stock in alternative formats. The aim is to provide as wide a range of stock in large print and audiobook form as possible and about 80% of this stock is circulated around libraries, including Mobiles. Regular surveys are undertaken to ascertain that the material provided meets with customer satisfaction. Large print books that are not in stock may be requested and will be either purchased or borrowed from outside the County if possible. Books in Braille or Moon are not held by the Library Service, but may be requested and borrowed from the RNIB and other agencies on behalf of customers. Requested Items Where a requested title is in print but not in stock, purchase will be considered. All purchases must comply with the criteria described in Section 4.3 of this document. Purchased items will not always be allocated to the library where the request originated, but may be added to the stock of a more suitable location. Where titles are more specialised, they will be circulated to obtain maximum use. When more than 6 reservations are placed for each copy of a title held, consideration will be given to purchasing additional copies to accelerate the supply time. 16

17 5. Arrangement and Promotion 5.1 Signing and Guiding The signing and guiding inside libraries aims to be clear and accurately reflect the stock. It was designed to be compliant with the Disability Discrimination Act 1995, now overtaken by the Equality Act Arrangement The arrangement of stock within libraries will aim to reflect the preferences of customers of that library. This means that different arrangements may be tried to test which best achieves customer requirements. The layout of shelving aims to ensure that stock is within easy reach and spaced to permit easy physical access to all customers. Items will be displayed in such a way as to encourage browsing and give customers the ability to do so in comfort, with a minimum of 25% of the stock face on wherever possible. Some libraries are experimenting with arranging large print books on a shelf at eye level within the regular A-Z sequence. This arrangement may be adopted at any library where it is appropriate. 5.3 Display All libraries will have at least one display at any one time, and these will be changed regularly with the aim of informing customers about the full range of stock available and encouraging serendipity. Displays may support national initiatives, local interests, offers, or be organised in conjunction with external organisations where there is a connection with the libraries core business. 5.4 Religious texts Religious and sacred texts purchased by the library are managed in the same way as other stock items. They will be shelved in the same away as other items and may be withdrawn or replaced as part of the routine stock management process. Shelving of religious texts will be in accordance with the cataloguing system in place in any particular library and is not meant as a comment or reflection on that particular text. 6. Library Catalogue Staff in the Stock Supply Unit are responsible for the provision, management and development of the online library catalogue, which holds records for the vast majority of items held in the County stock. The Information Services Manager is responsible for the provision of the web catalogue at 17

18 6.1 Aims Ensure a high level of accuracy and conformity in the Catalogue to: allow efficient stock circulation allow electronic and other acquisition procedures facilitate access for both staff and customers - by providing details of all titles in stock, information about the libraries in which they are held, and their location within each library; - by allowing searches to be made by author, title, subject, keyword, classification number or control number - by providing details of items on order for the library service allow reservations to be placed via the internet facilitate the provision of management information provide an audit trail as required By the use of recognised national and international standards, ensure that data can support whichever Library Management System is in use by the Library Service To constantly develop and review the provisions of the catalogue to ensure its continued relevance to all users of the library service. 6.2 Standards Catalogue records are created or acquired to conform to the following national and international standards: Cataloguing practice as defined in the Anglo-American Cataloguing Rules 2 nd edition 2002 revision. (AACR2) Classification is by Dewey Decimal Classification we do not automatically change to use new editions of Dewey, though the benefits of doing so are considered Local Studies stock is classified to a locally devised scheme for greater specificity Name Headings conform to the British Library Name Authority File/ Library of Congress Name Authority File Most recent acquisitions have Library of Congress Subject Headings (LCSH) with additional British references. In exceptional cases we will add a local subject term if this will significantly aid retrieval All catalogue records are currently held in UKMARC format for exchange and storage. We are monitoring developments with RDA. 18

19 6.3 Acquisition of MARC Records Catalogue records for books (including large print), and audiobooks, [c1]are imported from Bibliographical Data Services Ltd (BDS). Catalogue records for CDs and DVDs are imported by suppliers of that material. Other material requires in house cataloguing, such as music scores, large scale maps, language courses, local publications etc, BDS records conform to national and international standards and the company supply the British Library with data making them a potential national standard. In exceptional cases local subject headings may be added to imported records, particularly for non-fiction and local material. 6.4 Classification Numbers Classification numbers are standard across the county, with no allowance for local variations. Children s non-fiction is classified more simply than adult stock, with no numbers after the decimal point. 6.5 Currency of Data To ensure that the online catalogue is up to date and relevant (but avoiding titles that may be returned late), items that have been identified as missing will be deleted after 6 months. This will follow a specific search for the item. 6.6 Public Access These policies ensure that access to the catalogue is available to all via the Web at and that it is accurate, relevant and current. In addition to providing everyone access to browse the library holdings, the catalogue also enables members to reserve and renew items on loan. 7. Reservations and Interlending For a charge, library members may make requests for any item that is not immediately available or the shelf or is located in another Wiltshire library (Charges apply to adults only, children may reserve free of charge) When an item has been obtained to satisfy a reservation, the customer will be notified, either by post, telephone or . Items will be retained for collection for 14 days or 2 mobile visits. 7.1 Items in County Stock The library catalogue holds details of all items currently in stock and most items that are on order. Library members may ask library staff to place a reservation for them or do so themselves via the Web. (There are some limitations for the public reserving online.) 19

20 Reservations are subject to the following constraints: Reference and non-loan local studies material cannot be reserved, or may be borrowed for a limited period only at the discretion of the Information Services Manager or County Local Studies Librarian.; Items that are on order may be reserved, but as orders are often placed well in advance of publication, they may take longer to supply DVD Gold and Blu Ray Gold items may not be reserved for an initial period after release to maximise income generation. Subject to budget, where there are more than six reservations per copy of a title in stock, further copies will be purchased to reduce waiting time. 7.2 Items not in County stock Books that are not in stock, but are in print, will be considered for purchase and bought if they conform to the policy set out in Selection Criteria (4.3). Reservations are not accepted for Audiobooks, CDs, DVDs Blu-Rays, Wii games or Playstation games that are not in stock, but recommendations may be made, and these titles will be considered for purchase. 7.3 Interlibrary Loans Books that are either not suitable for purchase or are out of print may be borrowed from other library authorities or The British Library. There can be a significant cost implication in obtaining these books. Consequently, it is necessary to pass some of this cost to those who wish to make use of the service through a supplementary charge on top of the normal reservation fee. Before application is made to external authorities, customers will be asked if the book is still required and that they are prepared to pay the additional charge. Wherever practicable this will be done when the request is first placed; otherwise the customer will be contacted to elicit the information. External authorities such as The British Library may impose conditions to any loan such as restricted loan periods or for use only in the library. Periodical articles are usually supplied in the form of photocopies and these must be paid for at the current rate. Our current charges are advertised in libraries and on our website. 8. Stock Management 8.1 Stock maintenance Stock will be regularly edited and reviewed to ensure: A quality stock, current, active and relevant That all stock is in good physical condition That stock is displayed to best advantage That adequate space is available for effective display Any gaps in coverage are identified 20

21 Items that do not meet the above criteria may be relocated, rebound, sent to the Central Collection at Library HQ or disposed of as appropriate. 8.2 Circulation A large proportion of newly published non-fiction titles, and some fiction titles, are purchased to circulate. This ensures that all libraries have a constantly changing selection from which customers can choose, and prevents stock from stagnating in one library. It allows the best use of financial resources and encourages the purchase of more expensive and esoteric titles, as a single copy purchased to circulate will be made available to a range of customers across the county. In some areas of stock where a limited range of titles is published, all new additions will circulated to ensure the widest possible choice in all libraries. All Audiobooks and most large print, for example, are circulated, as are most new purchases of poetry. 8.3 Binding Binding extends the useful life of material and improves the appearance of stock on the shelves. It can also make flimsy items easier to handle and store, and protects irreplaceable items for long term use. However, the cost of rebinding should always demonstrate value for money, especially considering the ease of purchasing second-hand books on the internet. Criteria for Rebinding Rebinding will be considered when: The title is out of print, but the information is still current and the item is still being regularly borrowed / there are no other copies in county stock. There is not a good quality second hand copy available online. It is cheaper to rebind than replace the item. Items have a long shelf life and quite heavy use e.g. music scores, vocal sets and play sets. Items such as orchestral sets need to be stored in folders or boxes which can be made to size. Material is of particular interest for local studies. The main consideration is often preservation for posterity and the need to ensure that items are sufficiently robust to facilitate their use by members of the public. Items of intrinsic value may need conservation rather than binding. Back runs of periodicals are of local interest are held permanently. Consideration must always be given to alternative forms of storage such as digital or microform, which are easier to use and store. The physical condition of the book must lend itself to rebinding i.e. the margins are sufficiently wide to allow for trimming and re-sewing, the paper is of good quality and the pages are intact. 21

22 8.4 Central Lending Stock Items of long term value are kept in the Central Collection. This includes nonfiction subjects and a quantity of out of print fiction. This stock may not be heavily used and may not be in ideal physical condition, but is retained to satisfy reservations, both within Wiltshire and the regional and national interlending schemes. The Central Collection in Trowbridge should be considered working collections and not repositories for unwanted stock. Books in these stores should have been used at least once within the past 5 years, depending on the topic matter, to justify their inclusion. Individual library stores are only used to house seasonal stock, stock removed for editing or disposal or items used for specific purposes such as story times. Any books falling outside these criteria are offered to the Central Collection or circulated to another library. 8.5 Reserve Reference Stock. Reference Libraries may hold books which are less well used in a reserve store. These books may include special collections, bequests, and reference books which are still of use but not used frequently. The Information Services Manager is responsible for the upkeep of the reference stores, although dayto-day management will be undertaken by reference library staff. 8.6 Disposal of Stock The Library Service has a responsibility to ensure that all stock is accurate, current and relevant to the needs of the local community. In order to achieve this stock will be continually reviewed and withdrawn when it is: Physically damaged, defaced or worn to the extent that it cannot be rebound or repaired; Out of date and/ or containing misleading information No longer in demand Unsuitable as regards current thinking on equal opportunities, discrimination etc. Required to be withdrawn for legal reasons Sale of Withdrawn Items Items of no further use to customers will be sold if possible to generate income to support the service. Items may be offered for sale in libraries, sold online or to commercial dealers. No items may be earmarked for individual purchasers, as such a system may be open to abuse. 22

23 Recycling Although the majority of stock for disposal is sold, where this is not possible (e.g. due to very poor condition) they will be sent for disposal. To accord with Wiltshire Council s aim to be green, these will be recycled where such facilities are in place. 8.5 Stock Loss Security Security systems will be installed where appropriate and within the limitations of the budget. Stock will be displayed with security in mind and vulnerable stock will be kept within sight of staff wherever possible. In the case of audiovisual material, discs may be kept in a locked drawer to discourage theft. Loan and Recovery of Stock All stock is issued to registered members of the library. A courtesy preoverdue notice can be sent three days before items are due for return, Reminder notices are sent when an item is 22 days overdue, and second reminder at 36 days overdue. Failure to return any item results in the customer being stopped from taking any further items until such time as the item is returned or the cost of replacement paid. Failure to return items or pay the value as assessed will result in prosecution in the Magistrates Court under the Council s byelaws. Chris Moore Library Operations Manager September