Kirklees Libraries and Information Service. Stock Policy

Transcription

1 Kirklees Libraries and Information Service Stock Policy

2 Contents 1) Introduction ) The Philosophy of Kirklees Library and Information Centres ) Libraries and Censorship ) Religious and Political Material ) Stock Policy Aim, Objectives and Principles ) Funding ) Purchasing Procedures ) Gifts and donations ) Stock Editing ) Stock Withdrawal and Disposal ) Stock Rotation ) Stock Security ) How we measure stock performance ) Contacts and Feedback ) Web links

3 1) Introduction This stock policy explains: How we choose the books, DVDs and other materials that you find in Library and Information Centres (LICs) in Kirklees How we maintain and promote those materials How we circulate stock to ensure that even the smallest LICs provide the widest choice of reading. Why we decide to keep some items and throw others away Our position on censorship How we measure the performance of stock at all LICs A huge number of books, compact discs and DVDs are published and released every year. The space available in LICs to house and display these materials is limited. So is the amount of money we have available to spend. We must therefore choose what to buy very carefully and what we buy is based very firmly on our sense of purpose. Our stock is chosen by our library supplier in line with specifications. These specifications are created and revised regularly by LIC staff. Our aim is to provide the widest possible range and choice of stock within our resources, to entertain and educate, to inform and challenge. We value these qualities more than short-term popularity and this means that we may not simply buy more copies of best sellers on demand. You will find those best sellers and a good range of other popular books in your LIC but you will also find the new, the different and, occasionally, the controversial. Newspapers, magazines and television highlight and promote a very narrow range of authors and titles each month, a fraction of those published. LICs offer and promote much more. LICs offer all communities the opportunity to access a wide range of human thought and creativity, to choose books to take home and to do this free of charge. One of our unique strengths lies in being able to supply books and other materials that are no longer in print and that, together with free access and borrowing makes us very different from bookshops. We believe in a service that appeals to and includes all members of our communities and we will, wherever possible, provide our stock in a range of appropriate languages and formats. 3

4 Our policy is not static and will be reviewed regularly to reflect and take account of changing needs and circumstances. This is your library service and we welcome your comments, questions and suggestions. 4

5 2) The Philosophy of Kirklees Library and Information Centres Public libraries promote informed and cultured citizenship. They are fundamental to the success of any democratic society. The library is an inclusive service; it allows all members of the community equal opportunity to engage in a wide range of social and cultural activities outside the pressures of the commercial environment. The library service accepts a broad definition of culture. We live in a multicultural society. Culture evolves; it does not remain static. The public library is not a museum. Library stock reflects cultural change and nurtures cultural variety. Range and breadth are key factors in stock provision. We provide stock to meet the widest range of human enquiry and interest without prejudice. We value knowledge for its own sake, rather than as a commodity. The free provision of book lending and information allows the library to encourage interest and enquiry from all customers, regardless of their ability to pay. In a predominantly commercial environment this service is particularly valuable. Kirklees LICs offer access to print and other media (for example recorded sound and DVD) for leisure, information and education. Our services are open to all regardless of age, background or ethnicity. Within the constraints of budget and space the library service seeks to: 1. Provide materials to enhance and extend the intellectual and cultural development of the community. 2. Meet the information needs of the community for work, leisure, health and wellbeing. 3. Support formal and informal education for customers of all ages and backgrounds. 4. Promote and extend the use of books and other media for recreation. 5. Provide a free forum for the discussion and dissemination of facts and ideas. We are committed to increasing use of our services. We will strive to develop methodologies for identifying and addressing the needs of those who do not currently use library services as well as meeting the needs of existing customers. As space and resources are finite library collections need constant management to ensure that they remain a useful community resource.

6 Library stock deteriorates over time and with customer use. The body of knowledge also changes. Information is revised, superseded or becomes obsolete. The library service ensures that the information we supply is as current as possible. This document is a working tool; it ensures that the management of our primary resource is accurate and consistent. A huge volume of material is published in all formats, both print and electronic each year. Constraints of space and resources mean that it is impossible for the library service to buy everything. The library service must choose a selective and representative range of stock. This document shows why we select our stock and defines the principles that underpin this process. Stock policy needs to remain responsive to the needs of the community. This document will be reviewed on a regular basis to ensure that it remains relevant. 6

7 3) Libraries and Censorship Our role as a free forum for ideas precludes censorship. The library service does not endorse or promote any particular political, social or religious ideology. We provide access to the widest range of knowledge and experience to encourage and inform public debate. The Chartered Institute of Library and Information Professionals (CILIP) policy statement on censorship (1963, revised in 1997) states that: If publicly available material has not incurred penalties under the law it should not be excluded on moral, political, religious, and racial or gender grounds, to satisfy the demands of sectional interest. Users of library and information services are entitled to rely upon these services for access to information and enlightenment upon every field of human experience and activity. In line with this statement the library service may purchase any publication which has not incurred any penalties under current English law, specifically the Obscene Publications Act In addition, the International Federation of Library Associations and Institutions (IFLA) Statement on Libraries and Intellectual Freedom (approved in 1999) states that: Libraries shall ensure that the selection and availability of library materials and services is governed by professional considerations and not by political, moral and religious views. Kirklees Council has adopted both the CILIP and IFLA statements. Religious and political material that informs rather than attempts to convert is preferred. Kirklees maintains a specific policy on the provision and display of religious and political materials in public libraries. The library service welcomes suggestions for stock and feedback on stock policy. This information is used, wherever possible to inform the selection process. The library service will not, however, add or remove any item from its shelves solely at the request of any individual or group. Members of library staff are responsible for the management of stock following the principles laid down in this stock policy and acting within current legal requirements. Responsibility for the use of library materials from the adult lending collections by children rests with their parents or legal guardians, not with library staff. Procedures are in place, in line with legal requirements, to ensure that classified items such as DVDs are not issued to borrowers of inappropriate age. The library only restricts access to material in order to protect it from damage or theft, not as a form of censorship. Members of library staff do not label items to warn customers of offensive or harmful content. 7

8 For more information on Public Libraries and censorship consult the IFLA (International Federation of Library Associations) and CILIP (Chartered Institute of Library and Information Professions) websites. Some items of library stock are available for use in the library only and cannot be borrowed. These items are required for study, research or to answer customer enquiries and need to be available to all customers whenever required. They include directories and other reference resources and items for Local Studies. Separate reference collections are maintained for this purpose at Huddersfield Reference and Local Studies departments but some reference items can also be found at Library and Information Centres throughout Kirklees. These items are clearly marked as Reference Stock. For more information about Reference and Information Services in Kirklees LICs see our Reference and Information Policy 8

9 4) Religious and Political Material LICs are an integral part of the active and diverse civic culture of Kirklees and provide an open forum for the exchange of ideas and views. Library stock stimulates philosophical, religious and political debate as well as providing information. The obligations of the public library to act as a free channel for information in accordance with IFLA [International Federation of Library Associations] and CILIP [Chartered Institute of Library and Information Professionals] guidelines is set out in the full Kirklees Stock Policy. Additionally, the Library Service operates in accordance with the European Convention on Human Rights, in particular Article 9 Freedom of thought, conscience and religion (Article 9) and Freedom of expression (Article 10). The Convention is framed in UK legislation as the Human Rights Act In the spirit of free and informed discussion a wide array of religious and political views are presented within public library stock. The library purchases a range of descriptive and comparative books and other media about politics and religion. This includes books that advocate particular political or religious views, including some sacred texts. Books that analyse and criticise political and religious ideas are also acquired. The library service does not knowingly stock or display any material that incites religious or political hatred. The nature of this material is defined in current and proposed UK legislation. Any material that is legally defined by law as obscene or blasphemous cannot be stocked or displayed. The relevant pieces of legislation are: Human Rights Act 1998 Obscene Publications Act 1959 (and amendments) Incitement to Racial and Religious Hatred Act 2006 Blasphemy common law Race Relations Act 1976 Any item that becomes the subject of legal proceedings under any of these pieces of legislation is removed from the open shelves and cannot be borrowed or consulted. Religious and political thought are only part of the whole range of human knowledge and experience to be found in Kirklees LICs. The library adheres to certain long established principles to maintain a balanced stock and to ensure that the citizen s rights to freedom of expression are protected. 9

10 Religious and political materials for lending and reference libraries 1. Kirklees LICs role as an open democratic forum precludes the endorsement of any specific religious creed or political ideology. In line with this principle the library service does not stock newspapers or magazines published by specific political parties. 2. Finite shelf space means that Kirklees LICs cannot guarantee that the sacred texts of all religious groups or major political texts can be found at every library. Instead a representative range of political and religious materials is held across all libraries in Kirklees. Stock held by any of these is made available through the normal reservation system. 3. Sacred texts are managed in the same way as other stock items. Members of LIC staff do not undertake to display or store these texts in the manner in which they would be treated in a sacred environment - for example a church, mosque or temple. Members of LIC staff are solely responsible for the storage, shelving and maintenance of these materials. They may choose to withdraw or replace items in the course of routine stock management processes. Information about religious and political community groups The KINFO database includes contacts and addresses of religious and political groups. It is available online and to any caller or enquirer. Any personal information is subject to the Data Protection Act. Content will be updated annually. Displays of posters and leaflets are welcomed within Kirklees LICs with certain restrictions on religious and political themes. These guidelines are available to consult in the Frontline Services Display and Events Policy 2008 available on the Kirklees web site. 10

11 5) Stock Policy Aim, Objectives and Principles Aim To provide a clear and consistent approach to stock management throughout Kirklees LICs. Objectives 1. To supply the widest possible range of material to library users within current resources. 2. To maintain currency and physical condition of the stock. 3. To encourage new authors and the flow of new ideas in both fiction and non-fiction writing. 4. To seek feedback from all sectors of the community on stock matters and use this data in the management and development of our services. 5. To maximise use of stock through display, promotion and reader advisory work. General Principles 1. Stock is a system-wide resource rather than the property of a single service point. The system aims to balance breadth of stock with the need for more specialist material. The wider the range of material available, the greater the library service s appeal to all sectors of the community including those who do not currently use the library service. 2. Members of LIC staff maintain specifications that enable our library supplier to select and deploy stock following the principles laid down in this stock policy and acting within current legal requirements. 3. Larger LICs provide a strategic non-fiction stock role in supporting smaller community libraries. 4. Stock is managed and maintained by staff at all levels as part of day-today routine. 11

12 Adult Book Stock Selection: Procedure Who buys the books? Our stock supplier selects books in line with a specification template completed by LIC staff. A selection of stock is allocated to a rotation route on purchase. Find out more about stock rotation here. Items not normally purchased for adult library stock The decision not to purchase a particular item for library stock may be influenced by any of these factors. 1. Unsuitable format. Loose leaf or workbook format items are not normally purchased for adult lending stock. 2. Poor content or presentation. Our suppliers choose titles from publisher s lists so this factor is not always easy to assess. Such material is not supplied knowingly or on demand. This may be the case with heavily reviewed items or gift books. 3. Dated Information. Regularly updated or periodical titles in non-fiction are not normally supplied. This includes: Travel guide series such as Fodor. Annual or regular wine guides. Annual or regular hotel/accommodation guides. Annual tax and benefits guides. Annual product guides and catalogues. Much of this information is out of date almost as soon as an item is published. The need for this type of material is better served by reference sources in print or electronic form. 12

13 Children and Young Adults Stock Selection Policy Objective: Kirklees LICs aim to supply the widest range of materials to children and young people within current resources. Fiction for Children and Young people: Principles: 1. The selection policy requests that material is supplied which is suitable for the appropriate age range. 2. Major fiction prize long-listed titles for Children and Young People are represented in Kirklees stock. There are over thirty prizes awarded each year (see Booktrust Children's Books). Some of the main examples include: Carnegie Medal, Kate Greenaway Medal, Blue Peter Children's Book Award, Children's Book Award, Guardian Children's Fiction Award, Marsh Award for Children's Literature in Translation, Costa Children's Book of the Year Award. 3. We wish to avoid children s books containing material which denigrates or ignores the validity of non-western customs and values. We need to establish collections which reflect the multicultural diversity of Kirklees. Non - Fiction for Children and Young people: Principle: Non-fiction selection aims to cover a broad range of subject coverage to reflect both the leisure needs of young people as well as their educational interests. Children s and Young people s Book Stock Selection: Procedure Who buys the books? Our stock supplier selects books in line with a specification template completed by library staff. A selection of stock is allocated to a rotation route on purchase. Find out more about stock rotation here. 13

14 Items not purchased for children's/young people's library stock Spiral bound books Titles with sections for children to complete or removable gimmicks Puzzle books Books with any fill-ins Popups that are complicated and fragile Books which denigrate or ignore the validity of non-western customs and values Categorisation of stock Board books Have a sturdy form with clear photos or pictures, minimal clear text, bright colours. Can be tactile or have flaps (for example) to stimulate the senses. Content describes everyday, familiar objects and situations. Board books may include rhythm, rhyme and repetition or questions and sound effects. Age: suitable for babies and toddlers from birth to two years. Picture books These are larger format books with longer stories. Language can be more challenging. Content as before but also can be more imaginative, abstract, dealing with the wider world and developing emotions. Pictures carry story as well as text. Age: approximately 2-5yrs First Reads These are stories for beginner readers with simpler sentences, short chapters and some illustrations. Age: 5-8 yrs Fiction These stories are for competent readers reflecting the wide range of tastes and experiences of children today. Age 8-13 years Lightning Read 14

15 Picture books for older readers - includes Asterix, film tie-ins e.g. Star Wars etc. these are illustrated picture books with a reading age and interest level beyond the scope of a five-year old. Age 6-13 years Teenage Fiction These stories reflect the wide range of experiences and interests of teenagers today as they grow into adulthood. They may contain quite adult themes. Books are generally bought in paperback format except for first novels. Age years Children's non-fiction Information books for 5-14 year olds. Teenage Non fiction Teenagers can use the range of non-fiction books available in both the adult and children's libraries. However information books aimed specifically at teenagers may be bought e.g. books on health issues, emotional development, family matters, sport, fashion, environment, media, GCSE revision guides etc. These may be shelved in separate collections at some LICs. Books are generally bought in paperback format. Age 14-16years All Aboard Collection Picture books and some information books for children that deal with special situations and special needs: For example dealing with change, moving house, new baby, death, new experiences, visiting the dentist, tactile books and large print books. Books used by adults who are supporting children with special needs. 15

16 Audio-visual Stock Audio-Visual Stock Selection: Objectives 1. To extend and enhance the range of materials available to library customers to include film, recorded sound and other media. Formats include (for example) music compact disc, DVD, spoken word, CD or MP3 disc. 2. To provide access to library materials for customers unable to use printed media. For example: DVD, fiction and non-fiction on compact disc or MP3 disc. 3. To generate income for the library service. Audio-Visual Stock Selection: Principles 1. DVD and recorded music collections are available in selected libraries only. 2. Popular music and popular classics are purchased as priority in music selection. The Chartered Institute of Library and Information Professionals (CILIP) agreement with the British Phonographic Industry (BPI) means that we cannot purchase most sound recordings until a minimum of three months after their publication. This agreement also places limits on the number of duplicate copies that we can purchase. 3. Film purchase concentrates on popular cinema and children s titles. Most titles are purchased at sell-through price. A small number of high-cost rental titles are purchased each month to maintain the currency of each collection. Some DVD producers do not allow rental of their products; we are therefore unable to purchase these items for loan. 4. Items with a low unit cost that are likely to generate high income may be duplicated to maintain the profitability of recorded music collections. 5. Spoken word recordings are a basic service for customers who are blind or partially sighted. For these customers they represent, aside from Braille text, their sole means of access to printed sources. Spoken word recordings are loaned free of charge to these customers. Sighted customers may also borrow these items for a small charge. All newly purchased spoken word recordings are rotated between libraries to ensure the widest possible use. 6. Some audio-visual material is considered as part of non-fiction stock and purchased from non-fiction book funds as required, specifically non-fiction 16

17 DVDs (for example keep fit, travel etc.) and language courses on compact disc. These items are managed as part of the general non-fiction and reference stock. Audio-Visual Stock Selection: Procedure Our compact discs, DVD and spoken word recordings are selected by suppliers for Kirklees LICs working to pre-specified criteria. Measuring Adult Stock Supply The accuracy and responsiveness of stock supply is measured by customer surveys and from customer feedback. Your comments about library stock, the knowledge and experience of LIC staff and our current library supplier all help us understand how selection is working. Your requests for specific items that are not currently available in Kirklees LICs are considered as part of this process. We may decide to borrow or buy such items as required to meet your request. We will let you know if we are unable to meet your request and offer an alternative when appropriate. 17

18 6) Funding Central book funds are allocated by type of stock and supplier. Allocation patterns are reviewed annually by library staff ensuring funds are managed strategically and allocated in line with changing priorities. 7) Purchasing Procedures The library service purchases stock from library and specialist suppliers in line with local government purchasing guidelines. Larger elements of library spending, for example adult and children s book funds are contracted to a principal supplier. Some elements of the book fund are not included within the contract. The library service takes advantage of purchasing consortia, joining with other local authorities to negotiate improved discounts wherever possible. 8) Gifts and donations The library service cannot accept donations from the general public unless the titles offered are of local or special interest. Donated stock which meets these criteria is allocated and managed in the same way as purchased stock. Members of LIC staff decide on the most appropriate location and may withdraw the item for sale or disposal when it is no longer required. 18

19 9) Stock Editing Why do we need to edit stock? In any library constraints upon space and the constant purchase of new stock requires the regular removal of existing material. Out of date information misleads customers and can be dangerous. Physical condition of stock deteriorates over time and with use. The removal of unused, worn out and out of date stock makes it easier for customers to find suitable material. What criteria do we use to remove stock? 1. Age. Both fiction and non-fiction items are considered for withdrawal or replacement if they are more than six years old. The date that a particular item was added to stock is used to measure stock age. 2. Currency. Content and publication date is considered when assessing non-fiction items. Items containing out of date information are replaced or withdrawn depending on performance. 3. Poor physical condition. This includes items with broken bindings and loose/missing pages or illustrations. Use data (number of issues) from the library circulation system is used in conjunction with physical examination to identify items for withdrawal, repair or replacement. Stock Performance Poor performance is defined for adult book stock as follows:- Fiction with no issues in the last 12 months. Non-fiction with no issues within the last 18 months. DVDs with no issues in the last 6 months. CDs and talking books with no issues within the last 12 months. Performance is only partially useful as an indicator of value. Stock policy stresses range of stock, especially in non-fiction. Discarding items purely on the grounds of irregular use can weaken the range of available stock. This is particularly true of those libraries that have a strategic non-fiction role. Use is a much less important factor when weeding core subject stocks than it is when weeding genre fiction or leisure non-fiction. LIC staff must ask why an item is not performing. Is it in the right place? Is there a newer or better item available? We accept that some stock should be retained even if it does meet not high performance targets. In accepting that 19

20 the library needs to appeal to a wider range of customers we must also accept that range of stock is of primary importance. Under-performing items may be reallocated to a more appropriate location. Alternatively the item may need to be replaced with a better title in the same subject area. 10) Stock Withdrawal and Disposal Items are identified for sale or withdrawal by library staff only. Stock is not sold or withdrawn in response to customer demand. What happens to the items that are removed from our shelves? 1. Items in good condition but with poor performance may be transferred to another library. 2. Items in good condition but no longer required for library stock may be offered for sale. Kirklees LICs support local charities by offering surplus withdrawn books to them to sell to raise much needed funds. 3. Items in poor physical condition or that contain out-date-information are recycled in line with the Council s environmental policies. A recycling bin is provided at each library to facilitate this. 11) Stock Rotation Why do we rotate stock? 1. Items are popular whilst they are new at a particular LIC. Their use then often tails off over time. Stock rotation aims to move items on to another library before use declines and thereby extend their useful life. 2. Rotation helps to spread resources more fairly and allows customers to see a wider range of titles than static stock. Stock rotation software is used to manage all stock rotation within Kirklees. Stock rotation is a constant background process as opposed to a periodical event. 20

21 12) Stock Security Stock theft is a crime. It disrupts the supply of information to customers and limits choice. Theft from libraries takes two forms: 1. Direct theft: Removal of items from the library shelves without having them issued. 2. Non-return of issued items. The library service recognises its duty to protect its stock from theft or misuse. The first duty of the library authority is to maintain accurate records of its holdings so that stock losses can be measured accurately. Kirklees holds a manual stock count every two years. The count records all items on library shelves on the date of the count and matches this against holdings data from the library circulation system. The count identifies separately items listed as lost (long overdue), missing from shelves as well as those on loan. These figures allow more accurate measurement of nonreturned items and items stolen directly from library shelves. 13) How we measure stock performance Why do we measure stock performance? The library service needs to measure the performance of stock to ensure that our primary resource is in the right place to encourage use by customers and is being managed successfully in line with this stock policy and national standards. Library stock does not remain static. Items are constantly being added to and withdrawn from library stock as part of day to day stock management. Stock performance is measured statistically as follows: Stock Turnover = Number of issues divided by stock size. Turnover is used instead of simple issue statistics because it relates performance to the size of each library stock. It is easier for a large collection to generate a large number of issues. The stock turnover rate shows how hard library stock is working in relationship to its size. Accessions per 1000 head of population = Number of accessions each year Current Population divided by

22 This measure allows the library service to match library stock levels to local community needs with greater accuracy. 14) Contacts and Feedback Jan Clark Chief Librarian Huddersfield Library and Art Gallery, Princess Alexandra Walk, Huddersfield, HD1 2SU (01484) ) Web links International Federation of Library Associations. (IFLA) The Chartered Institute of Library and Information Professionals. Department for Culture, Media and Sport (DCMS) 22