Stock Management Policy

Transcription

1 Norfolk Library and Information Service Stock Management Policy August 2010 Page 1 of 18

2 Norfolk Library and Information Service - Stock Management Policy Summary This stock policy explains how the stock in our libraries is chosen and promoted and how the quality of stock is maintained. The Library Service aims to attract and retain library users by providing the widest possible choice of materials up to undergraduate level, both print and electronic, which reflect the different interests and tastes of the whole community Experienced staff manage the selection of stock using a variety of methods to achieve efficient and effective selection. The majority of stock is bought in paperback. All stock is regarded as a county resource, regardless of where it is located. Each library has a target stock turnover figure which is used to calculate the percentage of stock it is allocated. We provide a wide range of fiction and non fiction titles across all genres and subjects including large print, spoken word and e-books for adults and children. Young people s stock supports children s reading development and information needs at different ages and stages, from pre-school to teenage. We provide up to date information resources, both print and electronic. Each library produces an annual stock plan to ensure the stock meets the needs of the local community. Customers may request any book or spoken word item which is available for loan within the county. Requests are also welcome for titles not in stock. Books are circulated around libraries using Dynamic Stock. This refreshes the stock by transferring items to the library they are returned to regardless of the library of origin. Online stock management systems are used to ensure that items are moved to where they are most needed using evidence based on performance. Stock is actively promoted and displays relate to the annual Promotions and Marketing Plan. All staff complete training in encouraging reading. We ensure that stock is clean and in good physical condition and carry out stock maintenance regularly in all libraries. Evidence of use, physical condition and currency inform our decisions about disposal. Page 2 of 18

3 Norfolk Library and Information Stock Management Policy Contents 1. Introduction 1.1 Definition 1.2 Legislative Framework 1.3 Aims 2. Stock selection Policy 2.1 Policy 2.2 Equality / Diversity / Community 2.3 Controversial stock 2.4 Items outside our scope 2.5 Donations and bequests 2.6 Unsolicited items 2.7 Budgets 2.8 Services provided through other organisations 3. Stock Selection methods, practice and criteria 3.1 Stock selection methods 3.2 Criteria for selection: 3.3 Stock format 3.4 Consultation 3.5 Grouping of libraries 4. Adult Stock 4.1 Fiction 4.2 Adult non-fiction 4.3 Large Print 4.4 Audio Books 4.5 Foreign language materials 4.6 Skills for Life Material 4.7 Alternative formats 4.8 Sound and Vision 4.9 Information Resources Stock List Newspapers and Periodicals Electronic information sources Business Library Community information 4.10 Local Studies 5. Young People s Stock 5.1 Aim 5.2 Policies Children s Fiction Non fiction Teenage Stock 6. Stock Planning 7. Acquisitions Process 8. Maximising Access to Stock 8.1 Cataloguing 8.2 Request service 8.3 Circulation of stock 8.4 Promotion and presentation of stock 8.5 Maintenance of stock 8.6 Retention of stock 8.7 Stock loss 8.8 Disposal process 9. Monitoring 10. Staff responsibilities 11. Frequently Asked Questions Supporting documents for staff Page 3 of 18

4 1. Introduction 1.1 Definition This stock policy explains: How the stock in our libraries is chosen How we maintain and promote our stock How we ensure that we promote the range and choice of stock in all libraries How we decide on items to withdraw and what we do with them then Our position on censorship How the performance of stock is measured Throughout the document stock refers to books, videos, DVDs, CDs, spoken word and electronic resources. Specifications and standards for each type of material are included within this document. 1.2 Legislative Framework Everything we do in pursuit of our mission is carried out within a framework of responsibilities described in legislation the key laws underpinning our work are: Public Libraries and Museums Act 1964 Data Protection Act 1998 Freedom of Information Act 2000 Human Rights Act 1998 Children s Act 1989 Children and Young Persons Act 1933 Equalities Act 2010 Health and Safety at Work Act 1974 Video Recordings Act 1984 Copyright, Design and Patents Act 1988, Copyright (Visually Impaired Person s) Act 2002 and Copyright Act Guidelines 2003 Local Government and Housing Act 1989 Terrorism Act 2006 MLA Guidelines on the Management of Controversial Materials in Public Libraries 2000 Page 4 of 18

5 1.3 Aims Our mission statement is to support reading and learning for everyone and our aims are: To encourage an enjoyment of reading and learning To provide information for life and citizenship To support lifelong learning To support the development of inclusive communities These set the wider context for the following specific aims in relation to stock management: To attract and retain library users by providing the widest possible choice of materials, both print and electronic, which reflect the different interests and tastes of the whole community To make as much material as possible available for loan, although some may be restricted to use in a library or at a specific site To consider and protect the requirements of special or minority groups To maximise the funds available by obtaining best value in contracting arrangements To maximise the use of stock by a structured approach to stock management, ensuring that stock is moved to where it is most needed To maximise access to resources by cataloguing them, circulating them in an organised way, and publicising the requests service. To balance the need for sufficient copies of popular titles with the aspiration to develop choice and range To match, and aim to exceed, agreed stock standards To maintain high standards in the condition and presentation of stock To maintain currency in the collections, and to add new titles as close as possible to publication date To learn from good practice in the bookselling and publishing sectors To reflect the lifelong learning needs of the communities served through a range of different levels from pre-reading to undergraduate level To enable access to advanced or specialist materials through co-operative arrangements or inter-library lending where we do not expect use to justify purchase To provide a range of information resources which are current, authoritative, and userfriendly. Given the high cost of these resources, provision will be tailored to the size of library and expected usage. To provide access to a minimum level of local studies materials in all libraries, larger collections at Thetford, King s Lynn and Great Yarmouth libraries, and the most comprehensive collection possible at the Heritage Centre in the Norfolk and Norwich Millennium Library To provide stock which is focussed on the real reading needs of children, reflecting their need for popular and fun titles as well as opportunities for reading development and learning. To provide a range of Sound and Vision materials i.e. Home Entertainment DVDs, Recorded Music and computer games, for leisure and cultural use with the sole purpose of generating income for Norfolk Library and Information Service. Page 5 of 18

6 2. Stock selection policy 2.1 Policy In selecting stock in all categories Norfolk Library and Information Service (NLIS) is aiming to satisfy the needs of existing and potential customers and to build up customer expectations of the library stock. Stock will: Be provided in the most economical format to satisfy demands, e.g. paperbacks will be preferred where a title is simultaneously available in this format. Where popular titles are initially published in hardback, enough copies will be purchased to satisfy known demand. Where there are requests we will purchase 1 copy for every 4 requests Reflect new formats where appropriate e.g. e-books Be regarded as a county resource wherever it is located 2.2 Equality / Diversity / Community Stock will: Be provided in a range of languages relevant to local communities Be provided in different formats to ensure the widest access to literature, information and sound and vision, e.g. large print, spoken word recordings, subscriptions to web based sources. Be wide ranging enough to meet the requirements of the Equalities Act 2.3 Controversial stock Norfolk Library and Information Service supports the Chartered Institute of Library and Information Professionals (CILIP) position statement: If a book has not incurred penalties under the law it should not be excluded from libraries under any moral, political, religious or racial ground alone to satisfy any sectional interest We follow the Museums Libraries and Archives Council guidance on the management of controversial materials in public libraries. People judge material by different standards and an item which is perfectly acceptable to many members of the community may cause offence to some, despite being within the law. Because of this some items may provoke discussion and may not be viewed sympathetically by some customers. We will not deliberately display controversial books so as to offend any section of the community, and will shelve them as part of a large enough stock to reflect a variety of experience and opinion. We will respond to comments and criticism promptly and items may be removed from the open shelves or from stock if appropriate. However, we will not normally remove items for explicit vocabulary alone, provided it is in the context of character, plot or setting. 2.4 Items outside our scope Not every book is appropriate for a public library. We do not normally buy or borrow the following material: Those which incite discrimination or degradation on the grounds of race, sex, disability or age Any which seek to make a cult of violence or weapons or which incite criminal or threatening behaviour Any which are characterised by gratuitous sexual content or violence Page 6 of 18

7 Expensive luxury editions Items in unsuitable formats for display and loan, e.g. poorly bound or fragile items, unless they fulfil a specific policy aim Items which are particularly slight or trivial, e.g. some spoof or humour items, some celebrity merchandising, unless they fulfil a specific policy aim Vanity publishing (i.e. items where the author has paid a fee to be published) Statements of personal position or personal manifestos which have not gone through any recognisable and formal editorial or publication process Reading schemes and works intended for use with or by a teacher with a class (may be provided direct to schools by School Library Service) Workbooks with extensive pages intended to be filled in by a user, unless they fulfil a specific policy aim 2.5 Donations and bequests We accept donations or bequests of books only if they are: In new condition Not more than 3 years old We will consider older items of local interest We accept donations or bequests on the understanding that they are supplementary to the library service and do not substitute for expenditure to maintain a statutory level of service. 2.6 Unsolicited items Experienced staff select new stock, using a variety of selection methods including suppliers web sites, supplier selection, retail intelligence and book trade information. The selection team will therefore consider the majority of titles published. If authors wish to send copies of their books to the library service for consideration they can be sent to the Resources Manager at the address below: Sue Holt Resources Manager Norfolk Library and Information Service Room 045 County Hall Martineau Lane Norwich NR1 2UB We do not as a matter of course acknowledge receipt of unsolicited items and do not promise to add them to stock or keep them. We will consider purchasing unsolicited items sent to the library service. If we decide not to purchase we will not return them to the sender unless the cost of postage is provided in advance. Page 7 of 18

8 2.7 Budgets The budget available for stock purchase is allocated to each category of stock reflecting relative pricing as well as the year s priorities as identified through the Library Planning and Community Profiling process (see Section 6). We may allocate sums of money for particular projects before wider distribution of funds. We purchase stock using a countywide budget which is allocated to libraries according to target stock figures. We allocate funds to Localities which are used to purchase stock in response to local needs and may therefore be spent on new as well as already published material. Stock knowledge, stock management information and professional judgement informs these decisions. The budget for Sound and Vision services (Home entertainment videos and DVDs, recorded music) is part of their Business Plan and is agreed annually. 2.8 Services provided through other organisations Prison Libraries: We purchase stock for HMP Wayland, HMP Norwich and HMP Bure on behalf of the Home Office. School Libraries: The School Library Service enables contracted schools to select, borrow or purchase library materials. 3. Stock selection methods, practice and criteria 3.1 Stock selection methods We use a variety of selection methods for all areas of stock and these methods are reviewed annually to ensure they provide best value and are enabling us to achieve our stock plan aims. We test and evaluate newly introduced electronic selection methods. Stock is selected using: Suppliers Internet sites Standing orders Supplier Selection to a specification Lists and advanced information from suppliers Use of retail intelligence, e.g. Bookseller, Nielsen Bookscan Occasional bookshop visits Specialist supplier visits and demonstrations Catalogues and brochures Experienced staff select new stock, drawing on expertise in the service. We encourage all staff to provide suggestions for purchase and feedback on stock. Local staff take responsibility for spending Locality funds. Where appropriate we use buying patterns which are pre-set lists of libraries to which stock is automatically allocated. 3.2 Criteria for selection: The following factors are considered when selecting stock: The legality of a title Author s reputation and authority Page 8 of 18

9 Publisher s reputation and authority Publication history: editions and revisions Accuracy and timeliness of information care is taken to ensure that the information is up to date Demand for a subject or author from existing users and potential users. Anticipated demand (from review or media interest) Current popularity of the subject The format or presentation including the cover, illustration, use of contents, index, etc. navigability of electronic resources. The reflection and image of a socially inclusive society, bearing in mind that some existing or even classic items will reflect the values of their time and need to be seen in their historical context The title provides value for money in terms of cost and presentation Existing stock in the category concerned In addition the following factors are considered for young people s stock: In line with fast-changing interests and trends Appropriate reading level for target age Appropriate and attractive illustrations or photographs; these should be of particularly high quality in picture books Up-to-date in content, views and attitudes 3.4 Stock format We prefer the paperback format over hardback. However for certain categories of stock the hardback may be considered, for example: For children s picture books For requested items where the paperback is not yet available 3.4 Consultation We actively seek opportunities to involve customers and potential customers in selecting stock or recommending stock for libraries. For example, we have consulted with local residents for new library buildings and refurbishments. We welcome suggestions of items for stock, provided that stock does not become skewed by a particular interest group. We work with partner organisations to develop new services such as the Book Prescription Service. 3.5 Grouping of libraries Each library in Norfolk acts as a gateway to the whole range of services on offer. Libraries are grouped together to reflect their role in the community. We have considered the population, issue figures, location, geography and communication links, catchment area including educational facilities and the size of the building. However libraries of different size and issue figures can have a similar role within the local community. The grouping of libraries is intended as a guide only and indicates the relative quantity and level of stock, which can be expected. The range of stock at each library depends on the education provision locally, the needs of different community groups and the target groups identified in the Community Profiles. Most libraries provide material up to A level with stock up to undergraduate level being available at the Norfolk and Norwich Millennium Library. Page 9 of 18

10 The groups of libraries are as follows: Regional library: Norfolk and Norwich Millennium Library Major centre libraries: East Dereham / King s Lynn / Thetford / Great Yarmouth Market town and major suburban libraries: Attleborough / Aylsham / Cromer / Diss / Downham Market / Earlham / Fakenham / Gaywood / Gorleston / Hellesdon / Hunstanton / North Walsham / Sheringham / Sprowston / Swaffham / Watton / Wroxham / Wymondham Village and Neighbourhood libraries: Acle / Blofield / Brundall / Caister / Costessey / Dersingham / Harleston / Hethersett / Hingham / Holt / Loddon / Long Stratton / Martham / Mile Cross / Mundesley / Poringland / Plumstead Road / Reepham / St William s Way / Stalham / Taverham / Tuckswood / Wells next the Sea / West Earlham Mobile libraries: Dereham Mobile / Gorleston Mobile / Central Mobiles / Dersingham Mobile / Downham Market Mobiles / North Walsham Mobile / Watton Mobile / Wells Mobile these provide a range of paperback fiction and popular non-fiction, children s books, spoken word and DVDs. Special Services mobile: The Special Services Mobiles operates from County Hall visiting residential settings and provides a range of stock, mostly in large print, spoken word. 4. Adult Stock 4.1 Fiction Fiction offers the opportunity to escape into another world and to extend personal experience. We select a wide range across all levels and genres including spoken word. A high proportion of the stock is paperback, however popular hardbacks are purchased. A wide choice will be available in all libraries, including: Representative coverage of all fiction currently in print or newly published in Britain Coverage to meet the needs of a socially inclusive society Work creating interest in the media, titles short listed for prizes, TV Bookclub Multiple copies of popular items Classic fiction We use dynamic stock (see 8.3) to ensure that all types of fiction are available in all libraries, although smaller libraries have a mainly recreational fiction stock. Certain areas of fiction are grouped in separate sections, e.g. romance, westerns. Larger libraries may have other separate sections. Items in particular genres are identified on the catalogue. Libraries display and promote stock in different ways, including: Express collections consisting of paperback titles designed to give users a quick and new choice of both fiction and non-fiction stock. Bestseller collections of bestselling fiction and non-fiction titles for loan for 1 week. Book of the week Book of the month Page 10 of 18

11 4.2 Adult non-fiction We select a range of non-fiction including spoken word, general interest DVDs and magazines for loan taking into account local needs, popular subject areas and media interest. All libraries, through Community Profiles and Local Stock Plans, ensure that stock reflects the needs of individual communities. Smaller libraries and mobile libraries may adopt a popular stock arrangement using broad groupings, which currently are: Mind, Body and Spirit including popular psychology, popular religion and spirituality, astrology, paranormal, yoga Health and Beauty including books for patients on conditions and drugs, alternative therapies, diets, exercise, pregnancy and childcare, hairstyles, make up Country Life including accounts of country life, farming, game keeping House and Garden including DIY, home makeovers, cookery, gardening, pets Leisure including antiques, arts and crafts, railways, film and TV, basic home computing, photography, flower arranging, popular poetry anthologies History popular history, war books Local books Travel including guides to popular destinations, travel writing, short language courses People biographies, including any sport and music ones, family history, names True Crime this can be shelved with crime fiction if this is shelved separately on the mobile 4.3 Large Print We purchase large print titles (16+ pt text) to meet the learning and leisure needs of visually impaired people. These are selected using the same standards of content and format that apply to other areas of material purchased. 4.4 Audio Books We select a wide range of spoken word materials using the same standards of content that apply to other areas of stock, covering fiction and non-fiction, abridged and unabridged formats. Particular attention is paid to the attractiveness of the packaging, projected life span and anticipated demand of spoken word items. The CD format is emerging as a standard, but some visually impaired people prefer the cassette format as this is easier to use. We will continue to consider the range and number of books on cassette available in the county. We will actively explore new formats, such as Playaways a new audio MP3 type format. 4.5 Foreign language materials We actively seek to serve and reflect the diverse Norfolk community in the development of our collections. While most materials acquired, therefore, are in English, we also aim to respond to needs in the community. We maintain a small central collection of titles in other languages and subscribe to specialist language services. We particularly welcome reader input to the selection of this material. Page 11 of 18

12 4.6 Skills for Life Material We select high-interest, low reading-level fiction and non-fiction from both mainstream and specialist publishers to meet the needs of new adult readers and people for whom English is a second language. Staff are trained to identify appropriate publications for use by new readers. 4.7 Alternative formats With advances in technology and the production of books and information in alternative formats, we assess all appropriate formats for suitability for lending stock and if appropriate set up a pilot project to test feasibility before setting up collections in suitable locations. We provide access to a selection of e-reference books and subscriptions through the Norfolk Electronic Library. A selection of e-books is available for loan. 4.8 Sound and Vision The overall strategy for the Sound and Vision service is set out in an annual business plan. The aim is to provide a range of recorded music, feature and general interest films, and console games for adults and children to maximise income for Norfolk Library and Information Service. The income is used to fund any costs arising from the service including stock, display equipment, a proportion of staff costs, publicity and other expenses. We only purchase items with the potential to generate income on the basis of a 3 to 1 return on investment and all materials are cleared for public lending and domestic use only. 4.9 Information Resources Stock List The minimum core stock of reference material for libraries is: One volume encyclopaedia Whitaker s Almanac English dictionary UK Road Atlas and Town Plans Guide to local trusts in the South of England (this covers East Anglia) BMA Complete family health guide A your rights guide Know it all, find it fast Standing Orders We buy titles to supplement the core list on standing order if appropriate, to ensure efficient and cost effective supply. We review the titles on standing order bi-annually. Arrangement of stock Libraries choose the most appropriate arrangement. We recommend that the core reference stock is kept close to the staff desk but all other reference material is shelved in the non-fiction sequence. All reference books are clearly marked. Page 12 of 18

13 4.9.2 Newspapers and Periodicals The minimum standard is for each library is to take the local newspaper in hard copy and to access national newspapers online. We do not keep back copies as they are available online. We provide periodicals and magazines for loan or for use in the library at larger libraries Electronic information sources Electronic subscription services We will prioritise subscriptions which cater for broad interests and general knowledge, business and community self-help rather than specialist research. We evaluate services according to specific criteria including ease of use, reputation/authority of publisher and intended audience. We prefer subscriptions which allow library users to access the service from home using their library card number. In order to make savings we use the most cost efficient ways of purchasing online subscriptions such as the MLA Framework Reference Online. Free websites We link to selected free websites through Norfolk Online Reference Library. The web pages provide an integrated subject access to quality free websites and the online subscriptions. We use the following principles to select free websites: All sites are selected for quality, ease-of-use and reputation/authority of the provider Local information is given priority All sites are annotated The information is relevant and accessible, and in certain areas (e.g. health), expert assistance is used to ensure the quality of the information Feedback mechanisms are embedded within the web pages Use statistics are monitored Business Library Norfolk and Norwich Millennium Library holds the largest collection of Business Information resources with smaller collections at King s Lynn, Great Yarmouth and Thetford. We favour online subscriptions for currency and flexibility but in some cases, e.g. Market Research Reports and some Business Directories, publishers supply hard copies of the data as part of their package. Hard copies are useful especially with groups of Business Studies students. We prefer electronic Amendment Services such as those produced by Croners and CCH Community information Page 13 of 18

14 We aim to provide, and if necessary compile, information to support decision taking (in areas such as careers, health, money and consumer matters, etc.), and to promote access to local services, leisure and cultural opportunities. Libraries provide giving online and phone access to council services across Norfolk, under a Service Level Agreement on behalf of Norfolk County Council. Community Services Directory We provide information on local organisations and services, from clubs and societies to community, voluntary and self help groups through the library service website. Leaflets Libraries provide leaflets to support the Council@YourLibrary service and may, if space allows, display leaflets giving information about activities in the local community and events related to the arts, culture, heritage and tourism. All leaflets are subject to a vetting procedure, which determines whether they may be accepted for library display. We make a charge for displaying leaflets produced for commercial or profitmaking purposes Local Studies Each library maintains a level of local studies stock appropriate to their size. The subject coverage represents the local area. Most material is made available for loan rather than reference. Collecting materials relating to geographic areas The Norfolk Heritage Centre collects materials for the whole of Norfolk. All other libraries collect for their catchment area. Collecting for the future One copy of each local title bought in the county is allocated to the Norfolk Heritage Centre to be kept for posterity. Local Studies Collections Policy This document specifies the collection, preservation and disposal policies for particular items or types of material, ranging from newspaper cuttings to tide tables. County Map Plan The County Map Plan sets the standards for current and historical holdings of maps in libraries. 5. Young People s Stock 5.1 Aim To provide stock which: Supports formal and informal learning Contributes towards children s intellectual, emotional, psychological and social development Helps children understand their own and other people s situations Meets the needs of a socially inclusive society Cultivates and extend a child s use and understanding of language Page 14 of 18

15 Helps all children develop a love of books and reading, and encourage reading for fun Prepares children to be lifelong learners and readers 5.2 Policies Children s Fiction: Fiction collections include the accessible, popular and familiar, standard or classic items, and more demanding reads, and introduce young people to different genres, e.g. diaries, letters, poetry. The stock supports children s reading development at different stages and ages, e.g. picture books, first readers. Picture Books / Board Books titles reflect popular authors and illustrators and classic picture books. Fiction includes a range of titles reflecting current publishing for children including the enduring classics. Short Reads provide a starting point for beginner readers. Every library has a separate section of titles. Pop up and novelty books will be available in all libraries New formats, for example storysacks and e-books, are provided to meet specific customer needs. Spoken Word reflects a range of ability and levels of understanding from nursery rhymes / shared rhymes and songs to children s and teenage novels including materials meeting special needs, e.g. abridged stories. All libraries have collections of children s and teenage spoken word, the majority of which are in CD format. Multi materials packages containing books and CDs are available, particularly in the picture book collections Non fiction Non-fiction supports both children s curriculum needs and their leisure interests. All libraries have key curriculum topics covering subjects studied locally and some have a wider range in a homework collection. All libraries have access to internet resources suitable for children. All libraries have a range of leisure non-fiction reflecting children s interests and current publishing trends Teenage stock Teenage stock reflects current trends and interests in fiction and non-fiction, as well as curriculum needs. The collection includes popular titles and standard authors and caters for different ability levels and includes titles considered adult and those for younger children. Series are reviewed regularly to reflect the immediacy of the market, as allegiances change very quickly. Comic books / graphic novels and magazines, covering both leisure interests and information needs of teenagers form part of the collection Page 15 of 18

16 6. Stock Planning Community Profiles Community Profiles focus on the catchment area for each library and identify through the use of demographic information, other statistical information and local knowledge the priority groups for each library to target. A Community Profile is drawn up which includes actions to consult with communities, to devise ways of improving local services to the priority groups and to ensure these improvements are delivered. The Community Profiling process will identify specific stock needs which feed into annual stock plans for each library. Locality Stock Plans and Library Stock Plans Stock plans help staff to analyse stock needs and plan for local area spending. Library Stock Plans are completed in December each year and used to help prepare the Locality Stock Plan. The Locality Stock Plan sets out the spending plan for the Locality materials fund and staff involved in carrying out the spending. The Library Stock Plans include display facilities and planned promotions, an overview of the range and balance of the stock, and stock development needs for the coming year. 7. Acquisitions Process Tendering / Contracts Norfolk Library and Information Service follows the EU Directives for the procurement of all types of stock. 8. Maximising Access to Stock 8.1 Cataloguing All stock purchased is added to the catalogue which is available to consult via the internet and through public terminals in libraries. A subject index is produced. 8.2 Request service Users may request any book, spoken word item or general interest DVD, which is generally available for loan within the county. Requests are also welcome for titles not in stock. A form is available on the internet for users to complete for items they do not find in a search of the catalogue. These items will be borrowed or bought provided that they fall within the scope of the policy. If the title is considered unsuitable for purchase and an inter library loan is unavailable the request will be returned to the customer via their library with an explanation. An alternative title may be suggested. Requests for the Sound and Vision Service Customers can place requests for DVDs after the item has been in stock for 8 weeks. Requests for recorded music in stock can be placed at any time. Computer Games are nonreservable unless requested by staff to replace a damaged game a customer has hired. We cannot accept specific requests for any Sound and Vision items not in stock. Page 16 of 18

17 We welcome suggestions for stock from customers and staff. There is no guarantee that suggestions will be purchased. We expect a certain level of return on our investment and all stock purchases are expected to generate a satisfactory income. 8.3 Circulation of stock We use dynamic stock to circulate the majority of books around libraries, excluding the Norfolk and Norwich Millennium Library. Dynamic stock refreshes the stock at libraries by transferring the majority of items to the library they are returned to regardless of the library of origin. We subscribe to an online stock management system, smartsm, which enables us to move items to where they are most needed, using evidence based on performance. 8.4 Promotion and presentation of stock We actively promote stock to obtain best value and achieve the aims of the stock management policy. Our aim is to present stock in libraries as imaginatively as shelving and space will permit. A promotions and marketing plan outlines the major promotions to be supported by the library service each year. The Promotion and Marketing Plan for Sound and Vision stock is an integral part of the Business Plan. This is revised annually. All staff undertake Books and Readers training. Library staff will: Ensure all stock is clean and in good physical condition Experiment with different layouts, stock arrangements and presentation Display as much stock face out as possible Use and adapt examples of best practise from Norfolk and other authorities e.g. Express Use display equipment to display stock to best advantage Use promotional posters to highlight areas of stock Ensure that displays are changed regularly 8.5 Maintenance of stock The maintenance of stock is a key activity and is carried out regularly in all libraries. Decisions are based on evidence of heavy use and popularity using stock management systems such as smartsm. 8.6 Retention of stock We retain some stock which is older and no longer attractive in the central store if we feel it still has some value for our customers. 8.7 Stock loss We take steps to minimise stock losses through measures such as security gates and stock recovery. We employ a Stock Recovery Officer who contacts customers with very overdue items by phone, , text or letter. Page 17 of 18

18 8.8 Disposal process Decisions about disposal are informed by evidence of use, physical condition and currency. Withdrawn books are sold if possible to generate income to support the service. We cannot accept requests from customers to purchase items when they are withdrawn. Any books unsuitable for sale will be recycled. 9. Monitoring Stock Performance Each library has a target total stock figure based on target stock turnover figures. These figures are used to calculate the percentage of total stock each library is allocated in any one year. Figures for loans, additions to stock and withdrawals from stock are produced at agreed intervals. Figures are collected nationally by CIPFA (The Chartered Institute of Public Finance and Accounting) and we ask customers to comment on the stock in their library in the national annual PLUS survey. Stock management systems, e.g. smartsm, are used to monitor the performance of stock and ensure that stock is used effectively. 10. Staff responsibilities All staff have a responsibility to ensure the stock in their library is in good condition, up to date and well presented. Comments about stock should be addressed to the local library in the first instance. These can be progressed through the normal Comments and Suggestions schemes. 11. Frequently Asked Questions Page 18 of 18