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collection development policy of the illinois state library
I. Philosophy of Collection Development Policy. A. The Illinois State Library exists to serve the residents of Illinois. The multiple functions of the institution are detailed in the State Library Act. (Ill. Rev. Stat. 1981, Ch. 128, Pars. 101 et seq). The library's directly served clientele are state government officials and employees. As they represent and serve the citizens of the state, they need access to a professionally maintained research collection. B. The Illinois State Library coordinates the Illinois Library and Information Network (ILLINET) and serves as a Research and Reference Center within the network to foster and provide equal access to all the library resources of the state for all the residents of the state. Fundamental to the State Library's role in the network is the provision of public information. The library is committed to cooperative collection development and the interdependency intrinsic to network resource building. However, collection development responsibilities must rest on systematic networkwide analysis. C. The collection development policy provides guideposts to the selector and as such should be periodically reviewed and revised. D. The State Library adopts the American Library Association's Library Bill of Rights,* and the Freedom to Read Statement** which affirms the State Library's belief in the basic policies: 1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the collection development policy of the Illinois state library origin, background, or views of those contributing to their creation. 2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. 3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. 4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. 5. A persons's right to use a library should not be denied or abridged because of origin, age, background, or views. 6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. II. Goals of the State Library. A. To provide materials and services to meet the reference and research needs of the elected state officials, state legislators, and state government employees in all areas related to state government. B. To provide material necessary in the fulfillment of its role as a Research and Reference Center within the Illinois Library and Information Network. C. To advise and assist in promoting and developing good library service in the state through the network of library systems, encompassing all types of libraries. *Adopted June 18,1948. Amended February 1, 1961, June 27, 1967, and January 23,1980. *ALA Handbook of Organization, 1982-83, and Membership Director/. American Library Association, Chicago, Illinois, 1982, p. 217. 41 III. Responsibility for Selecting Library Materials. Under the authority of the Secretary of State, who is by law the State Librarian, the director of the State Library has the responsibility for selection of materials designed to build strong, usable, and well balanced collections which are geared to the service objectives of the library. Selection and acquisition of the library material is primarily the function of the acquisitions department. Selection, however, is a shared responsibility of all the professional staff of the State Library. IV. Standards for Selecting Library Materials. The selection of library materials is based on important factors which determine their value to the collection. These factors are: A. Demand. Any service institution must include demand among its criteria when considering acquisitions. Demand may be voiced in any one of several ways: by the library's users; by the library staff as they become aware of new developments; or from special emphasis on subject areas and materials needed by state agencies and library systems. B. Value. Of equal importance in serving the State Library users are various quality criteria: relevance, authority, reliability, and literary excellence in the materials being considered for acquisition without regard to demand. C. Format. The State Library may collect and preserve material in any form, i.e., print, tape, maps, microform, film, etc., as best meets the service obligations and operational facilities of the library. V. Relationship of the State Library to Other Libraries in the State. The State Library attempts to avoid needless duplication of materials which are included in the libraries of other state agencies or in public, academic, or special libraries of the state. A. The llinois State Historical Library. The Illinois State Historical Library functions as the general historical agency of the state, and as such, is responsible for developing a research collection in Illinois history and genealogy. It also has research collections on Abraham Lincoln, the Civil War, Midwest Indians, the Mormons in Illinois, and maintains retrospective microfilm files of Illinois newspapers. Therefore, the State Library maintains a support collection in Illinois history and a basic collection in genealogy and does not collect manuscripts, rare books, or ephemeral material in Illinois history, family genealogies, or back files of Illinois newspapers. B. Illinois State Archives. The State Archives, also a division of the Office of the Secretary of State, is responsible for the acquisition and preservation of legal and historical documents as well as records of the executive, legislative, and judicial branches of state and local governments as provided by law. Therefore, the State Library attempts to collect only published materials of other state agencies as defined by law. C. Legislative Reference Bureau Library. The State Library assists the Legislative Reference Bureau Library as required by law: "The Secretary of State, as librarian of the State Library shall cooperate with the reference bureau and shall make the facilities of the State Library accessible, so far as practicable, for the use of the reference bureau, and may loan to the reference bureau any books, periodicals, documents, reports of other printed or written matter belonging to the State Library." (Ill. Rev. Stat. 1981, Ch. 63, Par. 31.) In addition, the State Library allocates a portion of its budget for the purchase of legal materials requested by Legislative Reference Bureau Library. In exchange for the deposit of this material, the bureau staff makes the material availabe the State Library when needed to answer reference questions. D. Research and Reference Centers. The State Library cooperates with the libraries of other designated Research and Reference Centers in building research collections. It is the intent of the research and reference group to develop a cooperative acquisition program. E. The Library Community. 1. A priority of the state plan for library development is the continual improvement of multitype library systems. 2. To implement this plan, the State Library is continuing to build on its strengths in governmental and social science fields and federal and state documents. 42 3. The services provided by the State Library to the library systems are two-fold: (a) To provide supplemental items to collections developed within the eighteen library systems. (b) To answer reference questions received from the library systems. 4. The State Library's public catalog is scheduled to be on-line in 1984 and will be accessible to all library systems. VI. State Library Responsibility for Government Publications. A. The State Library has a responsibility as a federal regional depository under the "Depository Library Act of 1962." The Act provides: "Not to exceed two depository libraries in each State ... may be designated as regional depositories, and as such, shall receive from the Superintendent of Documents copies of all new and revised Government publications authorized for distribution to depository libraries. ... The library will, in addition to fulfilling the requirements for depository libraries, retain at least one copy of all Government publications, either in printed or in microfacsimile form (except those authorized to be discarded by the Superintendent of Documents) and within the region will provide interlibrary loan, reference services, and assistance for depository libraries in the disposal of unwanted Government publications as herein provided." (44 U.S.C. §1912) B. The State Library is designated by law as the state agency to administer the state documents depository program: "all state agencies shall provide and deposit with the Illinois State Library sufficient copies of all publications issued by such state agencies tor its collection and for exchange purposes." (Ill. Rev. Stat. 1981, Ch. 128, Par. 121.) VII. Gift Materials. The Illinois State Library is grateful for gifts, and its collections have been enriched by contributions from individuals and other libraries. In accepting a gift the library makes the following stipulations: A. The library reserves the right to decide whether a gift should be added to its collection. The following types of gift materials should be excluded: 1. Publications excluded by the collection development policy. 2. Out-of-date materials not of historical value. 3. A duplicate of an item already in the library. 4. Material in poor physical condition which would not justify the expense of processing. B. The library reserves the right to give to other libraries or otherwise dispose of gift materials that are not added to the State Library collection. C. Donors are encouraged whenever possible to submit to the State Library a list of items offered which can be checked against the catalog of the library's collections. D. No restrictions on the State Library's use of gift materials may be made by the donor. The gift material will become an integral part of the State Library collection. Gift items may not be reclaimed. E. Any exceptions to the above principles shall be made only on the approval of the director of the State Library. VIII. Formats and Types of Material Acquired. A. The State Library collects and preserves materials in any form, i.e., printed, tapes, maps, any type of microform, films, phonograph records, pictures, video cassettes, and any other subsequently produced variation. In its attempt to meet its obligations within the operational facilities available to the library, materials will not be excluded on basis of format. B. The State Library acquires non-print formats in those areas: 1. Where non-print formats are the only forms in which the materials are available, e.g., phonograph records, art reproductions, etc. 2. Where non-print items may be added in lieu of the printed form, especially where circulation demands can still be met in the non-print format or where space saving considerations are a significant factor. 43 IX. Selection and Scope of Library Materials. A. Non-print Materials. 1. Art Reproductions. The State Library maintains a basic collection of reproductions including the works of significant artists and representing all schools and types of painting. The library makes this collection available for loan to state offices. 2. Films, Recordings, Tapes, and other formats. Films, recordings, tapes, and other formats are acquired to support the needs and activities of state government. B. Print Materials. 1. Adult Nonfiction. The library's objective is to develop a collection sufficient in scope and depth to support library service to state government and to fulfill the State Library's role as a Research and Reference Center. The list of subject descriptors in Section XI indicates the level of development for each field. This does not indicate that a subject field cannot be changed as the needs of users change. 2. Adult Fiction. The library does not acquire adult fiction titles. 3. Foreign Language Materials. The library does not acquire foreign language materials. 4. Juvenile Works. The library does not acquire juvenile materials. 5. Multiple Copies. The State Library will not normally purchase multiple copies of titles except as required to meet special service obligations of the library. 6. Retrospective Collection Building. The library makes an effort to build the retrospective collection in the subject areas according to the levels as stated in Section XI. 7. Serials. The State Library acquires serial services and periodical frequency titles to support and strengthen the subject areas according to the collection levels as outlined in Section XI. 8. Newspapers. A representative collection of newspapers covering all areas of the state and coordinated with the Illinois State Historical Library, is purchased. Large city newspapers from various sections of the country are also purchased. 9. Microforms. The library maintains a continuing program of securing periodical frequency titles on microform. All titles which the library receives and which are available on microform are purchased. 10. Unpublished manuscripts or materials of an archival nature. The library does not acquire unpublished manuscrips or materials of an archival nature. C. Government Publications. 1. Definition of a government publication a. A government publication is one which is issued by a government agency at any level of government. (1) Legislative, executive, and judical branches. (2) Joint organizations of two or more governments. b. An item is to be considered a goverment publication if it bears the name, imprint, or seal of any government agency whether published by a government printer or a private printer, or at the direction of a state agency. c. A government publication is one which is reprinted by any government unit no matter what its original source, provided that the government agency adds a name, imprint, or seal to the original. 2. The responsibility of the State Library for government publications is based on its role as both a United States Government Documents Regional Depository and as the official depository for Illinois documents. In fulfilling its role, the library also acquires many non-depository federal documents in both hard copy and in a microform format. 3. Federal. The State Library is a regional depository for federal publications and receives all items distributed by the Government Printing Office. In additition the library may purchase extra copies of depository items when necessary to meet the needs of its patrons. 44 a. Non-depository titles are ordered according to the standards established for adult nonfiction. More than one copy is seldom required. b. The Illinois State Library subscribes to the Documents Expediting Project to insure receipt of publications not available from the depository program. c. Duplicate copies and non-depository titles which are not priced are ordered from the issuing agency. d. Microfiche and occasionally hard copies of technical and other reports are purchased. e. When necessary, hard copies are purchased from ERIC. f. Federal periodicals on microfilm are purchased when available. 4. Illinois. The State Library is the official depository for all publications issued by state agencies, or those published at the direction of a state agency. The Rules and Regulations set up to administer P.A. 77-1690 requires that forty copies of all these publications be sent to the State Library. Three copies are retained in the collection and the remaining copies are used for exchange and depository purposes. a. The State Library receives only three copies of priced items and university publications and two copies of University Press publications. These are not distributed through the depository program. b. Duplicate copies of priced items are purchased through the acquisitions department and non-priced items are secured by direct contact with the issuing agency. c. Exchange programs with other states have been established. 5. Other States. Documents of other states are obtained by gift and exchange or by purchase. Major publications from other states are acquired on a basic level. 6. City and County. The Illinois State Library maintains a minimal level of city and county documents. It encourages local public libraries to be responsible, as far as possible, for the maintenance of documents of their local governments. 7. International and United Nations. The State Library acquires these documents on a minimal level. D. Maps. 1. General Policy. Maps, atlases, and related informational and reference tools are basic to any research collection. In its map collection the State Library strives for research coverage of Illinois, basic coverage of the United States and other states, and minimal coverage of the world. 2. All types of maps and atlases are acquired, including physical, political, topographic, geologic, and historical. To avoid unnecessary duplication, the library will not acquire certain types of maps which are highly specialized in character and which are available elsewhere, such as nautical and aeronautical charts and aerial photographs of Illinois counties. 3. Deposit Programs. The library, by law, acquires the maps published by Illinois state government and receives federally published maps under depository programs. X. Definition of Collection Levels. The terms used to describe collection levels follow the recommendations of the American Library Association as outlined in its publication Guidelines for Collection Development, 1979. In addition, the State Library has adopted the modifications of these terms as defined by the New York State Library in its Collection Development Policy, 1980. Minimal. A subject area in which the library does not collect except for a very few basic titles and standard reference tools. Basic. A collection of materials designed to offer a basic knowledge of the subject and to indicate where additional material may be found. Major dictionaries and encyclopedias, selected editions of important works, general surveys, important bibliographies, and a few major periodicals are included in this collection. Support. A collection which supports legislative and governmental activities and network demands. This collection includes a wide range of monographs, complete collections of works of writers, representative journals, and the reference tools and bibliographic apparatus pertaining to the subject. 45 Research. A collection which includes major source materials required for governmental, professional, and independent research, including seminal works, materials containing research reporting, scientific experimental results, government documents, and other information useful to researchers. It includes all important reference works and a wide selection of specialized monographs, as well as a very extensive collection of journals and indexing and abstracting services in the fields. XI. Subject Descriptors. The following list of subject descriptors the level of development for that field.
XII. Weeding Policy. A. The amount of library material available, and diminishing space, makes weeding the collection a high priority. Weeding should entail the same care, thought, and judgment as selection. In weeding the collection it is important to keep in mind the goals of the library as outlined in the Collection Development Policy as well as the kind of collection the State Library is attempting to build and to maintain. The State Library retains one copy of all items qualifying under the weeding guidelines. B. Detailed below are the discard policies covering monographs, periodicals, and continuations. These policies apply in general throughout the collection unless: (1) materials are received on a contract depository basis which does not allow for discard or allows it only under set policy in the terms of the contract; or (2) the State Library is committed by policy to the preservation of all material in a given collection or field. 47 1. Monographs. Monographic material meeting any one of the following criteria may be discarded: a. Contents. (1) Subject matter excluded from the collection by the collection development policy. This material should be looked at carefully and considered for its suitability for other library collections before being discarded. (2) Superseded editions may be considered for discard, but will not be discarded automatically. (3) Duplicate copies of a title unless the demand justifies multiple copies. Multiple copies are retained of all Illinois (non-document) related items. b. Physical condition. (1) Books too badly worn to be mended or rebound, unless the contents are unique and cannot be replaced by a later edition. c. Special factors of note. (1) Books should not be withdrawn because they contain controversial or unpopular opinions. (2) Books should not be considered for discard because they have not been heavily used or have not been circulated recently, unless the title meets other criteria for discard. (3) Books should not be discarded if listed in special bibliographies, indexes, or catalogs. (4) The latest edition of a book should not be discarded. (5) Standard titles in any area regardless of data or use should not be discarded. 2. Periodicals. Periodical material may be discarded from the collections of the library when meeting any one of the following criteria: a. Contents. (1) Subject materials of types excluded from the collections by the collection development policy. Particular care and deliberation should be taken before discard. Because of the breadth and variety of treatment of subjects, general "popular" periodical titles or "popular" titles in specific subject areas are frequently useful for research purposes in a way books in these fields are not. (2) Selective weeding when considerable duplication of subject matter in multiple periodical titles exists. The number of periodical titles in any given subject field is very limited in comparison with book material and extreme care and review should precede any decision to discard title for this reason. (3) Back issues of ephemeral periodical titles when title has value for current year or few years only. (4) Titles of which the library has only scattered issues or broken files should be considered for discard. However, decision to discard should be made only after careful consideration of the following factors: (a) Should the broken file be filled in by acquisition of missing volumes? (b) How extensive are the holdings? (c) Is the title indexed? (d) How much is the title used? (e) The value of the scattered issues as sources for reference information. (5) Back issues of duplicate copies of titles when duplication was justified on the basis of heavy demand for current issues only. (6) Hard copies more than two-years old if available on microfilm unless discard is precluded by other considerations. b. Condition of periodical. (1) Whole periodical runs of individual numbers of periodical titles should not be discarded on the basis of poor condition or poor readability if the title has a basic usefulness in the collection. Unlike book titles where later editions are frequently obtainable, no duplication can be made of a periodical title. Volumes which are so badly damaged or mutilated that they cannot be used or repaired should be left on shelves but bibliographic information noted on a desiderata list. This list will be reviewed for possible replacement by either purchasing secondhand, photocopy, or microform. 48 (c.) Special factors of note. (1) No periodical should be discarded because it is not indexed. Unindexed periodicals have frequently proved themselves very useful when their general subject content acts as a preliminary index. (2) No periodical title should be withdrawn solely because it contains controversial or unpopular opinions. (3) No title should be considered for discard because it has not been heavily used. 3.) Continuations. Continuations include monographic series, yearbooks, directories, transactions, and proceedings. These titles may be discarded from the collection when they meet the following criteria: a. Content of series. (1) Monographic series should be treated on the same basis as monographs. (2) Series in which later volumes entirely supersede earlier volumes, the earlier volumes may be discarded. However, special care should be taken before discarding that the following factors have been carefully considered: (a) Is all the information that is still valid reprinted in the latest volumes? (b) Is there any historical value in retaining the earlier volumes? (c) Is all historical statistical information still provided? b. Condition of titles. The criteria listed under periodicals and monographs apply here. c. Special factors of note. The criteria listed under periodicals and monographs apply here. D. Discard Policies for Specific Collections. 1. Audiovisual. a. Art reproductions. (1) Content of reproductions. Art reproductions will not be discarded based on the content of the materials, as it is the library's aim in building the collection to have it representative of all schools and types of painting. (2) Physical condition of art reproductions. Art reproductions may be discarded based on physical condition. b. Films, Recordings, Tapes, and other non-print formats. (1) Content of films, recordings, tapes, and other non-print formats. Films, recordings, tapes, and other non-print formats will not be discarded based on controversial content. (2) Physical condition of films, recordings, tapes, and other non-print formats. Films, recordings, tapes, and other non-print formats are discarded only if they are marred by scratches and through excessive use are not playable. 2. Government publications collection. a. General policies. The following discard policies apply in general throughout the collection unless: (1) materials are received on a contract depository basis which does not allow for discard or allows it only under set policy stated in the contract; (2) the State Library is committed by policy to the preservation of all material in a given collection or field. (1) Contents. The following classes of publications are not retained: (a) Any materials which are cumulated in later issues after the later cumulation is received. 49 (b) Pages from loose-leaf publication that are supplanted by new pages unless the supplanted pages have historical value. (c) Separates upon receipt of final bound volumes unless the separates are needed for circulation. (d) Microform (microfilm, microprint, microcard, etc.) copies may be substituted for any holdings excepting the Illinois document collection. (2) Condition of publications. Publications will not be discarded solely on the basis of condition unless they can be replaced by the same or a later edition. (3) Factors of special note. No publication should be considered for discard merely because it has not been heavily used or has not been circulated recently. Discard policies for individual collections. (1) United States Government publications. (a) Depository publications will be discarded only in accordance with the cumulative instructions to depository libraries issued by the Superintendent of Documents, United States Government Printing Office. (b) Non-depository publications not falling into the categories enumerated in General Policies. Contents may be discarded if the publication also appears in the microform collection and there is insufficient demand for circulation (2) linois State government publications. Since it is the policy of the State Library to maintain as complete a file as possible of the publications of the official agencies of the Illinois State Government, titles in this collection may be subject to discard based only on duplication in excess of three copies. Duplication of hard-copy titles in microform will not be considered one of the three copies. (3) Publications of states other than Illinois. Superseded editions may be discarded to keep the collection relevant patrons' needs. (4) International government publications.
(5) City and county publications. (6) Maps and atlas collection. (a) Content of materials. In general maps and atlases are not discarded from the collection on the basis of content unless they are: (1) Ephemeral (out-of-date gas station road maps, etc.), or (2) Outside the selection policy for collections. (b) Condition of materials. General policies for discard of materials on the basis of condition are followed. 50 |
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