Selection, Evaluation, Organization, & Preservation
Use the basic concepts and principles related to the selection, evaluation, organization, and preservation of physical and digital information items.
“A library is not information; it is a means of preserving information. In every case, before memory or information can be stored, someone must decide what must be stored. Someone must curate.”
– John Scalzi (b. 1969. American author)
Evidence
INFO 256 – Scope & Content Note
For this assignment I analyzed a small collection, the Ted Carlson Papers, containing digitized correspondence, government military documents, and university transcripts. After evaluating the items, I created a scope and content note and organized the items in a container list. This information is typically displayed within a finding aid. A finding aid is a description that contains contextual and structural information about an archival resource (Society of American Archivists).
The scope and content note should provide answers to basic questions that users might inquire about the record group collection, series, file, etc. (The National Archive, 2024). It is also important to include the format(s) of the items with an explanation of any prevalent topics, geographic areas, people, etc. This will help the user decide if the collection will be useful and relevant to their research needs. In addition to this, a finding aid will make the collection discoverable and potentially accessible online.
INFO 259 – Preservation Policy
This assignment required me to reach out to a librarian at an information organization of my choosing and work with them to create a digital preservation policy. I chose to reach out to an information professional at a local state university. I virtually met with the metadata and digital services librarians to discuss the types of items contained within the digital collections, who is responsible for maintaining the various collections, current preservation practices, file storage, and any areas of improvement. Afterward, I researched the institution’s various digital collections and familiarized myself with the university’s metadata standards. I also reviewed and referenced the digitization and file formatting protocols while creating the preservation policy.
I had such a great experience collaborating with professionals in the field and I appreciate the time they spent contributing to the project. It taught me how important digital preservation is along with the appreciation of the protocols and complexities that accompany the upkeep of digital collections.
INFO 284 – Collection Development
For this assignment, I envisioned that I was a newly hired special collections librarian. This hypothetical scenario dictated that I had been given $15,000 to spend on acquisitions for rare collections and their direct care. I chose to expand the Amhurst College Archives & Special Collections Asian Studies collection, with an emphasis on materials that documented natural sciences, specifically from Japan. I did my best to pick a small number of rare, valuable items that would expand on the current collection while also exploring a new topic.
While I prepared the report explaining my decisions according to the Amhurst College collection development policy, it made me realize how much time and research goes into expanding a collection. Information professionals should pay close attention to any weaknesses and gaps within a collection and assess the care and preservation required for the newly acquired materials (Cullingford, 2016). In addition to the items themselves, I chose supplies to store, preserve, and/or display each item. I also made sure to leave some money left over in the budget for a custom archival tube to potentially be made for an oversized item. The proper preservation and care of rare items are just as important as selecting new items.
Conclusion
In closing, by understanding the best practices of collection lifecycle management and being fiscally responsible, I will be prepared to build, improve, and expand collections placed in my care. By staying up-to-date with emerging trends and issues, I will do my best to provide knowledge and access to all. Going forward, I will feel confident managing a collection, properly storing and preserving materials, and selecting materials that will best serve the user.
Introduction
Information professionals should strive to implement and understand the importance of collection lifecycle management. This includes researching, selecting, and evaluating materials to be added to a collection, organizing and providing access to materials both in person and online, as well as preserving items that require special care. Removing outdated materials, referred to as weeding, can also be beneficial when managing a collection.
Selection
Research should be conducted for materials that are being considered for acquisition. Information professionals should contemplate how well the new item would enhance the library’s collection by adding depth coverage and/or alternative points of view (Wong, 2018). Knowing the user’s needs is essential to creating an inclusive and practical collection. Depending on the information organization, a collection is typically composed of numerous smaller collections that may be shelved separately or overseen by different librarians (Wong, 2018). In research or academic libraries, for example, librarians may be hired for their expertise in a particular subject area. Some librarians may be required to oversee multiple subject areas or collections in smaller libraries. Acquisition librarians often organize and supervise paraprofessionals to ensure adherence to the institution’s budget and collection policy. This includes overseeing orders for materials, receiving shipments, and paying invoices in addition to negotiating with vendors and coordinating with other areas of Technical Services (Wong, 2018).
Evaluation
When evaluating a collection, content, authority, cost, and format should be considered. Authority refers to the reputation of the publishing company and the expertise of the author. Depending on the information organization, the collection may hold a copy of the same item in both physical or print form and online. Online formats are more easily accessed by patrons with disabilities. Usually, online resources have license terms and the librarian will want to work with vendors so they can negotiate prices. Some online resources can be purchased as annual subscriptions. A cost-effective solution can be to join a consortium. A consortium consists of a group of libraries that partner with each other to participate in a common activity or pool their resources to achieve a common goal (Meier, 2023). This allows each library to operate independently while sharing resources which in turn, saves on subscription costs and fees. Alternatively, a consortium sometimes offers collaborative purchases and even assistance with evaluating and selecting materials for a collection (Wong, 2018).
Organization & Access
Once materials are selected, purchased, and received, they need to be made available to patrons. Physical items need to be added to the library’s catalog and assigned a call number before being placed on the shelf, ready to be borrowed. Digital resources must be added to the library website in its catalog or discovery system. Accessibility is the ultimate goal of materials within a collection. Intellectual freedom is the right to read, view, and listen to materials even if others believe the ideas they contain are wrong dangerous, or objectionable (Wong, 2018). Information professionals should select materials that present all points of view on both current and historical issues. Professionals should also avoid charging fees for services such as interlibrary loans, borrowing movies, or overdue materials since this practice could create a financial barrier for some patrons. Intellectual property rights are also vital to access. Librarians should respect these intellectual rights and advocate for a balance between the interests of information users and rights holders (Wong, 2018). This ensures that both users right’s and creator’s rights are respected and upheld. Only legally acquired copies of books and media should be added to a collection and license terms for online resources should be followed (Wong, 2018).
Preservation & Conservation
Once an item has been processed and made accessible to patrons, it must be properly cared for. Preservation is about ensuring abiding access to an object or collection through whatever means necessary (Hirsh, 2022). Preservation should not be confused with conservation, which includes repairing damage, stopping decay, or restoring an item. Physical preservation includes preventive measures (protective storage), remedial activities (binding and paper repair), and collection-wide activities (fumigation and deacidification) (Hirsh, 2022). Digital preservation presents new problems, such as bit rot (corruption) and digital decay. This can be remedied by having several different copies of the same file saved in different locations. This concept is often remembered by the acronym LOCKSS, which stands for “Lots of Copies Keep Stuff Safe”. Professionals should strive to create and maintain a preservation policy as it can help an information organization have a set hard drive backup schedule, fixity checks, or material inspection to ensure materials are not damaged. Obsolescence is also an issue facing both digital and physical materials which can be prevented by employing the following preservation activities:
Refreshing: transferring materials from one container to a similar container (format is not changed)
Reformatting: transferring intellectual materials from one format to another format
Replication: making and distributing copies of content
Emulation: creating an environment that allows digital content to be rendered in its original format
References
Cullingford, A. (2016). Acquiring and developing Special Collections. In The Special Collections Handbook (pp. 67-90). Facet. https://doi.org/10.29085/9781783301287.006
Hirsh, S. (Ed.). (2022). Information services today: An introduction. Rowman & Littlefield Publishers, Incorporated. ProQuest Ebook Central, http://ebookcentral.proquest.com/lib/sjsu/detail.action?docID=6891082
Meier, I. (2023, December 12). “Library Consortia: Meaning, Definition and Growth.” Library and Information Science Academic Blog. LIS BD Network, http://www.lisbdnet.com/library-consortia-mdg/
Society of American Archivists. (n.d.). Finding Aid. In Dictionary of Archives Terminology. https://dictionary.archivists.org/entry/finding-aid.html
The National Archives. (2024). Scope and Content Note. Lifecycle Data Requirements Guide. https://www.archives.gov/research/catalog/lcdrg/elements/scope.html#2
Wong, M. A. (2018). Developing and Managing Library Collections. In K. Haycock & M.J. Romaniuk (Eds.), The portable MLIS: Insights from the experts. Libraries Unlimited.