COLLECTION MANAGEMENT PLAN

The Collection Management Plan sets out the collecting responsibilities and priorities of The University of Auckland Library system. It is both for the information of Library users, and for the guidance of those involved in the selection, preservation, and weeding of Library materials. The first part of the plan is a general statement of the basic principles upon which the plan is based. It is followed by individual plan statements for subject and special collections within the University Library system.

The shift from print-based to electronic publishing is changing the traditional focus on collection management practices. There is also a need to consider long-term access to published electronic content. The Library will continue to acquire or connect to a wide range of formats to meet its collection goals as outlined in S.4 of this plan. Where content criteria are met, new digital formats will be evaluated as they emerge.

The production of this plan involves many members of the University Library staff. The first draft plan was produced in 1989 by Alison Grant, Bruce Howie, Cathie Hutchinson and Helen Renwick, and it has been revised and extended every year since then. The plan is currently edited by Christine Wilson, with input from other members of staff. Each individual plan is written by the particular librarian named on that plan.

Users will find that the plan helps their understanding of Library collection goals. The editor will be happy to provide clarification or accept suggestions for improvement of the document on its annual revision.

GENERAL

1. INTRODUCTION

The Collection Management Plan is a planning document produced by the University Library which identifies and communicates the long and short term collection goals and management plans of the University of Auckland Library system. It aims to provide a general framework for the development collections, and is devised and maintained in consultation with [ Top ]

2. MISSION STATEMENT

The University Library is committed to providing quality library and information services to support and enhance the teaching, research, scholarship and creative work of the University. The Library affirms its special obligations to Maori. [ Top ]

3. RESPONSIBILITY

Under the University of Auckland Act 1961 the Senate is charged with the setting of Library policy. In practice this responsibility is delegated to the Library Committee, which includes the Deputy Vice-Chancellor (Academic), the University Librarian, the Chairs of each Faculty Library Committee, two sub-professorial members elected by sub-professorial staff, two professorial members elected by the professoriate, two members of the Library staff elected by Library staff, and the two Associate University Librarians. four times a year and reports to Senate on Library policy including the sums needed for the purchase of books, periodicals and electronic resources and their allocation among faculties.

The University Librarian is responsible for the management of the University Library. The work of collection development and management is delegated to the Library Managers, Subject Librarians and the librarians who manage special collections. [ Top ]

4. GOALS

The goals relating to collection development and management are:

to support the teaching, learning, creative and research functions of the University by acquiring, organising and providing access collection in a wide variety of formats.
to respond to changes in teaching and research programmes, in consultation with academic staff.
to maintain the physical condition of the collection at an appropriate level.
to participate in resource sharing and networking at a regional, national and international level. [ Top ]

5. HISTORY OF THE COLLECTIONS

Auckland University College was founded in 1883. In 1890 a room in Old Parliament Building was made available for a library, and £100 a year allocated for books. The Library moved into the old Auckland Grammar school as a temporary measure in 1917, and at the end of this year Alice Minchin was appointed as the first Librarian. She took charge the Clocktower building in Princes Street, and remained as Librarian until 1945.

In its early years the Library received a number of gifts and bequests. Thomas Moore Philson gave 270 sovereigns to the College in 1887 to found a medical library, and medical books held by the Synod of the Auckland Diocese were transferred to the embryonic collection in 1926. Two years later the collection of the Auckland Branch of the British Medical Association was added. In 1894 Professor Pond of Classics bequeathed 1300 books, and Sir George Fowlds donated a large collection of valuable books in 1925. Professor Paterson's bequest in 1932 gave the Library 2000 volumes, mostly in Classics and Old Testament history, and £1000 for the updating of the collection. Between 1927 and 1937 the Carnegie Corporation of New York gave the Library generous donations of books and money, and granted Alice Minchin a fellowship to study librarianship in the United States in 1932.

Arthur Sandall was appointed Librarian in 1946. The total bookstock at this time was 51,093 and expenditure £2000 a year. Library accommodation had become quite inadequate, and the bookstock was housed in twelve separate locations. The schools of Architecture and Engineering had well organised libraries by the late 1940s, while the Law Library occupied three reading rooms. Separate reading rooms in Geography, Geology and Physics were set up without consultation with the Librarian. A New Zealand Collection was started in the 1950s.

Further donations came from the Carnegie Corporation, and in 1955 a large collection of mathematics journals was deposited by Professor H.G. Forder. The British Museum Catalogue was purchased in 1959, with the assistance of one of a long series of annual donations from the Auckland Savings Bank, and the Library of Congress Catalogue soon after. The American Council of Learned Societies made a grant of $16,000 in 1965 to build up American material in Economics, English, Geography, History, Law and Political Studies. By 1966 the Library held a quarter of a million books and was the largest University Library in the was given in 1964 for a temporary Law Library building at the back of the Law School. A Biological Sciences Library opened in 1967, and included services to Leigh. The first Medical Librarian was appointed in 1967 with the establishment of a medical school. A new General Library building was completed but had to be shared with other departments including the Law School and Law Library, which remained tenants until May 1992 when they moved to new premises in Eden Crescent. A unified Music Library was set up in 1968, and moved into the Pembridge building vacated by Law. The School of Engineering returned from Ardmore in 1969, and its library was housed in a new building in Symonds

Peter Durey became Librarian in 1970, by which time the collection totalled 343,316 volumes. An Undergraduate Reading Room opened in the same year, and the Geology Library came under the control of the Library administration. In 1972 the Science Library opened and the Adult (later Continuing) Education Library joined the system.

By 1973 the Library held half a million volumes, and when the University celebrated its Centenary in 1983 the millionth book was accessioned. A generous bequest of $100,000 from the Topeora Rina Riches estate in 1981 enabled the purchase of many valuable items. However enormous rises in costs forced drastic cuts in serials subscriptions on several occasions during the 1970s and 1980s, and again in 1991 and 1998.

In the 1980s two new libraries were added to the system: the In addition the Music Library moved to a new building in 1986, and the Continuing Education Library was relocated in the Clocktower building in 1987. In 1991 a new library opened on the Tamaki campus. An off-campus storage facility opened at 82 Merton Road at the end of 1995, and contains mostly older material that is no longer in high demand.

Janet 1998 and greatly encouraged the uptake of technology in Library services. The prime vehicle for electronic delivery of collection resources is the Library website, which was first launched on the Internet in 1996.

In February 1999 the Continuing Education Library moved into the old University Hall with an expanded role and a new name, the Clock Tower Library. This library was closed at the end of 2002 and its services moved to the General Library.

A library service was provided at the North Shore Campus from 2001 to 2006 to support the Faculty of Business and Economics. The library was closed when the Faculty centralised. An Education Resource Centre containing curriculum resources in support of teacher education was located in Anzac Avenue. This Centre closed at the end of 2005 when the Faculty of Education consolidated at the Epsom Campus. allow for incorporation of the collections and services of the Science, Biological Sciences and Geography libraries in early 2002. A merged Short Loan collection moved into the Interim Commons in the former Science Library at the end of 2001, and then to the Kate Edger Information Commons when it opened in April 2003. Following the amalgamation of the University and the Auckland College of Education the Sylvia Ashton-Warner Library at Epsom and Tai Tokerau became part of February 2005. Te Huka-ā-Tai ceased to be part of the library

By the end of 2008 approximately 2.2 million volumes were held in the Library system, plus electronic books, electronic serials, and large collections of microforms, multimedia, and maps. The held, number of staff and total expenditure, and over 50% of the Library's annual collection budget is now spent on electronic resources. are those of New Zealand & Pacific, and Asian Languages materials. The New Zealand holdings in the Architecture Library are also significant, and both the Davis Law and Philson Medical Libraries are among the largest of their type in New Zealand. [ Top ]

6. THE LIBRARY SYSTEM

The University Library comprises the following collections and services: the General Library, the Architecture, Audiovisual, Business Information Arts, Law, Medical and Music libraries, the Tamaki Campus Library, Library (including the Epsom Information Commons), the Tai Tokerau Campus Library, the Kate Edger Information Commons, Off-Campus Storage facility, and the University Bindery.

The General Library contains most of the collections which support Arts, Business and Economics, and Science. The Kate Edger Information Commons houses a short loan collection containing works in heavy demand for courses offered by the above three faculties and additional copies from other collections.

More information about the University Library and its services and organisation can be found on the Library website under Libraries, the guides to individual libraries. [ Top ]

7. USERS

The University Library is essential to the teaching, learning, creative and research activities of the University, which includes the faculties of Arts, Business and Economics, Creative Arts and Industries, Education, Health Sciences, and Science, together with the School of Theology.

Library membership is open to students and staff of the University of Auckland and other persons as defined in f

8. SOURCES OF FUNDING AND BUDGET ALLOCATION

The University Library receives an annual collections grant. It also obtains some funding from gifts and endowments.

The Library uses a budgeting formula to assist in allocating its budget for library materials. [ Top ]

9. GIFTS AND DONATIONS

The Library will accept gifts of material provided that they fall within its collection priorities, and will also be pleased to receive donations of money. Acceptance of major donations must be approved by the University Librarian. Materials are accepted on the clear understanding that the Library has control over what is kept and what is discarded, and where items will be located. The University currently values donations at $25 per item. The value of all donations received each year is estimated as part of the setting of each year's collections budget. Only items which will enhance the collection are added. Gifts are acknowledged, and donation bookplates placed in each book retained. Unwanted donations may be offered to other libraries, offered to students, sold or discarded. [ Top ]

10. COLLECTION PRIORITIES

In meeting goals (i) and (ii), paragraph 4, the University Library recognises priorities in building its collections. These are firstly to collect important monographs and journals and to provide access to electronic resources in support of undergraduate and graduate programmes. This includes the provision of reference materials, set texts and multiple copies of items in heavy demand.

Secondly, the University Library acquires other materials needed to build research collections for fields in which the University supports graduate, post-graduate and academic research.

Finally, material which does not fit into current teaching or research programmes may be purchased if it is considered appropriate for the general interest of users and the scope of the University Library's collections. [ Top ]

11. SELECTION

Final decisions for the purchase of all Library materials rest with the University Librarian.

Selection is made by Library staff, particularly subject and special collection librarians, in collaboration with Library Liaison Officers and other academic staff. The Library Liaison Officers are members of the teaching staff, selected by each department, to coordinate recommendations from their colleagues for their particular subject areas.

Other University staff and students may also make recommendations for purchase of library materials. Recommendation Library website, and in all libraries.

The Library preference is for electronic access to full-text journals, where available. New subscriptions to journals may be limited by budgetary constraints. They may be funded through the cancellation of existing subscriptions, with the proviso that all interested departments must be consulted before a subscription is terminated. Journals are now often acquired in multi-title packages and contractual arrangements with publishers can restrict the titles available for cancellation at a particular time.

Freely available Internet resources are selected by subject librarians for addition to Library's subject pages. Where there are Internet traffic charges a more limited selection of internet resources is available on the Library website. Suggestions for additional internet sites appropriate subject librarians or collection managers. [ Top ]

12. CRITERIA FOR SELECTION

Depending on the type of material being considered and the particular subject area criteria may include:

Relevance to the actual or potential needs of the University's programmes
Scope and content
Depth of the existing collection in the subject
Quality
Currency
Timeliness
Price
Language and country of origin

Criteria for electronic resources also include:
Level of access
Method of delivery
Relationship to the print version
Licence terms and conditions offered by the publisher

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and management of all academic staff taking into account the mission and goals of the University. The Library Committee meets to a relevant and well balanced of new premises in 1927 when the Library moved into country.

Approval at the end of 1968, Street. Audiovisual Library in 1985 and Te Huka-ā-tai, the Maori Studies Library, in 1986. Copsey became University Librarian in February The General Library building was extended to of the Library system at the end system at the end of 2009 and library holdings were transferred to other parts of the Library. Library is the largest University Library in New Zealand in terms of volumes The most notable collections Centre, Engineering, Fine the Sylvia Ashton-Warner and Grafton Information Commons, the Leigh Marine Laboratory Library, an Services, Collections, and in Engineering, Law, Medical and land.ac.nz/policies/Policies/policy-display-register/membership-and-conditions-of-access-to-university-libraries.pdf">Membership [ Top ]
forms are available on should be made to the

13. ACQUISITIONS POLICY AND PROCEDURES

For reasons of economy most library materials are ordered from vendors in the countries where they are published. When particular items are required urgently they will be bought locally if available. Details of vendors used and the criteria for assigning materials to them are available from the Acquisitions Department, or the Serials Unit. [ Top ]

14. THESES

The Academic Statutes and Regulations require two copies of Masters degree theses with a value of between 90 and 120 points, and two copies of PhD theses, to be deposited in the Library. From 2007 all students registering in a PhD programme must supply one hardbound and one digital copy of their thesis to the library. The digital copy will be accessible through the University's institutional repository ResearchSpace at http://researchspace.auckland.ac.nz/. Research portfolios, research projects and dissertations are not normally deposited, although the supervisor or Head of Department may recommend the inclusion of a work considered to be of outstanding merit and a valuable addition to the Library collection. [ Top ]

15. FORMATS

Material is collected in various formats. Monographs are purchased primarily in traditional printed copy, although electronic books are preferred for high demand and reference material, and to support flexible learning. Online delivery is preferred for journals. Electronic resources include a wide range of indexing and abstracting tools and full-text material, especially electronic books and journals. All electronic resources can be accessed through The Catalogue, or the Library website. Special collection material held includes rare books, manuscripts and archives, drawings, photographs, slides, and maps. Other formats include audiovisual material and microforms, but material available only in outdated formats (e.g. cassettes, slides, or floppy disks) should not be purchased.[ Top ]

16. MULTIPLE COPIES

The University Library attempts to minimise duplication of titles held within the Library system. Some duplication is necessary because of demand and libraries' overlapping subject responsibilities. Multiple copies of some texts for undergraduate courses are purchased for short loan collections. [ Top ]

17. LANGUAGES OTHER THAN ENGLISH

Foreign language material is bought to support teaching in Maori, Cook Islands Maori, Samoan, Tongan, Chinese, Japanese, Korean, French, Italian, Spanish, German, Croatian, Polish, Russian, Latin, Greek, Ancient Egyptian and Hebrew. In general, purchases for other subjects are mainly in English, although foreign language titles are purchased where appropriate. [ Top ]

18. PRESERVATION AND SECURITY

The University Library recognises its responsibility to maintain the collection in good condition and to ensure its availability. Preservation Guidelines take into account all formats, and recognise the importance of training and prevention in maintaining the collections for both ready access and long-term research. Rare or expensive material is housed mainly in the General Library's temperature controlled Special Collections. The binding programme for serials and monographs defines the criteria for rebinding, mending and replacement. Security systems have been installed to reduce theft. A Disaster Preparedness Plan has been adopted. The Digitisation Guidelines describe the balance between electronic and print collections and the criteria for digitisation, in addition to subject specific collection management statements. The Library has joined two electronic archiving services, Portico and CLOCKSS, whose aims are the long-term preservation of scholarly electronic information. [ Top ]

19. WITHDRAWAL

A programme of stock revision ensures that the collections are relevant to users' needs and that best use is made of the available space. Little used material is transferred to Off-Campus Storage, while material which has no potential future use is withdrawn. All items selected for withdrawal or transfer are checked by senior library staff in consultation with the appropriate Library Liaison Officers. Final responsibility for decisions on particular items rests with the relevant Library Manager. Withdrawal and transfer criteria are available on the Library Intranet. [ Top ]

20. SERIAL REVIEW

Reviews of serial subscriptions are conducted periodically in all parts of the University Library system. They are necessitated by economic constraints but more importantly are driven by a commitment to ensure the relevance of holdings to the teaching, learning, creative and research needs of the University community. In addition there is an ongoing review of print subscriptions as the University Library subscribes to increasing numbers of electronic serials packages across all disciplines which are delivered to the academic desktop.

The review process involves consultation with the faculty concerned, and between faculties, regarding proposed cancellations and new subscriptions. Recommendations for new subscriptions, cancellations and objections to these are considered by senior library staff and faculty library committees. [ Top ]

21. SPECIAL COLLECTIONS

Special collections in the General Library include the designated Special Collections, consisting of manuscripts and archives, the Gilderdale and Hugh Price collections of children's literature, the Forder Collection, and other rare and valuable material. The Western Pacific Archive is housed off-site and administered by Special Collections. The New Zealand and Pacific Collection, Te Matauranga Maori, the Asian Languages Collection, and the Paterson Collection of Biblical History and Greek and Latin classical works are further special collections housed in the General Library. Other libraries contain special collections in their particular disciplines, particularly the Fine Arts and Architecture libraries. The Davis Law Library has the Marylyn Mayo Rare Book Room which houses rare and historical books. Details of all these may be found in the Collection Development Policies for each library. A special collection of medical books, which is owned by the University Library, is on long-term loan to the Ernest and Marion Davis Centre. [ Top ]

22. KAITIAKITANGA / GUARDIANSHIP

The University of Auckland Library / Te Tumu Herenga acknowledges that it has in its possession Maori manuscripts and other heritage items, collected through either donation or purchase, that have taonga status. It is acknowledged that the Library is kaitiaki, guardian, of these treasures on behalf of the creators of the taonga.

The Library understands that for Maori each taonga is imbued with the living spirit, the mauri, of the group of people that created it, and that these taonga represent a tangible link with tupuna, the ancestors.

The Library undertakes its kaitiaki role alongside legal, professional and intellectual property conventions. As kaitiaki the Library will protect and preserve the physical objects, and will ensure that their cultural integrity is maintained for future generations.

While Maori staff will facilitate relationships, it is not sufficient to consult only Maori staff about the care of taonga. Regardless of whether the Library is the legal owner of taonga, reasonable efforts must be made by the Library to contact representative groups in regard to the kaitiakitanga of taonga pertaining to those descent groups. Contact with descent groups will be made through the Maori Services team, in consultation with the Pro Vice-Chancellor (Maori).

It is important, in ensuring cultural integrity, that relationships are developed and maintained with descent groups associated with taonga, and that the people concerned play an active part in the management and care of these treasures.

The principle of cultural integrity will be followed when taonga are exhibited, either digitally, or physically; that is, exhibitions will place taonga in their appropriate context.

For the purposes of this document, taonga may be regarded as unique and original records in all formats created by and pertaining to Maori. Facsimiles of taonga, especially whakapapa, and copied manuscripts, may also be treated as taonga.

In regard to digitisation of taonga, or transfer to copies in other formats designed to increase dissemination of the knowledge contained within these taonga, the Library will follow the principles for care and preservation as outlined in this document.

This statement was initiated in 2002 by Robert Sullivan, Te Kaiwhakahaere Māori, in consultation with the following groups:
Te Rōpū Ratonga Māori (Te Tumu Herenga / The University of Auckland Library)
Management Team (Te Tumu Herenga / The University of Auckland Library)
Special Collections Librarian (Te Tumu Herenga / The University of Auckland Library)
Office of the Pro Vice-Chancellor (Maori), The University of Auckland Runanga.

The following documents informed the creation of this statement:
He awe mapara (Auckland City Libraries, internal document)
Recommended principles for the care and preservation of Maori materials (Alexander Turnbull Library, internal document)
Proceedings: first international indigenous librarians' forum (Auckland: Te Rōpū Whakahau, 2001).

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23. CENSORSHIP

The following paragraphs are excerpted from a policy statement issued by the Library and Information Association of New Zealand (LIANZA). The University Library is an institutional member of LIANZA and supports this statement.

Librarians have a responsibility to ensure that the selection and availability of information materials is governed solely by professional considerations. In so doing, they should neither promote nor suppress opinions and beliefs expressed in the materials with which they deal.

No information resources should be excluded from libraries because of the opinions they express; nor because of who the author is; nor on the grounds of the political, social, moral or other views of their author.

No library materials should be censored, restricted, removed from libraries, or have access denied to them because of partisan or doctrinal disapproval or pressure.

from LIANZA Statement on Intellectual Freedom, March 21, 2002. [ Top ]

24. COPYRIGHT

In adding material to the collection in any format the Library complies with the Copyright Act 1994 and the Films, Videos and Publications Classification Act 1993. [ Top ]

25. SUGGESTIONS

Suggestions concerning the University Library's holdings or its collection management plan should be addressed to the librarian in charge of the particular collection, the editor named below, or to the University Librarian. [ Top ]

26. UPDATING OF THE COLLECTION MANAGEMENT PLAN

This plan, and the plans following for particular libraries and collections, will be reviewed annually in May/June and revised as required.

Christine Wilson
October 2009 [ Top ]

COLLECTION MANAGEMENT PLAN

CONTENTS

THE UNIVERSITY OF AUCKLAND LIBRARY