First, just what does the term, "collection development" mean? In the ALA World Encyclopedia of Library and Information Services the term "collection development" describes a "cluster of functions which, together, shape the holdings of materials in a library: funding, self-study, and evaluation, selection, weeding, and maintenance." The Glossary of Library and Information Science defines collection development as "a term which encompasses a number of activities related to the development of the library collection, including the determination and coordination of selection policy, assessment of needs of users and potential users, collection use studies, collection evaluation, identification of collection needs, selection of materials, planning for resource sharing, collection maintenance, and weeding."
Second, why have a collection development policy? Just like in strategic planning for the future of a company, an organization or life, you need to know what the thrust of your collection is going to be. Are you living in an area that had French, Spanish or English influence in its early history? Were Native Americans residing in the area in previous times or even now? Does one member of your society have a desire for you to own every book published on the New Harmony Colony in Indiana-and your library is in Maine? What guidelines do you follow for collection materials, books, CD-ROMs and electronic media? These are some questions that need to be addressed.
The Genealogical Committee of the History Section of the Reference and Adult Services Division of the American Library Association published "Guidelines for Developing Beginning Genealogical Collection and Services" in 1992. Guidelines are listed which address collection development, personnel, access and fiscal considerations for genealogical services, particularly for public libraries, but applicable to genealogical society libraries. Collection development guidelines include the kinds of materials collected, the clientele's needs determined by a needs assessment tool (i.e., survey), cooperative purchasing or sharing of resources with other genealogical/historical society entities in the area and the use of bibliographies in developing a materials selection policy. The guidelines are general, but can be streamlined and adapted to your specific situation. Most public libraries or university libraries will have copies of this article, or it can be obtained through interlibrary loan or by writing to the American Library Association, 50 East Huron Street, Chicago, IL 60611.
A needs assessment (survey) should be done as one of the first items on the agenda. Determine the areas of interest your genealogical society members have. The members are the ones who will support the library, and if there is nothing in the library for them to use to find "clues" or links to their ancestry, their support will diminish and the library will be unused. A simple form can be made so that the members can list their top five states with the counties and the time periods they are researching. Both are important when purchasing materials. Compile the findings and center your purchases around the top 10 or 20 states. Then check book reviews from well-known genealogical journals: FORUM, National Genealogical Society Quarterly, The New England Historical and Genealogical Register, Genealogical Journal, and The New York Genealogical and Biographical Record are examples. In addition, public libraries also have book reviews in library-related journals: Library Journal, Booklist and Publisher's Weekly to name a few. Consider history journals, too. Electronic products, compact disks and databases are also reviewed in computer and genealogical computer journals.
Once you have taken an assessment needs survey, established guidelines for collecting the materials, and find reviews for the materials you want to purchase; you are well on the way to having a viable library where the genealogical society members will congregate to explore their heritage. What a show place for your community--to have a collection that reflects the heritage of the area and the interests of its citizens!
[Linda Caldwell McCleary is a Public Library Development Consultant for the Department of Library, Archives and Public Records of the State of Arizona. She was a manager of the genealogy collection at the Department for 15 years. ]
Linda Caldwell McCleary
Public Library Development Consultant
Library Extension Division
Arizona Department of Library, Archives
and Public Records
1100 West Washington
Phoenix, AZ 85007
Voice: 602/542-5841;
1-800-255-5841 (AZ only)
FAX: 602/542-3729
E-mail: limccle@dlapr.lib.az.us
Department home page URL: http://www.dlapr.lib.az.us/