Introduction
This “White Plains Public Library Collection Management Policy” is predicated in large part upon the template and guide developed by the Empire State Library Network (ESLN) and Public Library System Directors' Organization (PULISDO).
Collection management is a critical consideration for any library. The selection, maintenance, and disposal of collection materials is at the heart of a library's service to its community.
The purpose of the Policy is to provide the White Plains Public Library with a clear framework for all phases of collection management, from selection, to procurement, to cataloging, to removal.
The Policy is based on a holistic view of collection management, giving each phase of the life-cycle of library materials due consideration and criteria.
This holistic approach is not just about the practicalities of selecting and managing collection materials. The approach is rooted in a firm commitment to intellectual freedom based on state laws and regulations that create and empower local and regional libraries and systems in New York. And overarching all of that, are consideration of both free speech and due process as assured by both the state and federal constitutions.
Table of Contents
Introduction
Collection Management Policy
- Purpose
- Definitions
III. Collection Management
- Selection
- Procurement
- Cataloging
- Evaluation
- Routine Evaluation
- Request for Re-Evaluation
- Removal
- Removal of damaged or technologically obsolete items
- Removal based on Routine Evaluation
- Removal based on Request for Re-Evaluation
- Access to this Polic
- Review and Update of this Policy
Table of Appendices and Authorities
Appendix “A” Collection Development
Appendix “B” Catalog
Appendix “C” Evaluation and Weeding
Appendix “D” Library's Request for Re-Evaluation Form and Procedure
Appendix “E” Template for Determination of Request for Re-Evaluation
Appendix “F” Template for Board of Trustees' Resolution
Appendix “G” Request for Re-Evaluation of Library Resource
I. Purpose
This “Collection Management Policy” (the “Policy”) of the White Plains Public Library (“Library”) sets forth policy and procedures governing:
- Collection Development
- Procurement
- Cataloging
- Evaluation
- Removal
of Library Resources as defined in this Policy.
The purpose of this Policy is to position the Library to assure its community, and relevant oversight authorities, that the Library's collection management practices meet the needs of the community served by the Library, uphold the Library’s mission, and comply with relevant law and regulations.
II. Definitions
Because the management of “Library Resources” by a NY Regents-chartered library is controlled by law, regulation, and Regents' policy, this Policy uses the following precise terms, drawn from those laws and regulations, to define specific concepts critical to orderly and compliant collection management:
Library: The White Plains Public Library, which is a municipal library chartered by the Regents in the State of New York.
Charter: The most recent version of the document that creates the Library, as approved by the Regents.
Area of Service: The precise geographically-defined community served by the library as described in its Charter and Plan of Service and any contractual or policy arrangements.
Trustees (or the “Board”): The members of the Library's governing board responsible for setting Library policy and hiring the Library Director.
Library Director: The professional hired by the Trustees to lead the library and supervise all other library employees. The minimum qualifications of a library director are set by 8 NYCRR 90.8, and include educational and continuing education requirements set by 8 NYCRR 90.7.
Library Resources: As defined by 8 NYCRR 90.3, “Library Resources” means “the print and nonprint materials owned by the Library and any other services provided by the Library to the resident borrowers of the Library's Area of Service.” In this Policy, Library Resources held by the Library are collectively referred to as the “Catalog” or the “Collection.”
Collection Development: The process of systematically building the collection of a particular library, through the acquisition of print and non-print materials, to meet the information needs of the library’s community.
Collection Management: The overall term for the selection/development, procurement, cataloging, evaluation, and removal of Library Resources.
Selection [of Library Resources]: The process by which Library Resources are chosen by Library staff (see “Selection Criteria” below), based on the Library’s budget and through use of vetted materials.
Selection Criteria: The criteria determined by the Director and other Library staff, based on the goals and identified community needs contained in the Strategic Plan adopted by the Board, that must be met by Collection Development.
Procurement: The process by which selected Library Resources are purchased. Procurement is governed by a combination of law, regulation, and Library policies, including: The City of White Plains, Department of Purchasing, Procedural Manual. For certain purchases, it may also be governed by grant terms required by funding sources.
Cataloging: The process by which purchased items are formally added into the Library's Collection. “Cataloging” includes how selected materials are listed in the Westchester Library System’s Catalog and in what section of the Library they are placed (where they are “shelved”).
Evaluation: The process by which Collection materials are periodically reviewed to ensure they remain physically intact, relevant, and meet “community needs” as required by 8 NYCRR 90.2(6).
Request for Re-Evaluation: The formal process by which any trustee, library employee, or individual served by the Library and in possession of a White Plains Library Card may request re-evaluation of a Library Resource being included in the Library's Catalog, per the library's Selection Criteria.
Strategic Plan: A community needs-based, board-approved, written long-range plan of service developed by the Library Trustees and staff. As required by 8 NYCRR 90.2, the Library's Strategic Plan includes the goals and identified community needs that must be met by the Library's Collection.
Annual Report (to community): An annual report to the Library's community setting forth the Library's progress in meeting its mission, goals, and objectives, as outlined in the library's Strategic Plan. This requirement became law in 2021.
Annual Report (to Education Department): An annual report to the State Education Department, required by 8 NYCRR 90.1 and the NY Education Department's Division of Library Development.
Record Retention Period: How long different records pertaining to actions under this Collection Management Policy are retained, after which they are purged. As a public library, the Library follows the record retention periods in the LGS-1.
Donated Materials: Books or other materials that are donated to the Library. These items are not immediately added to the Collection; they are evaluated according to the same Selection Criteria that are applied to purchased material. Donated Materials which do not meet the Library’s Selection Criteria will be disposed of at the discretion of the Library.
Accession: “Accession” is a term not defined by law or regulation in New York, but is used by libraries, museums, and archives to refer to collection development where the origins (“provenance”) of the item is relevant. As noted in the LGS-1, “some libraries “accession” manuscripts, rare books and special collections, but not their general library holdings.” This policy does not address “accession”.
III. Collection Management
A.Collection Development
The Collection Development Criteria of the Library, as informed by the Strategic Plan approved by the Trustees, is attached as Appendix “A.”
Collection Development Criteria are set by the Director.
It is expected, but not required, that Collection Development Criteria as set forth in Appendix “A” may be updated more frequently than this Policy. Such revision does not require approval by the Board.
Records management: records pertaining to Selection of Library Resources are kept for 0 years after no longer needed (see LGS-1 #600).
B. Procurement
The Procurement of selected Library Resources by the Library is governed by the City of White Plains, Department of Purchase, Procedural Manual.
At all times, the Director and the Board distinguish between Selection and Procurement. “Selection” is how Library Materials are chosen; “Procurement” is how they are purchased using library funds (for example, Donated Materials are not procured).
Records management: records pertaining to Procurement of Library Resources are kept for 1 year (see LGS-1 #599).
C. Cataloging
The procedures for Cataloging the Collection of the Library, as informed by the Library’s Strategic Plan, are attached as Appendix “B.”
As a member of the Westchester Library System (WLS), all White Plains’ acquisitions are cataloged by WLS.
As required by 8 NYCRR 90.2, the WLS provides a circulation system that facilitates access to the White Plains Public Library's Collection as cataloged after selected materials are acquired, in addition to the records of the other 38 member libraries.
Records management: As the final cataloging is set out in the Catalog, records pertaining to the procedures for Cataloging are kept for 0 years (see LGS-1 #62). Printed manuscript or published library catalogs are kept permanently; continuously updated library catalogs (such as databases) are kept until updated (see LGS-1 #598).
D. Evaluation and Weeding
- 1. Routine Evaluation
As required by 8 NYCRR 90.2(6), Library Resources in the Library's Collection are routinely evaluated to ensure the Collection meets community needs; to ensure routine evaluation, the Library Director oversees such evaluation per the State Library of Texas’ publication Continuous Review, Evaluation, and Weeding (CREW): A Weeding Manual for Modern Libraries. CREW’s schedule is attached as Appendix “C.”
The Director reports to the Board on the routine evaluation of Library Resources not less than annually.
Routine evaluation decisions are often affected through a process referred to as “Weeding” the Library's procedures for Weeding are included in Appendix “C.”
Records management: records pertaining to Routine Evaluation are kept for 0 years after no longer needed (see LGS-1 #600).
- 2. Request for Re-Evaluation
A Trustee, Library staff, or person who possesses a current White Plains Library Card (a “Request-Maker”) may request that the Selection or Cataloging of a Library Resource or Resources be re-considered.
To initiate a Request for Re-Evaluation, the Request-Maker may fill in the “Request for Re-Evaluation” form attached as Appendix “D.” Only the factors listed in the form are a suitable basis for a filing such a request.
The procedure for removal based on a Request for Re-Evaluation is addressed in Section III.E.3 of this Policy.
A Library Resource shall generally only be subject to Re-Evaluation under this subsection “2” once every 5 years. For repeat requests within 5 years, unless the Selection Criteria have changed with respect to the subject Library Resource, the prior determination shall be supplied.
Records management: Records pertaining to a Request for Re-Evaluation are kept for 6 years (see LGS-1 #601). In addition, also per the LGS-1 #601, because such records deal with serious constitutional issues and may have value for future research, the Library shall appraise such records for historical significance prior to disposition.
E. Removal
Per Education Law Section 260, “prior to the discarding of used or surplus books or other such reading materials by trustees of a chartered public, cooperative or free association library which receives over ten thousand dollars in state aid, the Trustees shall offer to donate such books or materials to a not-for-profit corporation or political subdivision located within the area of the library system or offer to sell such books or materials to the general public.”
Also as required by law, the Trustees shall retain any proceeds received from the sale of such books and materials for the purpose of maintaining and improving library service within the system.
- 1. Removal of damaged or technologically obsolete items
Upon finding that a Library Resource is too damaged to be useful or has become technologically obsolete to the point where it can no longer function in the manner intended, the item will be removed from the Collection.
Records management: records pertaining to Removal of damaged or technologically obsolete items are kept for 0 years (see LGS-1 #600).
- 2. Removal based on Routine Evaluation
Upon finding, after Routine Evaluation, that a Library Resource no longer meets the then-current Selection Criteria (see Appendix “A”) of the Library, the item will be removed from the Collection.
Records management: records pertaining to Removal based on Routine Evaluation are kept for 0 years (see LGS-1 #600).
- 3. Removal based on Request for Re-Evaluation
If a “Request for Re-Evaluation” form is properly submitted and either the Director, or the Board of Trustees upon appeal, determine that the Library Resource it pertains to should be removed from the Collection, it will be removed from the Collection and the Catalog by the Director (or their designee).
All Requests for Re-Evaluation will be evaluated per the Library's Plan of Service, this Policy, and the following excerpts from the American Library Association's Code of Ethics:
- We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
- We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
- We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
VII. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.
Decisions shall be communicated using the Appendices “E”, “F”, and “G,” with modifications as determined by the issuing authority.
Records management: records pertaining to Removal based on Requests for Re-Evaluation are kept for 6 years (see LGS-1 #601) and may be kept longer based on a determination of operational or historic significance.
IV. Access to this Policy
To facilitate community understanding of the Library's services, operations, and governance, this Policy and its Appendices shall be posted on the Library's website, available in hard copy at the Library, and a hard copy shall be provided for a nominal fee if requested.
V. Review and Update of this Policy
This board-approved written policy for Collection Management shall be reviewed and updated by the Trustees at least once every five years (as required by 8 NYCRR 90.3 (b)(4), or earlier if required by law, or if a law, regulation, or policy impacting it changes.)
Table of Appendices and Authorities
Appendix “A”
Collection Development
The White Plains Public Library provides an up-to-date collection of print, audiovisual and digital materials that are carefully selected, systematically arranged, and aggressively promoted. These materials offer education, entertainment, and the potential for life-long enrichment.
The Library creates its collection in partnership with the White Plains community, seeking input and recommendations on the content we should acquire.
As expressed in our Strategic Plan, our library values Equity, Diversity, and Inclusion (EDI) and utilizes these ideas in our collection development choices.
We closely watch how our collections are utilized, and regularly adjust our spending to best meet the needs of White Plains cardholders.
The Library Board of Trustees has the responsibility “to purchase, sell or exchange, improve and repair books and other library materials required for the proper operation of the library….” Through its by-laws, the Library board vests the Library Director with responsibility for collection development. With management staff, the director allocates budgets to carry out collection development, determines allocation of resources, and assigns responsibility for the development and management of the collection.
Scope of the Collection
The collection serves White Plains residents from birth through adulthood.
The Children’s Collection, housed in The Trove, serves children up to sixth grade, as well as parents, caregivers, teachers and professionals involved in service to children.
The Young Adult Collection, housed in The Edge, focuses on the informational and recreational needs of adolescents (seventh through twelfth grades).
The Adult Collection serves adults of all ages, as well as teens, and includes a range of materials: books in print and digital formats, DVDs, CDs, streaming and downloadable materials. Non-fiction material is typically acquired at an introductory through community college level.
The White Plains Collection focuses on the City of White Plains, with some coverage of Westchester County. It includes books, pamphlets, maps, photographs, indexes and local newspapers.
As part of the Funding Information Network (FIN), the Library provides materials–print and online–that assist grant-seekers and nonprofit organizations.
Criteria for Selection
In selecting material, staff rely on a variety of sources, including reviews in trade journals, consumer media, and patron requests. Considerations include:
Demand
Requests by White Plains Public Library cardholders
Accuracy, clarity, currency, representation, and comprehensiveness
Artistic or literary merit
Entertainment
Award recipients
Curricular enrichment
Reputation or qualifications of author or producer
Local interest in subject or author
Price
White Plains or Westchester history
The Library is a forum for all points of view and adheres to the principles of intellectual freedom.
In creating its collection, the Library is guided by three documents adopted by the American Library Association: The Library Bill of Rights (www.ala.org/advocacy/intfreedom/librarybill), the Freedom to Read Statement (www.ala.org/advocacy/intfreedom/statementspols/freedomreadstatement), and the Freedom to View Statement (www.ala.org/vrt/professionalresources/vrtresources/freedomtoview).
Criteria for the Withdrawal of Materials
For guidelines in weeding the collection, the Library has adopted CREW: A Weeding Manual for Modern Libraries © Copyright 2012 Texas State Library and Archives. Crew is available at https://www.tsl.texas.gov/ld/pubs/crew/index.html.
Withdrawn books are sent to one of our book vendors, Baker & Taylor, who in turn either recycle or sell through their Sustainable Shelves program. For items that are sold, the Library receives the proceeds.
Enhancing the Collection
The Library welcomes input from the Community and strives to meet patron requests in a timely manner. A “Request a Purchase” procedure is in place whereby a White Plains cardholder can recommend that the Library acquire an item that it doesn’t have. The form is available online https://whiteplainslibrary.org/purchase or at the public service desks. The Library will respond to all requests within 72 hours.
Also, the holdings of all WLS libraries are available in one catalog and can be borrowed by any Westchester resident who has a card in good standing with one of the 38 member libraries. A courier service transports material among the libraries; items can be picked up or returned to any WLS library. Borrowing from member libraries is often the most efficient way for patrons to access materia. not owned by the White Plains Public Library. The holdings of the member libraries may also inform the Library’s decision to acquire, or not acquire, an item.
Appendix “B”
Cataloging
The White Plains Public Library is a member of the Westchester Library System (WLS). WLS manages a centralized online integrated library system to promote efficient and standardized procedures for the acquisition, cataloging, discovery, circulation and delivery of materials in all formats to the member libraries and their cardholders.
See: WLS’s Plan of Service. 2-22-2022. The Plan of Service is available at https://www.westchesterlibraries.org/wp-content/files/pdfs/about-wls/WLS_Plan_of_Service_2022-2026-NYSLApprvd-2021-1022.pdf
Appendix “C”
For guidelines in weeding the collection, the Library staff has adopted CREW: A Weeding Manual for Modern Libraries © Copyright 2012 Texas State Library and Archives. Crew is available at https://www.tsl.texas.gov/ld/pubs/crew/index.html.
Appendix “D”
Form to Request Re-Evaluation of Library Resource
This Request for Re-Evaluation is governed by the Library's Collection Development Policy and the Library's current procedures for Selection and Cataloging.
For current copies of these documents, visit URL or ask at either the Hub or Trove reference desks for a copy.
To initiate a Re-Evaluation of a Library Resource, please fill out the form and follow the instructions below:
Instructions and process:
Please only list one work per form.
Please submit this form by either emailing it to bkenney@whiteplainslibrary.org, mailing it to Brian Kenney, White Plains Public Library, 100 Martine Avenue, White Plains, NY 10601, or faxing it to 914-422-1462.
Your submission will be reviewed by the Library Director within fourteen (14) calendar days of receipt.
You will receive a response in writing that indicates either:
- a) your request for Re-Evaluation has been evaluated and no change is required;
OR
- b) your request has been evaluated by the Library and the Selection or Cataloging of the item will be changed, which shall be briefly described in the reply.
If the Library determines that no action is needed, and you disagree, you may appeal this determination within fourteen (14) calendar days by submitting a copy of your original Request, and the Director's reply, together with statement saying “I request an appeal” to the Board of Trustees by email to bkenney@whiteplainslibrary.org, mailing it to Brian Kenney, White Plains Public Library, 100 Martine Avenue, White Plains, NY 10601, or faxing it to 914-422-1462.
The Board of Trustees is an all-volunteer organization that meets no less than 4 times per year. Therefore, any appeal regarding a Request for Re-Evaluation will be finalized within sixty (60) days. Any material under review will remain in circulation until such time as the Library determines it must be removed.
All Requests for Re-Evaluation will be evaluated per the Library's Plan of Service, policies, and the following excerpts from the American Library Association's Code of Ethics
- We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
- We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
- We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
VII. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.
The Board of Trustees’ determination is final.
Appendix “E”
Request for Re-Evaluation of Library Resource
Form for Notice of Director's determination
Request for Re-Evaluation of Library Resource
Notice of Director's determination made on DATE
Regarding Request for Re-Evaluation of
TITLE, CATALOG NUMBER
Submitted on: DATE
RE: Notice of Director's Determination
Dear NAME:
The White Plains Public Library received your above-referenced Request for Re-Evaluation on DATE.
In evaluating your request, I as Library Director have applied the Library's Collection Management Policy, its Strategic Plan, and the Code of Ethics of the American Library Association.
Based on that criteria, I have determined that [the Library Resource was properly included in the Library's collection] OR [the Library Resource was not properly included in the Library's collection, and will be removed/re-cataloged as INSERT].
The White Plains Public Library strives to meet the needs of everyone in the community, as required by our Strategic Plan. If you would like to appeal this determination, you may direct your appeal to the Board of Trustees, President, Board of Trustees, White Plains Public Library, 100 Martine Avenue, White Plains, New York 10601.
Sincerely,
Brian Kenney, Ph.D.
Director
White Plains Public Library
Appendix “F”
Template for Board of Trustees' Resolution pertaining to Trustees' Determination of Appeal of Request for Re-Evaluation
Text of resolution once decision has been reached:
WHEREAS the Board timely received an appeal of the Director's decision attached to this resolution from NAME OF REQUEST-MAKER; and
WHEREAS the Board has evaluated the appeal by applying the factors in the Library's Collection Management Policy, its Strategic Plan, and the Code of Ethics of the American Library Association;
BE IT RESOLVED that the appeal is [granted, and the item it pertains to is to be removed by the Director per library policy within 5 business days, and the Board shall notify the Request-Maker of this decision within 5 calendar days] OR [denied, and the Board shall notify the Request-Maker of this determination within 5 calendar days] as provided by the Library's Collection Management Policy; and
BE IT FURTHER RESOLVED that this Board re-affirms its commitment to New York State Constitution, the United States Constitution, and the American Library Association Code of Ethics, as adopted by the New York Library Association.
AYES:
NAYS:
ABSTAIN:
Appendix “G”
Request for Re-Evaluation of Library Resource
Notice of Board Determination of Appeal of Decision made on DATE
Regarding TITLE, CATALOG NUMBER
RE: Notice of Library Board of Trustees' Determination upon Appeal
Dear NAME:
The board of trustees of the White Plains Public Library received your above-referenced appeal on DATE. On DATE, the Board met to consider your appeal.
In evaluating your request, the board applied the Library's Collection Management Policy, its Strategic Plan, and the Code of Ethics of the American Library Association.
Based on that criteria, the board has determined that [the Library Resource was properly included in the Library's collection] OR [the Library Resource was not properly included in the Library's collection, and will be removed/re-cataloged].
Thank you for entrusting the Board of Trustees with your concerns. The White Plains Public Library strives to meet the needs of everyone in the community, and this requires careful attention to the needs of all, and the many factors governing selection of library materials.
Your understanding of, and input into, that process is appreciated.
Sincerely,
President, Board of Trustees
White Plains Public Library
Adopted by the Library Board of Trustees January 11, 2023.
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