Collection Management

It is also crucial to consider the quality of the collection if planning a major review of a library service. Many current users are disenfranchised with the variety on offer. Mori found a lapsed user declaring, “They never have new ones [books] or up to date ones … the ones that are there, they are kind of twee, and you think they have been chosen by the librarians.” 

At a time of declining resources it is not just what material a librarian considers ‘good’ or ‘bad’ but there is also the issue of what the public want or need that is being brought into sharper focus.

While libraries take into consideration the level of reservations and demands in the past for particular authors, genres etc. they also need to be wary of false demands from pressure groups and short-term trends to ensure the collection is not entirely demand led. B. Usherwood believes there is an increasing danger of librarians acquiring new material by what he calls the ’Ratner’s school of stock management’, and one user feels “libraries … have to cater to the lowest common denominator and be a cheap source of pulp fiction as well as of academic and other research, with the result that they do nothing right.” 

There is also the issue of censorship affecting public library usage. By definition, collection management involves a degree of censorship as it is impossible to afford every new title that is published every year, but I. Malley points out that public libraries have an important role in making available dissident and minority views. While librarians have a good reputation for providing “any book that is sold openly and lawfully”, historically they have had problems with Local Authorities imposing censorship upon them as in the case of the News International dispute in 1986 when a number of local authorities directed libraries under their control to suspend their subscriptions to newspapers and periodicals published by News International. Libraries also have to take into consideration controversial books such as the Satanic Verses.

The Audit Commission challenges councils to thoroughly review the services libraries will offer by building a better understanding of what users and potential users want, clearly outlining what they can expect and then ensuring that users and non-users are fully aware of them.

Strengths

Public libraries are considered one of Britain’s finest institutions. Unlike many other council services, they are trusted as an impartial source of information and at their best can elicit a proud response and a sense of community. The range of facilities that they offer free of charge is unsurpassed by any other service. The amenities they provide can best be portrayed by one satisfied user from the Mass Observation Archive, “…a light airy place, with lots of places to sit, and lots of information … they offer parking spaces, disabled access, hearing loop, large print books and books on tape; all these things encourage people with disabilities and difficulties of whatever type. They have … leaflets explaining the library in different languages … books in different languages, most noticeably in the children’s section … books featuring children from ethnic minorities, disabled children, and ‘different’ family situations such as step families … You can even pay your council tax or rent at the library through a cash till, for people without access to bank account.” Libraries can also provide computer access, Internet access, specialist subject areas, homework clubs, children’s reading clubs, daily newspapers, journals, information on government benefits and much more. The Audit Commission suggests they can play a role in social inclusion, education, electronic government, community regeneration and local cultural strategies. Public libraries are a unique service which are a tribute to a civilised society.

As the Audit Commission point out “they are used out of choice rather than necessity.” This explains why the public perception is one the libraries greatest strengths. 69% of all people surveyed in the 2000-01 BVPI (Best Value Public Inspection), said they were satisfied with the services and this figure rose to 84% amongst all users. People speak highly of their libraries collection; one user says, “Our library looks an interesting and beguiling place … it is full of riches; from other people’s lives, or their imagination.” Even amongst non-users they hold an image of an important tradition. One non-user points out, “A library – it just is, like the local post office just is.”

Libraries have also responded to the social and technological changes that have occurred since the first public library opened in the 19th century.  Although total funding has remained generally constant at £770 million in the past ten years, it is the allocation of resources that has seen the greatest change. Spending on books and periodicals has fallen from £118 million in 1990/91 to £80 million in 2000/01 which equates to a drop from 15% to 10% of total library spending. As spending on staff has only increased slightly, the main increase has been in the provision of ICT services. There are 4,500 more terminals than in 1995/96 which give access to the Internet, CD-ROM’s, and other software, and spending has also increased significantly in audio-visual materials. This demonstrates that libraries have adjusted to the changes in user needs without the benefit of increased resources.

Libraries can also offer specialist knowledge to a wide variety of subjects that book outlets do not reproduce in such quantity. Staff being knowledgeable and helpful rated over 65% in inspection findings carried out by the audit commission. 

Although facing pressures from lifestyle changes, budgetary constraints and increased competition from bookstores, libraries have the background experience and the public support to not only meet but to exceed these challenges.

Weaknesses

As the perception of public libraries is one of its greatest strengths, it also follows that it can, and to a certain extent has, become one of its chief weaknesses. With library usage on the decrease they must first understand the reasons for this trend.

The Audit Commission report that there are 23% fewer borrowers than 3 years ago, and the reasons lapsed users and non-users give for not visiting their library need to addressed if they are going to reverse this trend. Looking at the reasons for dissatisfaction amongst users, the foremost answer is a poor selection of books whereas non-users cite they are either too busy or prefer to buy books.

The non-users would like to see more services from libraries such as cafes and more parking facilities, so if libraries address this issue it is critical to get the stock selection right before targeting new users. The research by Mori finds that users and non-users alike think the quality and quantity of the collection is a key issue in the dissatisfaction with the stock with many wanting more ‘best-sellers’ available. One user comments, “There are too many ghastly books on the Royal Family and minor stars” with another saying libraries were “places run by middle-aged women for middle-aged women.” 

As books are the main reason people use a library, it is not just how the budget is allocated that needs reviewing, but also the weeding procedures, determining users needs, and speeding up the ordering to shelf time to disabuse people of the idea that library stock is old, out of date and not holding enough copies of popular fiction. Libraries will need to get the collection right and then market effectively to overcome people’s perceptions and the continuing downward trend.

Opportunities

One of the biggest opportunities that can be taken advantage of is the development in technology. Instead of being a threat to traditions, computerised systems and the Internet can be turned into an opportunity. It is not just the area of taking best management practises from booksellers such as ordering, cataloguing, and paying invoices to speed up the system, but ICT can also aid libraries in planning and viewing budgets, tracking stock, tracking users needs, age of stock and a great deal more to free up the librarians time.

The role ICT can play for the user has only just started and there are many exciting developments already in progress with more opportunities to exploit this medium further. Sutton Council have developed Information Points and developed a 24-hour reference library to supply access to library information databases via the Internet. Staffordshire have an online catalogue which allows users to reserve and renew books over the Internet. 

There are many more examples of how technology can facilitate libraries and the potential to take these ideas further by providing services such as reservations from outside the local area, viewing the waiting time and then picking up items at your local library after being notified by e-mail. It should also become possible to bring together reviews on items from professional critics and reader reviews. Eventually libraries will be able to offer electronic books over the Internet that will result in more choice and solve the problem of not having enough copies of popular items.

While ICT is not the only opportunity for libraries to develop their services, it is an area, which can be exploited to the full to increase the number of users and raise user satisfaction.

Threats

While continued spending cuts on books and journals are arguably the principal threat to public library collections, other issues also need to be taken into consideration.

In bookstores the bulk of the stock, in an increasingly commercial book trade, can consist of the more popular items with the resource to offer swift delivery of specific orders Libraries have a duty to provide a less popular, more ‘highbrow’ collection without the funds to order every book requested by the users. As lifestyles change and the price of books decrease, libraries will need to plan their collection specifically around the local users needs and learn to market their collection as effectively as the local book stores do.

The skill of marketing ties in with another threat to public libraries. With the changes in the purpose of the library come changes to the role of the librarian. Many in the industry believe the training of librarians has become too IT focused neglecting the traditional skills. As P. Labdon states, “As a specialism, the art of selecting novels for adults is virtually dead.” The librarians themselves have equal difficulty, as one points out, “Are we information specialists, educators, social workers, community development officers, leisure providers, video entrepreneurs, second hand books sellers, or simply confused?” 

The Audit Commission reported that a study in one County Council found, “over one-quarter of non-users said nothing would persuade them to use libraries.” Bookstores accept that there are people who will never buy a book and concentrate their skills to increase the number of people who do. Libraries should concentrate on doing the same and plan on making the most out of the resources and skills they have.

Further improvements

The Audit Commission depicts many examples of good practices by councils to reverse the downward trend of library usage, but more innovative ideas should be encouraged from all members of staff.

The first step is to define the local area and the users needs. If the area has a high ethnic base, the collection should not just revise the book collection, but also the music, video and DVD collection. Items on how to learn English could be provided along with stock on the culture in this country to make people feel less alienated. Libraries could provide a self-issue desk for people who might feel intimidated by dealing with the staff.

If the area has built a new housing development bringing in a lot of young families, put posters and leaflets in the local estate agents, furniture and DIY outlets. They could promote libraries as a positive use of leisure time a variety of ways. They could show a selection of the best of the collection to generate interest, they could promote the children’s section and the community projects the library has for reading groups and other activities. The library could also provide extra services for young families even if they have to charge for them, such as nappies, bottle warming and even a crèche if space allows.

If the area has developed an out of town retail area with shops and businesses away from the local library, mobile facilities could be used to go there during peak shopping times and lunchtimes for office workers.  

If the library has computer and Internet facilities, the books and software could be arrange by these. If buying new stock for ICT is proving difficult with budgetary constraints, it might be possible to make more of the ICT stock ‘reference only’ to ensure all users have access to them.  

Libraries could move stock around to create interest in areas of the collection. Supermarkets change their layout around frequently to increase their add-on sales. Libraries could do the same thing to promote their add-on services. They could also prominently display travel books during peak holiday times, material linking into current television programmes such as cookery writers and other topical themes.

If libraries get not only the staff, but also the local community to come up with ideas to generate more public interest, they could then put the best of these ideas into practice.  

Conclusion

The research for the Audit Commission has uncovered some disheartening statistics. Libraries have been adjusting their role in the local community and diversifying their services in response to changing demands, but still the numbers using libraries are falling. The Audit Commission makes some very sensible recommendations for the future and public libraries will need to build upon this. As a publicly funded service, libraries have survived for over a century and a half and have also continued through two world wars, economic depressions, the mass privatisation programme of the nineteen-eighties, and radical changes in technology and lifestyles, and yet they are still regarded as one of the most valued institutions we have today. Their very lack of commercialism embodies traditional public service ideals, and as one user says, “It is nice to have somewhere to go which even now is not highly commercialised.”

In a climate where decisions on spending are based increasingly on value for money, there can be few institutions that provide so much for the enhancement of society at the cost of 10 pence per household per day.

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