Collections Management


Collections – Library Collections Summary Statement and Document

The critical thinking behind what we purchase for the Library and our stock management process.


The collection management statement is an outline of the library policy on the purchase, management and withdrawal of stock and access to information. It aims are:

  • To assist in the systematic planning of paper-based and electronic resource collections
  • To assist in the systematic planning and provision of materials for our communities
  • To provide basis for liaison with departments on collection development

Overall policy

The Library will acquire, manage and withdraw materials in order to maintain the balance and quality of the collections.  Where there are conflicting demands and resources limitations, decision will be informed by the measured and predicted used of materials.  Priorities will be determined by current and known future academic commitments that have been specified in the university’s academic plans and communicated to the Library and the Library collection development policies.

The Library aims to:

  • Provide, or enable access to, materials which meet the information needs of UKH communities
  • Prioritise for purchase resources for undergraduate and postgraduate taught courses
  • Deliver information to users in the most cost effective and appropriate format
  • Maximise the use of electronic services to support users on and off campus
  • Promote access to and the best use of resources

Provided that it is a legal item, no material will be excluded from selection, or withdrawn from stock solely on the basis of an author’s ethnic origin, nationality, gender, opinion, nor because of partisan or doctrinal pressure.

Selections and management of collections

The Library is responsible for the development and the management of the collections.  It will work with stakeholders to determine priorities in line with this policy.  Materials will normally be selected for purchase on the recommendation of the subject departments in liaison with the Library.

Within budgetary constraints the Library will make available copies of items on reading lists where these are currently in print.  The actual number of copies purchased depends on:

  • Whether the item has been identified as required or recommended
  • The numbers of students on the course
  • The number of modules for which the item is listed
  • The pattern of past usage of the item

The Library will increasingly seek to purchase e-materials and reasonable measures will be taken to obtain out-of-print materials

Reserve materials

Our reserve materials are designed to maximise access to resources that are high in demand. Staff may indicate on purchase request which item/s they would like to be made available on reserve.

Over time, the growth of provision of e-materials may reduce the number of items required to be held in reserve collection.  Offprints are listed on the catalogue and the live links for these are available.  Electronics format will be made available, funding and copyright permitting, when this is an available means of providing access.

Other materials

To support taught courses and to ensure a balanced collection the Library will also purchase materials which are not on reading list.:

  • To encourage use of wider range of materials
  • To support academic library, including English language
  • To support cross-disciplinary module development
  • To provide general materials, e.g. reference works
  • To develop subject collections and fill gaps in coverage
  • To assist staff in keeping pace with developments in the subjects they teach


It is the policy of the Library to make newspapers and journals available in electronic format, although this will vary, these are provided to support current affairs interest and the overall information needs of the staff and students.  In reaching decisions on which items to access they will take into account:

  • The availability of the budget, including the impact of increasing cost of on-going commitments
  • The relevance of the contents to student assignments and coursework
  • The usefulness to academic staff for course development, research and keeping pace with advances in their subjects
  • The availability and accessibility of the item elsewhere regionally and online, where known

Acquisition and access

The Library recognises the benefit to customers of the increasing availability of electronic resources, and in future years it is anticipated that electronic provision will be dominant, although the speed of progress will vary between the different disciplines.

In consultation with users and using the criteria set out in this document the Library will determine the optimum level of legal access to information resources.  Access may mean:

  • Purchase of, or subscription to, physical materials in a variety of formats
  • Purchase of, or subscription to, electronic information resources

The Library will also invest in other electronic resources including abstracting and indexing databases, e-book, marketing reports, official and legal publications, statistical and image databases.

Damaged stock will be repaired or replaced, following an assessment of the more cost-effective option.  Lost stock will be replaced subject to its availability.  When lost or damaged whilst in the possession of a customer, the cost involved will be recovered as outlined in the Library rules.

Conservation of materials

Some items will be selected for binding based on the following criteria:

  • Level of use
  • Subscription cost and/or continuity
  • Vulnerability to the theft and mutilation
  • Availability in electronic format
  • Deterioration of covers and binding
  • Value of content

The Library is intending to develop a digital archive of materials published by the UKH communities, its own publications, including student dissertations, thesis and publications.

Bibliographic services

Access to bibliographic sources will be provide, covering areas taught in the university.  Most of these will be in the electronic format and will include:

  • The library catalogue, available online
  • Full text sources with electronic searching facilities
  • Indexing and abstracting services
  • Publications/ catalogues necessary for the functioning of library services, e.g. acquisition and document supply

Donation – see separate ‘Donations Management Statement’

Stock editing and withdrawals

Stock will be considered for withdrawals when:

  • Old editions are superseded by new ones
  • There has been a marked decline in usage
  • The content is no longer current
  • It is in poor physical condition (see also sections on repair and replacement of stock)
  • It covers subjects no longer taught or researched in the university
  • The series of which it forms part has ceased publication or has been cancelled

Procedures for withdrawal

The Library will liaise with subject staff to review items for withdrawal.  Once items have been identified the bibliographic information will be amended in the catalogue and the physical items removed from the stock.  Staff will be notified in advance when a major stock review is planned.  

Statement review

This statement will be reviewed on a regular basis to ensure relevancy and currency.  Suggestions from customers for amendments to this policy should be submitted to the Director of Library.

Reference: We acknowledge the format and outline drawing upon the good practice of De Montford University, Thank you