¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾

Policy Statement

• This policy outlines how the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive Service (LAS) acquires, maintains, and makes accessible the collections it holds. It sets out ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS three key activity areas: Collecting, Users and Access, and Member Engagement.

• This policy will be reviewed every three years. A separate ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Special Collections, Archive and Object Collections Management Policy covers all aspects of archives and special collections and object management

Introduction

• Founded in 1922, the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive holds Europe’s largest nursing specific collection. The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾â€™s vision is to grow and maximise access to its collection.

• This supports the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Charter objective ‘to support nursing education and professional development’ and the relevant ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾  workstreams.
  
  
• Implementation of this policy drives the work of the LAS Collection Development Team and major decisions are agreed through the Collection Development Operational Group (CDOG). See Collection Development Operational Group (CDOG) terms of reference.
   
• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS employs professional staff to select, manage and care for the collection. Any tasks requiring additional professional expertise, such as copyright, will be consulted where needed as outlined in LAS procedures.
  
  
• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive Service provides member access to digital content UK-wide.
  
  
• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS has a Business Continuity Policy which addresses how the collections are cared for in case of emergency. See Relevant ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ plans and policies.
  
  
• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS Collections are insured by a fine arts policy held under the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ group insurance policy managed by Finance. This is reviewed annually, and includes stock held by the country libraries.

Collecting

• The library collections are divided into the lending collection and the special collections. Responsibility for selection and purchase of these collections lies with the LAS Collection Development Team, their experience and expertise ensure the comprehensiveness of the collections and all Library staff are encouraged to contribute to selection.
  
  
• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ staff follow the priorities and parameters set out in this policy, as agreed by ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ members via the Professional Nursing Committee. 
  • LAS has collecting plans and procedures to enable business as usual activities; these are delivered by the Collection Development Team.
  • Resources which staff identify as possibly falling outside the priorities and parameters set out in this policy are discussed and decided through the Collection Development Team and their line management. If appropriate the issue can be raised at CDOG. 
  • Significant decisions arising from CDOG that cannot be agreed or actioned are taken to the Associate Director of Nursing for advice. These are escalated if/as appropriate within ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ structures for resolution, with ultimate decision making resting with the Professional Nursing Committee.
   
• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS acknowledge the silences1in the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS collections and actively seek to purchase from appropriate authors and publishers who are not currently present in the collections.
   
• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾â€™s priorities for collecting stock are:
  • To purchase all British nursing and nursing profession resources. This is defined as items which have significant professional nursing content, are written or edited by nursing professionals and/or have nursing profession relevant information. 
  • To collect all ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ publications including ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ endorsed publications published for external use.
  • To purchase all material required to support the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ and ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾i Education, Learning and Development (ELD) strategy. This is currently being updated and work will be aligned to any relevant changes. See Useful Definitions related to this Policy
  • To purchase trade union publications as required to support the trade union activity of the College. 
  • Wherever possible to purchase items recommended by ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ staff and members. ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS actively seek input from members and staff.
  • Where appropriate to collect resources written by ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ staff, ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ fellows, and ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ members
  • Where appropriate to purchase international nursing items, UK midwifery titles and UK medical titles, and titles that support professional development of nurses. 
  • On occasion to purchase international medical titles, nursing fiction, and patient accounts as well as supporting material for ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS events and exhibitions programme.
  
  
• Value for money: Where possible the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS purchases through Library sector consortia to ensure best possible value for members’ money. All non-consortia spending follows the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾â€™s internal finance procedures. This was last audited in October 2020 as part of the Audit Committee’s schedule. LAS annually review for continuing value for money and agree membership of any consortia through CDOG Nursing Directorate and Finance as appropriate.
  
  
• Formats: Preference is shown to digital formats. Other formats will be purchased where an item is of particular importance to the collection and/or is not available in digital format.
  
  
• Multiple copies: ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS purchase one copy or licence of a text. The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS purchases multiple electronic/print copies in response to significant member need, or where the text is required for delivery of ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ services such as the ELD offer. 
  
  
• Language: The language of the collections is English and where possible resources should have a Welsh language option.
  
  
• Lost and damaged books: The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS replaces whenever possible any lost or damaged British nursing profession books. 
  
  
• Donations: Donations are initially decided by the Collection Development Team and significant donations are taken to Collection Development Operational Group (CDOG) for agreement. 
  
  
• Journal subscriptions are reviewed annually by CDOG and are based on the collecting priorities above and the following criteria:
  • Professional nursing sector knowledge
  • Member Usage 
  • Cost of resource including cost per use
  • Availability through Document Supply/ILL
  
  
• The Collection Development Manager, in consultation with CDOG, is responsible for decisions relating to the disposal of journals.
  
  
• All database subscriptions are reviewed prior to any deal negotiation by CDOG and the decision on renewal or cancellation is based on the collecting priorities above and the following criteria:
  • Specialist, authoritative and quality assured content
  • Member Usage 
  • Cost of resource including cost per use
  • Remote and onsite access provisions
  
  
• Movement and withdrawal of physical stock: 
  • Books are held on the open shelves for ten years, however if a new edition is published the previous edition is removed to the store immediately. After ten years all books are assessed and may be moved to the store where they remain available for loan or removed for disposal, using ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS professional judgement.
  • Print journals are held on the open shelves for ten years. After this time, ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS either hold in the store for a further ten years or disposed of. After this additional ten years they are sent to offsite storage. This is to maintain the currency of the collection whilst protecting the long-term holdings of the library collection.
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ publications are held on open shelves (or linked on the website) in line with the Quality Framework for ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Professional Resources before being moved to the store or to the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Digital Archive.
  • Items purchased or donated for ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS exhibitions and events programme are reviewed by CDOG after the close of an exhibition to determine if they should be moved to the Special Collections. Items that do not meet the criteria for the Special Collections are removed for disposal.
  • The library undertakes a stock check programme to ensure ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS collections remain comprehensive. Disposal of material is undertaken in accordance with the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS disposal procedures and in line with appropriate professional sector guidelines. Items for disposal are clinically out of date, so it is unethical to donate these to other nursing organisations.

Users and Access

• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS is open for use by the public for the study of nursing and nursing history. General access to the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Heritage Centre is set out in ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS Terms and Conditions.

• Details of access to special collections and archive collections are available through the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Special Collections, Archives and Object Management Policy.

• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS purchased e-resources are only available for member usage due to licensing restrictions, where possible ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS provide offsite access to these resources via remote authentication.

• Only ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ staff, members and library subscribers may borrow items. Library processes check current user status as recorded on the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Customer Relations Management System (CRM).

• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS aims to provide all resources in a wide range of accessible formats, and to reflect the diversity of ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ members. The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS actively supports the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ accessibility objectives in providing legally compliant access to its collections. A copy service is available to ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ members in line with copyright and preservation requirements.

• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS catalogue all Library collections to industry standards, currently: Resource Description and Access and Medical Subject Headings. LAS disseminate its catalogues by sharing them with national and where possible international partners.

Member Engagement

• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS staff put the member at the centre of all we do. LAS run a member driven acquisition programme and members are activity encouraged to interact and contribute to the collections through the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ website.
   
• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS want the collections to reflect member diversity, and actively seek resources which represent ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ members, their specialisms and geographic spread. 

• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS work on joint projects with ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ member groups which influence purchasing. These include Branches, Forums, ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Fellows and networks, which include events, exhibitions, subject guides and displays.

Collection Development Operational Group Terms of Reference

Background

• The Library and Archive Collection Development Operational Group (CDOG) was established to oversee the decision making and governance for any collection items. This will include those on loan to the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ from other stakeholders and ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ items on loan externally. These loans may include books, journals, other publications, and objects

Purpose

• The group ensures the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾â€™s lending, special and archive collections continue to be developed as the authoritative UK collection on professional nursing.

Duties and Responsibilities

• In order to fulfil this function, the Collections Development Operational Group (CDOG) members will:

• Be the discussion and decision-making group for the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾â€™s Library and Archive Services (LAS) collections, agreeing strategic direction, projects, and collections issues.
• Ensure decisions are in line with the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive Collection Management Policies.
• Formally agree proposed archive accession and de-accession decisions; proposed external ‘loans in and out’ decisions and significant library collection decisions.
• Review, update and formally propose changes to ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ LAS collections related policies.
• Formally agree significant collecting projects.
• Ensure four country collaboration in collection development.
• Ensure that legal, fiscal, and operational responsibilities are met during the collecting process and provide an audit trail for collections decisions.
• Create a risk register that is reviewed at each meeting with an agreed escalation process. 

Membership (or representatives with suitable authority):

• The Collection Development Group will be chaired by the Collection Development Manager or Archive Manager.
  
  
• The attendees reflect all aspects of LAS work and include four country representation.
  • Joint Head Library and Archive Service
  • Collection Development Manager
  • Archive Manager
  • Collection Development Specialist
  • Collection Development Specialist
  • Assistant Archivist
  • Assistant Archivist (Digital)
  • Events & Exhibitions Coordinator
  • E-Systems Information Manager
  • Information Specialist
  • Librarian and Information Services Manager Wales
  • Knowledge and Research Manager Scotland
  • Library Team Leader Northern Ireland
  • Customer Services Manager
  • Customer Services Information Specialist

• Observers are welcome.

Meetings

• Meetings will take place monthly, with a minimum quorum of the Collection Development Manager, Archive Manager and the Joint Head of Library and Archive with responsibility for collections. Other listed participants may be required for specific agenda items.

Governance

• All notes and papers will be made available ten days after each meeting to the wider Library and Archive team and kept for the life of the company for transparency of decision making.
  
  
• Accountable to: Professional Nursing Committee (PNC) who will receive information as requested and as part of the LAS’ annual report to them.

Review

• The Group will review the terms of reference annually to ensure they continue to reflect the needs and priorities of the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ and of the operational group.

Relevant ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Policies and Plans

• The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive collections directly support the objectives of the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ as set out in its royal charter.

• As at 2021 the collections supported the delivery of ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ strategies including:
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Group Strategy 2019 to 2021
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ and ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾i, Education Learning and Development Strategy 2021-2024
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Independent Health and Social Care Sector strategy
    
    

• This is a non-exhaustive list of ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ policies and frameworks which may be relevant to records retention. These policies may be amended, revised, replaced and supplemented and additional relevant policies created from time to time.
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Corporate Business Continuity Policy
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Group Data Protection Policy
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Group Risk Management Policy
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Group IT Policy
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Group Intellectual Property Policy
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ CRM Contact Management policy
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Financial Regulations
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive Service Access Policy
  • Quality Framework for ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Professional Resources
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archives Service Marketing Plan
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive Service Business Continuity and Collections Emergency Response Plan
  • ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archives Service Three Year Plan (2022-2025)

Useful Definitions related to this Policy

• Acquisition: The act of obtaining ownership of materials which then become a constituent part of the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ collections
• Aggregator: A person or organisation that collates information from other organisations and puts it on a single website
• Catalogue: A structured list of information about or relating to items within a collection. In the library sector this normally contains bibliographic descriptions for individual titles and editions in the library’s collection
• Collection: A set of materials that has been collated according to a specific subject, in any format.
• Database: An online index of journal articles that is fully searchable usually grouped by subject area e.g. CINAHL for nursing and allied health.
• Disposal: Procedure for the permanent removal of materials from the collections, by planned destruction or transfer to another organisation
• Donation: Any addition to the collections, usually a gift of materials from an external agency.
• Electronic resources (e-resources): Broad term covering digital published material, within the ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ accessed via the library, such as eBooks or eJournals.
• ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ Library and Archive Service: The ¹úÄÚ¾«Æ·ÒÁÈ˾þþþø¾ team who delivers the Library and Archive Service. This includes the customer service, information literacy, library e-systems, events and exhibitions and collection development teams based in the Library & Heritage Centre in London and the archives team based in Edinburgh.
  
  Next review date: October 2024