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10 Collection acquisition

How our collections are acquired.

10.1 Purchasing strategies
10.2 Donations - current use collections
10.3 Donations - Heritage
10.4 Unsolicited resources
10.5 Out of print material
10.6 Depository collections
10.6.1 New Zealand
10.6.2 Internation documents
10.7 Exchange items

Collections are acquired by purchase, by donation or bequest, by exchange or by deposit agreements. The majority of items are purchased according to the selection criteria as outlined in section 8 above.

10.1 Purchasing strategies

The purchasing strategy exists within the context of the Local Government Act 2002, which requires all local authorities to:

Conduct business in an open, transparent and democratically accountable manner.
Undertake any commercial transactions in accordance with sound business practice.
Ensure prudent stewardship and the efficient and effective use of resources in the interest of the district or region.

In 2002 a review of the purchasing strategies for library materials was initiated. The review focussed on the total cost of ownership of ACL/TPK’s materials, and found that significant savings could be achieved by reducing the number of suppliers, by negotiating more favourable terms of trade, and by taking advantage of available value added services.

Concentrating on the areas where most savings could be realised, the first stage completed was for serials, with contracts negotiated with three preferred suppliers. In 2003 the next group (printed books including adult, children’s and teenagers fiction and non-fiction) was completed. A review of strategies for world languages and music CDs is still in progress.

ACL/TPK has negotiated formal contracts setting up managed preferred supplier relationships with selected suppliers for books, serials and standing orders.

All relationships with suppliers, managed or ad-hoc, and all orders placed are the responsibility of the Acquisitions Team.

The aims of ACL/TPK’s purchasing strategies are:

to reduce the number of suppliers to the smallest number possible
to ensure that major suppliers are the best providers for ACL/TPK of desired quality outcomes
to have preferred supplier relationships with key suppliers
to ensure that library materials are received in the shortest possible time following publication
to exploit electronic commerce facilities rather than paper based systems
to exploit shelf ready services such as processing and cataloguing and other value added services where these are cost effective and of acceptable quality
to ensure comprehensive notification by suppliers of resources available to purchase so that selectors can meet customers’ needs
to exploit supplier selection tools such as new title lists, standing orders etc

10.2 Donations - current use collections

ACL/TPK accepts donations for the collection if they meet established selection criteria.

Library materials donated to ACL/TPK must meet the same standards including acceptable physical condition as other materials selected for inclusion in the collections.

Donations not accepted for the collection are disposed of by ACL/TPK following the same disposal guidelines used for collection items. ACL/TPK reserves the right to accept and dispose of any gift through discard, transfer, exchange or sale. Income generated from their sale will be used to support other library activities.

The decision on whether to add donations to the collection rests with the Collection Development Team who will bear in mind the staff time and costs involved in adding materials to the collection, in particular donations of items with limited retention value.

Donations are assessed by the Collection Development Team and placed at the most appropriate site within the ACL/TPK system. Donations may not necessarily be added to the donor’s own community library.

The donor may not attach any conditions to the material being gifted/donated e.g., a condition that the barcode not be placed on the book’s back cover covering text. Acknowledgement of the donor is not noted on the item by bookplate or other means, nor are records kept of the donor.

Local groups or organisations sometimes approach ACL/TPK with a view to purchasing new resources for their local library. The Collection Manager will use their discretion in such cases. If the material proposed is acceptable and will add value to the community library collection, and there is room for it, it may be accepted. However it will be withdrawn when it no longer satisfies the collection criteria.

Donations of significant value will always be acknowledged by letter.

10.3 Donations - Heritage

The selection and acquisition of heritage resources by donation and bequest is the responsibility of the Heritage Manager and team. The Heritage Manager and specialist librarians in the Special Collections team liaise with donors and potential donors of manuscript, printed and other heritage items such as maps, photographs and ephemera. Significant donations are acknowledged by letter and Deed of Gift forms, and recorded in the appropriate heritage catalogues.

10.4 Unsolicited resources

Some authors, publishers or suppliers send items that ACL/TPK has not ordered, with a pro-forma invoice. Items will not be accepted on this basis unless they are genuinely wanted for the collection, and satisfy the same criteria as resources that ACL/TPK pursues for the collection.

Any item not reclaimed within two months will be treated as a donation and may be disposed of.
ACL/TPK does not usually purchase second hand items unless they are rare or meet significant gaps in the collection.

10.5 Out of print material

Current use collections: When not purchasing or replacing a publication will result in a significant gap in the collection, ACL/TPK may pursue copies through out of print or second hand services, where this is not prohibitively expensive in unit price or associated costs.

Heritage collections: The Heritage Manager and specialist librarians may select and acquire heritage items listed in second hand and antiquarian book catalogues and listings to complement existing collection strengths or add to areas chosen for development.

10.6 Depository collections

Collections received from official organisations, often government agencies. Examples include New Zealand government official publications, publications from Statistics New Zealand and international organisations such as the United Nations.

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10.6.1 New Zealand

ACL/TPK receives a selection of print New Zealand law materials through the government funded depository library scheme. This scheme is co-ordinated by the National Library in Wellington and includes major public libraries in New Zealand.

ACL/TPK also receives publications from Statistics New Zealand though the public library partnership scheme.

While ACL/TPK will continue to retain printed deposit materials, access points for customers to the same information in its digital format will be increasingly highlighted.

10.6.2 International Documents

ACL/TPK is the main European Union depository library for New Zealand. This means that ACL/TPK receive an extensive range of material from the European Union.
ACL/TPK also receives smaller collections of United Nations (UN), Food and Agriculture Organisation (FAO) and United Nations Educational Scientific Cultural Organisation (UNESCO) material.
All items received via the depository scheme are freely available to any member of the public for use within the library. These are donated to ACL/TPK, but have conditions around access, retention and disposal.

10.7 Exchange items

Grey collection

The Grey Collection Exchange Act 1921 established that:

the Auckland City Council may transfer to the Board of Trustees of the South African Public Library, such books and manuscripts in the Grey Collection as relate to South Africa and its people;
the Auckland City Council may receive on behalf of the New Zealand Government from the Board of Trustees of the South African Public Library, in exchange for books and manuscripts transferred, any books and manuscripts which having formerly belonged to the late Sir George Grey, are now deposited in the South African Public Library, and which relate to the Maori of New Zealand and to Polynesia.