Collection evaluation refers to the process of verifying the quality of a library’s collection. Books are the main subject of the library, therefore the appropriateness of the book collection is verified through evaluation. Librarians and their staff work tirelessly to build a library’s collection. A lot of valuable time is spent on this work and a lot of money is invested in building the collection so that the collection is of use to all. Demands and needs change over time. Besides, in the era of information explosion, there are numerous publications on the same topic at the same time. Building collections in libraries takes a lot of time, effort and careful selection to make it worthwhile. So its value is measured by collection evaluation. It is the duty of all libraries to determine whether the collection is useful to the reader or to what extent it actually meets the need. Sometimes a comparative study is done with the collections of other libraries at the same stage. However, it is important to remember that no library (even if established for the same purpose) is identical to another library. So comparative testing is not a proper evaluation process.
Library collection evaluation process is considered as a necessary subject in developed countries of the world. Collection evaluation processes in academic libraries, special libraries, and public libraries are used to improve the effectiveness of those libraries and to meet the subsequent needs of readers. Because the value of library collections is constantly increasing. Therefore, collection evaluation is imperative to increase the efficiency of the collection to meet the needs of the readers and to save costs by purchasing necessary materials. Below is the method given by Elizabeth Stone and G.Eward Evans:
Elizabeth W. Stone is a prominent figure in library science known for her work “Measuring the Book Collection,” published in 1979. The book focuses on evaluating the quality and quantity of library collections and has been widely regarded as an essential guide for collection management. Stone emphasizes the importance of systematic evaluation, selection of new materials, weeding out outdated items, and comparing library collections with others.
Methods given by Elizabeth Stone (Collection Evaluation Process):
Elizabeth Stone’s book “Measuring the Book Collection” describes several factors for evaluating a collection. According to him, in order to evaluate the collection, the following points must be considered:
1. What is the total number of books in the library?
2. What is the ratio of reader books according to the number of readers and the number of books?
3. What is the number of books according to the subject?
4. Taking statistics of transaction department; By this it is known which subject books are being used more and which subjects are being used less or not at all;
5. Determining the total amount allocated and the number of purchased books;
6. What is the number of purchase books in the last 5 years? And accordingly, how much has the number of books increased in the last 10 years?
7. How many books are added every year on any subject?
8. What is the annual expenditure allocation for purchase of books etc.?
9. How many books are bought on the same subject and on which subjects?
10. Whether to buy recently published books? Which subject is given more importance?
Answers to the Collection Assessment Questionnaire provided by Elizabeth Stone provide a better understanding of the collection. It can be said that the “stone” guidelines for collection evaluation are applicable to libraries with small or medium volumes. In large academic or public libraries, such an evaluation process is extremely time-consuming and laborious.
G. Edward Evans is a respected figure in the field of library and information science, particularly known for his work in collection management, library administration, and technical services. Over his career, he has made significant contributions to the development of practices and theories related to the management of library collections.
G. Edward Evans discusses the collection evaluation process in his book “Developing Library Collections”, which is summarized below:
Methods given by D. Edward Evans (Collection Evaluation Process)
1. Libraries should develop their own standards for their own needs;
2. To select an item from the library collection and sample a portion of it to determine the form of use – that is, to determine the nature of use;
3. List all the general needs that exist – but are not in the library ;
4. According to the statistics of book transactions, identifying which books are being used more;
5. To record the transactions of the adoption;
6. Knowing what forms of reference branches are used and how to collect reader information;
7. Obsolete books especially science, technology and technical subjects 15 years old books to list;
8.Procurement of necessary collections of the library with the help of the bibliography provided in the standard bibliography and book list;
9. To coordinate the data obtained in the above manner with the goals and objectives and targets of the library.
The methods given by “Stone” and “Evans” are applicable in small libraries but in large libraries this method is very time consuming to implement.
But whatever the type of library, there are four main processes for collection assessment, they are –
A) Examine the collection in the light of the policies and objectives of the library;
B) To prepare standard bibliographies or lists;
C) To assess the collection according to statistics;
D) Evaluating the collection through reader surveys
Library collection evaluation in modern and large public libraries has evolved significantly due to technological advancements, changes in user behavior, and the growing diversity of information formats. Here’s an overview of how collection evaluation is approached in contemporary settings:
1. Digital and Physical Collection Balance
Modern libraries are tasked with managing both physical books and digital resources such as e-books, databases, and streaming services. They utilize data analytics from integrated library systems (ILS) and digital resource platforms to monitor circulation, downloads, and online engagement. Given physical space limitations, libraries must evaluate the relevance of print materials and adjust the allocation between print and digital collections. To optimize their offerings, larger libraries often reduce less-used print materials in favor of expanding digital resources.
2. Community Needs and Engagement
Collection development is increasingly focused on the needs and preferences of the community. Public libraries gather feedback from patrons through surveys, focus groups, or community outreach.
Evaluating collections for inclusivity and representation of diverse voices has become an essential part of the modern library’s mission. This involves assessing whether collections include materials that reflect various cultures, languages, and perspectives.
3. Data-Driven Decision-Making
Libraries utilize circulation data, encompassing both physical and digital materials, to make informed decisions regarding material acquisition and removal. This involves analyzing the frequency of checkouts in relation to the size of the collection, thereby gauging demand and identifying underused items. Additionally, the library assesses collection deficiencies by tracking patron requests for materials not currently available and by examining interlibrary loan statistics to determine areas requiring further investment.
4. Technological Tools and Software
Libraries use specialized software, such as CollectionHQ or GreenGlass, to analyze collection strengths, weaknesses, and gaps. These tools provide detailed reports on various factors, including age of the collection, subject area coverage, and circulation trends.
Modern libraries often employ automated tools to assist in weeding processes by flagging outdated, damaged, or rarely used materials. This allows for a more efficient and objective approach.
5. Collaborative Collection Development
Large public libraries often collaborate with other libraries through regional or national consortia. These partnerships allow libraries to share collections and reduce duplication. This collaborative approach also impacts collection evaluation by encouraging libraries to focus on unique or specialized materials that complement the resources of partner institutions.
Many libraries now allow patrons to drive purchasing decisions. For example, libraries may purchase titles that are heavily requested through interlibrary loan or have high hold counts.
6. Preservation and Archiving
With an increasing amount of digital content, modern libraries are concerned with ensuring long-term access to digital resources. This involves evaluating the stability of digital formats and ensuring resources are stored in sustainable archives.
In large libraries with special collections or rare books, evaluating the condition of materials is critical. Libraries must assess preservation needs and allocate resources for repair or digitization of valuable items.
7. Special Collections and Local Relevance
Modern libraries often focus on building collections that reflect their local history and culture. Evaluating these special collections ensures that materials relevant to local communities are preserved and accessible.
In large libraries, collection evaluation often includes determining the value of unique or rare items, assessing their importance to the library’s mission, and deciding whether to retain or sell them.
8. Weeding and Deselection
Continuous Weeding: Regularly removing outdated, irrelevant, or worn-out materials in a large library is crucial to keep the collection dynamic and relevant. Weeding policies should align with the library’s mission and community needs.
Controversial Weeding: Large-scale weeding efforts can be controversial, especially in public libraries. Transparency, clear communication, and consistent policies are important to mitigate potential backlash.
9. Evaluating New and Emerging Formats
Modern public libraries are increasingly offering non-traditional materials such as video games, maker kits, musical instruments, and technology. Libraries are also evaluating the relevance of newer digital formats like virtual reality (VR) content, online learning platforms, and digital storytelling tools.
10. Sustainability and Environmental Considerations
Libraries are paying more attention to the environmental impact of collection management. This might involve choosing digital overprint materials to reduce paper use or using recycled materials in physical book processing and preservation. Sustainable weeding practices are being explored, such as donating books to charities, reselling, or recycling them.
Collection evaluation in modern large or public libraries integrates data-driven analysis, community feedback, and forward-looking strategies to ensure that the collection remains relevant, inclusive, and balanced between digital and physical formats while meeting the evolving needs of users. Effective evaluation helps libraries maintain their role as crucial community hubs for information, education, and entertainment.
