State Library of Ohio Collection Development Policy

I. Purpose

This document exists to describe how materials are selected, preserved and evaluated, and to inform the public about the collection development principles of the State Library of Ohio.

II. Mission & Vision

VISION:

The vision of the State Library of Ohio is a Smarter Ohio where every Ohioan can access the necessary resources to be engaged citizens, excel at their jobs, participate in the workforce, and pursue their passions and interests.

MISSION:

The State Library of Ohio ensures a smarter Ohio by managing the delivery of services through three channels:

• • Directly, by building and managing quality collections and providing hands-on service to state government.
  • Cooperatively, through collaborative efforts and information sharing networks within the library community.
  • Virtually, through online and on-the-go access to expert assistance, digitized resources, and a vast selection of electronic materials.

III. Responsibility for the Selection of Library Materials

The responsibility for the professional supervision of the selection of library materials rests with the Associate State Librarian for Library Services. Professional staff from the Research & Catalog Services department assists in the selection of subject specific materials. These staff members know the scope of the collection development guidelines and will combine this knowledge with their professional skills and expertise in making recommendations.

All suggestions for selection by other State Library of Ohio staff, legislators and legislative staff, state agency employees and the general public will be received and reviewed against the current collection development guidelines.

The State Library of Ohio adheres to the American Library Association’s Library Bill of Rights.
(See Appendix A)

GOALS OF SELECTION:

The purchase of books, periodicals, online databases, e-journals, and other materials by the State Library of Ohio supports the following goals:

• • To serve as a premier library on the governmental history, resources and publications of the State of Ohio
  • To serve as the regional depository for state and federal government publications
  • To serve as a resource for state government
  • To meet the needs of library professionals and those seeking to become librarians by providing up-to-date materials about librarianship
  • To serve as a resource library for the Ohio School for the Deaf
  • To provide free and open access to materials as defined in the American Library Association policies on Intellectual Freedom
  • To serve as a resource library for the Greater Midwest Region of the National Library of Medicine

SELECTION OF LIBRARY MATERIALS:

Responsibility for selection is shared by the professional staff under the supervision of the Associate State Librarian for Library Services. Factors and criteria influencing selection of materials:

• • Statutory requirements
  • Mission and vision of the State Library of Ohio
  • Informational needs of our users
  • Funds available for acquisitions
  • Recommendation submitted by state employees, library patrons and staff
  • Authority, accuracy and relevance of the material
  • Reliability and reputation of the publisher
  • Existing collections at the State Library of Ohio
  • Existing collections in state agencies and institutions, including academic, public and special libraries

IV. Donations

The Library reserves the right to decide which donations should be added to its collections without restriction of current or future use. All donated materials added to the collection must meet the same criteria as those materials that are selected and purchased. The Library also reserves the right to give to other libraries or otherwise dispose of donated materials that are not included in the collection.
(See Appendix E)

The State Library of Ohio will not provide a valuation for tax purposes of donations received.

V. Electronic Resources Selection

Electronic resources will be added to the collection to fulfill the mission of the State Library of Ohio. The State Library’s electronic resources offers access to materials that are personally, professionally and culturally enriching to Ohio citizens. Electronic resources will be selected based on collection development guidelines in addition to the following criteria:

• The extensive overlap of content with current subscriptions
• Type of access
• Quality of technical support
• Conditions and cost of licensing agreement
• Technical compatibility with authentication system utilized by the State Library of Ohio IT department

Electronic databases and eBooks purchased by the State Library of Ohio does not constitute an endorsement of the ideas or opinions expressed in the content of those databases and eBooks.

The State Library of Ohio has many resources that are made available through consortia membership. The final decision-making process for providing access to certain electronic resources is not guided by the State Library of Ohio.

VI. Complaints and Censorship

The State Library of Ohio supports intellectual freedom and endorses the Library Bill of Rights
(See Appendix A). The State Library of Ohio recognizes the right of individuals to question the availability of resources from the State Library of Ohio. The following guidelines should be used when an individual questions library resources:

GUIDELINES FOR RECONSIDERATION OF LIBRARY MATERIALS

1. 1.  A patron who objects to a library resource made accessible by the State Library of Ohio will be invited to discuss the reason(s) privately with the Manager of Research & Catalog Services.
   2.  The Manager of Research & Catalog Services will explain the criteria for selection, acquisition, or access.If the patron’s concern remains unresolved, the complainant may complete the Request for Reconsideration form (See Appendix F).
   3.  The resource in question will be retained by the State Library of Ohio until the full reconsideration process is complete.

Action on the written reconsideration request will then be carried out as follows:

1. 1.  The Associate State Librarian for Library Services will evaluate the original reason(s) for purchase or access in terms of the State Library of Ohio’s Collection Development Guidelines.
   2.  The State Librarian will be notified that a Request for Reconsideration has been filed and action is pending.
   3.   A review committee made up of the Manager of Research & Catalog Services, the Manager of Circulation & Special Services, the Executive Secretary to the State Librarian, the Associate State Librarian for Library Development, and the Associate State Librarian for Library Services will meet within five working days to review the request and the resource in question. The Liaison to the State Library from the State Attorney General’s office will also be consulted.
   4.  A recommendation will be made to the State Librarian within ten working days.
   5.  The State Librarian will make the final determination and provide a written response to the individual filing the Request for Reconsideration.
   6.  If an appeal is requested, the State Librarian will submit his or her determination, the Request for Reconsideration, and the review committee’s recommendation to the State Library of Ohio Board.
   7.  The State Library of Ohio Board will make the final determination at their next regularly scheduled meeting. A written response will be provided to the individual filing the Request for Reconsideration.

VII. State Library of Ohio Computer and Internet Policy

Usage Guidelines and Restrictions and the entire State Library Computer and Internet Policy can be found in Appendix D.

VIII. Formats

The State Library of Ohio recognizes the importance of delivering information in a wide variety of formats. When alternative formats are available, the designated selector will use her/his best judgment to identify items of the greatest benefit to the collection and State Library of Ohio patrons.

As a result, offerings will be provided, depending on the availability, in the following formats:

Electronic Resources:
Electronic resources (databases, eBooks and other formats) are increasingly acquired to meet the guidelines and demand of the patrons and state agencies.

Serials:
The State Library of Ohio subscribes to serials and newspapers to provide timely, up-to-date resources. Serials and newspapers are acquired in a variety of formats including but not limited to: paper, microfilm and online. Obsolete formats may be replaced with appropriate updated formats over time and whenever possible.

Print Materials:
The State Library of Ohio will acquire materials in paperback or hardback to best meet our mission objectives.

Government Documents:
The State Library is the only regional federal depository in Ohio and is also a depository for state information; thus, the focus of government information includes federal documents and documents of the State of Ohio.

Multiple Copies:
Although duplication of materials is generally avoided, there are some instances when the library may acquire two or more copies of a title. Examples include State of Ohio documents available in paper format only, titles dealing with state of Ohio history or local history, and titles in paper format that may be duplicated in other formats.

IX. Levels for Selection and Acquisition

Definitions are based on the Association of Research Libraries’ and the North American Collections Inventory Project (NCIP). Six levels are used to express qualitative judgments about collection levels and goals for purchase. Standard terms allow comparison of collections with other institutions using this system.

Out of Scope: The State Library of Ohio does not collect in this area.

Minimal Level: A subject area in which few selections are made beyond introductory works.

Basic Level: A collection of materials which will introduce and define a subject and indicate the varieties of information available elsewhere. It may include major works, general surveys, important bibliographies, handbooks, and a few major periodicals. A collection developed at this level will support government programs or independent study in the subject area involved at an introductory level. It may also include retrospective holdings in subject areas that were at one time a higher priority of the library.

Support Level: A collection intended to support legislative and governmental interests and programs, network responsibilities, and sustained independent study. It is adequate to maintain knowledge of a subject required for generalized purposes other than research intensity. It includes a wide range of basic monographs, complete collections of the works of primary writers, selections from the major journals, and reference tools and fundamental bibliographic works pertaining to the subject.

Research Level: A collection which includes the major source materials required for governmental, professional and independent research. It includes all important reference works, a wide selection of specialized monographs, a very extensive collection of journals, major indexing and abstracting services in the field. Pertinent foreign language materials are also included. Older materials are retained for historical research.

Comprehensive Level: A collection in which the State Library of Ohio collects, as far as is reasonably possible, all significant works of recorded knowledge (publications, manuscripts, other forms,) in a necessarily defined and limited field. The aim, if not the achievement, is complete coverage of the topic.

X.  Areas for Selection and Acquisition by Library of Congress Classification

XI. Special Areas

A. GOVERNMENT PUBLICATIONS

Federal Documents

The State Library of Ohio is a Congressionally designated regional depository for the U.S. Government Printing Office and therefore must adhere to the acquisitions requirements of Chapter 19 of Title 44 of the US Code. Traditionally referred to as Government Documents, these publications are available in a variety of formats including bound and unbound print collections (books, reports, brochures & pamphlets), kits with print booklets and three-dimensional items, website content (webpages & attached digital files), CDs & DVDs, maps, microfilm & microfiche, posters and collections of printed illustrations.

The Library acquires other documents on the recommendations of the Documents staff. – COMPREHENSIVE

Commercial monographs or serials directly related to federal government activities are acquired at a SUPPORT level.

Bibliographies and indexes to retrospective materials are purchased at a RESEARCH level.

The depository collection is supplemented by non-depository documents and by resource materials which facilitate the use of this collection.

State Documents

The State Library of Ohio is legally mandated to acquire and retain all State of Ohio publications printed for public distribution (ORC 149.11). Copy 1 of the collection serves as the permanent record and does not circulate. Other copies added to the collection will circulate. Since the early 2000s, the State Library has archived born-digital State of Ohio publications as part of the Ohio Memory partnership with the Ohio History Connection. Older state documents are digitized as time permits, using a prioritization document. – COMPREHENSIVE

Out of State Documents – MINIMAL

International and Foreign Documents – OUT OF SCOPE

Genealogy – the majority of Genealogical materials were transferred to the Columbus Metropolitan Main Library. However, there is a small amount of genealogical related materials in state and federal documents, e.g. registers for armed services. – MINIMAL

B. SPECIAL COLLECTIONS

Special Collections’ purpose is to preserve and protect valuable library materials.

1. Rare and valuable books. The Library maintains a rare book collection. A book’s contribution to the collection, as defined by the Collection Development Guidelines, remains an important criterion for accession. Collection decisions rest with the Associate State Librarian for Library Services as directed by the State Librarian.

2. Selection criteria – intended as guidelines.

(a) Early imprints:

(i) Pre-1820 European imprints
(ii) Pre-1840 United States imprints, except Ohio
(iii) Pre-1900 Ohio imprints (except for serials), large sets, journals and government documents, which are not rare.

(b) Rare or valuable items – These may include materials which are scarce, have high monetary value or are rare federal /state government documents.

(c) Association items – Association items with important inscriptions, autographs, or valuable ownership by significant historic persons/entities may be included.

(d) Items with fine bindings or printing, press books, special editions, manuscripts, and other special printing or characteristics.

(e) Ohio Memory items – Items that have been digitized and included in the Ohio Memory Collection.

C. DEAFNESS AND OUTREACH COLLECTION

The Ohio School for the Deaf, Statewide Services Department and the State Library of Ohio collaborate to bring a collection of interpreted related materials to all Ohioans. The collection mainly serves as resource materials to accommodate those associated with the School for the Deaf or are in need of materials related to the deaf culture. The SUPPORT LEVEL updates the collection.

D. FLOYD DICKMAN CHILDREN’S LITERATURE COLLECTION

The Floyd Dickman Collection began with the generous transfer of the Columbus Children’s Collection, a teaching collection of approximately 800 notable children’s books, from the Kent State University School of Information (I-School) to the State Library of Ohio. The State Library purchases other titles for the Floyd Dickman Collection, including Ohioana Book Award winners, Buckeye Children’s & Teen Book Award winners, recent ALA Youth Media Award winners and honor books, and a selection of other notable books for children and teens. The collection is updated at the – COMPREHENSIVE LEVEL.

E. CHOOSE TO READ OHIO COLLECTION

Choose to Read Ohio (CTRO), a project of the State Library of Ohio, Ohioana Library, and Ohio Center for the Book, encourages public libraries, schools, families, and others to build a community of readers and an appreciation of Ohio authors, illustrators, and literature. Each CTRO booklist highlights selected books by Ohio authors and illustrators for a two-calendar-year promotion, including 5 titles each for young children, middle grades, teens, and adults. The State Library purchases one copy of each of the Choose to Read Ohio selections for a special CTRO collection. Floyd’s Pick is an annual book award honoring a recent title by an Ohio author or illustrator, which is representative of the high quality literature created for children ages birth – age 10. The State Library also purchases 2 copies of each Floyd’s Pick title, one circulating and one non-circulating. – COMPREHENSIVE LEVEL

F. CELEBRATING OHIO BOOK AWARDS AND AUTHORS COLLECTION

Celebrating Ohio Book Awards and Authors (COBAA) is a special LSTA grant program, started in 2016, which enables libraries to expand their collections to include more Ohio book award winners and Ohio authors. Eligible titles include those nominated and awarded the Ohioana Book Awards, Buckeye Children’s and Teen Book Award, James Cook Book Award, Dayton Literary Peace Prize, The Anisfield-Wolf Award, and Norman A. Sugarman Children’s Biography Award within the past 10 – 15 years. The State Library purchases one copy each of these award-winners for the circulating collection. Also included in COBAA grant eligibility are all Choose to Read Ohio and Floyd’s Pick selections to date (see Choose to Read Ohio Collection). – COMPREHENSIVE LEVEL

G. OHIO MEMORY

The State Library and Ohio History Connection partner together and share the cost of maintaining Ohio Memory. The State Library’s main content contributions include selected items from Special Collections and born-digital and older digitized State of Ohio government publications. The digitized items are generally selected from a prioritization list of documents that contain genealogy-related information.

XII. Collection Maintenance

The State Library of Ohio may withdraw items no longer deemed useful from its collections. The State Library of Ohio’s priorities are to serve the informational needs of the Legislature, state government agencies, state employees, as well as Ohio’s libraries and residents and will make collection maintenance decisions judiciously.

In order to maintain the collection, the professional staff will consider withdrawing an item when it meets any of the following criteria:

• No longer meets the criteria in this guideline
• Has been superseded by new or more accurate resources
• Item is in such poor physical condition it can no longer be used successfully or that which have been made available online
• Is no longer in demand

Documents received through the Depository Library Program may be withdrawn as authorized by the Superintendent of Documents, U.S. Government Printing Office.

Appendix A

American Library Association’s Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views. *

VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

*See State Library of Ohio Computer Policy regarding computer use for unaccompanied minors in Appendix D.

Adopted June 19, 1939. Amended October 14, 1944; June 18, 1948; February 2, 1961; June 27,1967; and January 23, 1980; inclusion of “age” reaffirmed January 23, 1996, by the ALA Council

Appendix B

An Interpretation of the American Library Association (ALA) Bill of Rights

The American Library Association declares as a matter of firm principle that it is the responsibility of every library to have a clearly defined materials selection policy in written form that reflects the Library Bill of Rights, and that is approved by the appropriate governing authority.

Challenged materials that meet the criteria for selection in the materials selection policy of the library should not be removed under any legal or extra-legal pressure. The Library Bill of Rights states in Article I that “Materials should not be excluded because of the origin, background, or views of those contributing to their creation,” and in Article II, that “Materials should not be proscribed or removed because of partisan or doctrinal disapproval.” Freedom of expression is protected by the Constitution of the United States, but constitutionally protected expression is often separated from unprotected expression only by a dim and uncertain line. The Constitution requires a procedure designed to focus searchingly on challenged expression before it can be suppressed. An adversary hearing is a part of this procedure.

Therefore, any attempt, be it legal or extra-legal, to regulate or suppress materials in libraries must be closely scrutinized to the end that protected expression is not abridged.

Adopted June 25, 1971, by the ALA Council; amended July 1, 1981; January 10, 1990

Appendix C

Code of Ethics of the American Library Association (ALA)

As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.

Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this evolving environment of information.

We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations.

The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

I. We provide the highest level of service to all library users through appropriate and usefully organized resources, equitable service policies, equitable access, and accurate, unbiased, courteous responses to all requests.

II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

III. We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.

IV. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.

V. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.

VI. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.

VII. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.

VIII. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.

Adopted at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28, 1995; and January 22, 2008.

Appendix D

State Library of Ohio Computer & Internet Policy

Usage Guidelines and Restrictions

• • Usage of State Library computers, Wi Fi and technology resources must be in accordance with all local, state and federal laws:
    Users may not move or unplug our equipment or cables for any reason.
  • Users may not make any effort to bypass security features of the State Library computers, software or network resources.
  • Users are prohibited from misrepresenting themselves as another user, attempting to modify or gain access to files, passwords, or data belonging to others, seeking unauthorized access to any computer system, or damaging or altering software components of any network resource or database.
  • Access to and/or display of obscene language and sexually explicit graphics and materials, as defined in the Ohio Revised Code, including sections 2907.01 and 2907.31, is prohibited. Viewing sexually explicit material on a computer in the State Library may be considered disruptive behavior or sexual harassment if it disturbs or has the potential to disturb others. Library users may be asked to discontinue viewing of the disturbing material or leave the building.
  • We do not assume liability for the reliability of the local network, the internet or the content or accuracy of information found within. Users are responsible for scrutinizing information on the Internet for reliability and point of view.
  • Minor children must be accompanied by a parent or legal guardian when accessing the Internet from State Library computers. Age restrictions do not apply for users doing government documents research.
  • Users in violation of this policy may be subject to penalties, including but not limited to verbal warnings, loss of use of library computers and network resources, and suspension from facility. We will assist in investigations of individuals who attempt to bypass security mechanisms or disregard local, state, and federal laws.

Wireless Access (Wi-Fi)

As with most wireless networks, any information being sent or received over the wireless network could potentially be intercepted by another wireless user. Wireless users should not transmit their credit card information, passwords and any other sensitive personal information while using any public wireless access point. Users should have no expectation of privacy when using the public wireless network.

Users assume all risks and responsibilities associated with connection to the unsecured public Wi-Fi network including, but not limited to loss of personal information and security issues or consequences caused by viruses or hacking.

It is the responsibility of all wireless access users to have up-to-date virus protection on their personal laptop computers and wireless mobile devices.

Library staff will not provide technical assistance with laptops, notebooks, or mobile devices. We assume no responsibility for mobile device configurations, security or changes to data files resulting from connection to our network and cannot guarantee that a user’s hardware will work with our wireless connection.

We have tried to ensure that wireless access is available throughout our public facility areas. However, users may encounter occasional “dead spots” where wireless reception may be limited or too many users are attempting to access from a particular access point. If you have trouble accessing the Internet or staying online, please move to a different location within the library.

Filters

We use a filtering application to screen public computers having internet access. Filters are not foolproof. Filtered sites may slip through controls and at other times, filters may block unintended sites. Library staff can override filters to permit access for research, educational, and work resources. The State Library of Ohio expressly abrogates responsibility for the effectiveness of its filtering software application.

Approved by the State Library of Ohio Board on April 20, 2012

Appendix E

Donations

All donations received are sent to the Manager of Research & Catalog Services. The State Library of Ohio reserves the right to decide which donations should be added to our collections. We also reserve the right to contribute to other libraries or otherwise dispose of donated materials that are not added to the collection.

Donations will be evaluated according to the Collection Development Guidelines, the mission of the State Library of Ohio, the value of the donation, and the condition of the material. We will not provide a valuation for tax purposes of donations received.

We do not accept original handwritten manuscripts, disorganized or unorganized items (e.g., notebooks), or any other archival items with the exception of items that are federal government documents or state publications of the state of Ohio or items from a significant historic person from Ohio.  Materials/items donated and sponsored by commercial and special interest groups will be evaluated to see that they conform to general selection guidelines.

Appendix F

Request for Reconsideration of Library Material(s)

Date_________________________________

Name ______________________________________________________________________

Address ________________________________________ City, State, Zip____________________________

Email ______________________________________________________________

Phone __________________________________________________

Do you represent self? ____________ Organization? ________________________________________

1. Resource on which you are commenting:

 ____ Book ____ Periodical ____DVD______ Other__________

Title ________________________________________________________________________________

Author/Producer ____________________________________________________________________

2. What brought this resource to your attention?

3. Have you read or examined the entire work?   __Yes        __No

4. What concerns do you have about the resource? (Please be specific & use other side or additional pages if necessary. Cite page/portion of specific resource.)

5. What do you feel might be the result of reading or viewing this work?

6. Are there resource(s) you suggest to provide additional information and/or other viewpoints on this topic?

7. What would you like the State Library of Ohio to do about this item?

Signature__________________________________________________________________________

Printed name_______________________________________________________________________

Date______________________________________________________________________________