Our Policies
Collection Management Policy
Purpose
This policy will:
- Guide staff in the acquisition, development, management, and withdrawal of content provided by Nelson Public Libraries
- To assist staff and customer understanding of Nelson Public Libraries’ collections development philosophy and processes
Scope
This policy applies to all physical collections held across three libraries and the library’s online resources. More detailed statements relating to specific collections exist in the Nelson Public Libraries Collection Profiles. This policy should be reviewed for currency and relevance annually and/or as required due to changes in the information landscape.
Background
Nelson Public Libraries’ origins date back to 1841, with the formation of the Nelson Literary and Scientific Institute on board the New Zealand Company ship, the Whitby. 700 books collected on the Whitby, formed the basis of the first library collection. A few of those books survived and are now preserved in the New Zealand Heritage collection.
Today the libraries function as one network. The service is delivered from three library buildings and through website access to online services. The main library is located in Nelson City beside the Maitai River, and the two community libraries serve the Stoke and Tahunanui area catchments. Apart from Heritage and special collections, physical items float between the libraries to provide the best access for Nelson’s 50,880 [1] residents. Over 39,000 people from the Top of the South region are Library members[2].
Guiding principles
Nelson Public Libraries will continue to shape its collections in response to a variety of factors, including collection usage, customer feedback, publishing developments, and with reference to the following principles:
- Provide easy, reliable access to a range of resources, in a variety of formats, with a variety of viewpoints
- Reflect Nelson’s diverse community through content shaped by collection usage information and emerging trends
- Preserve and develop local heritage collections for current and future generations, which represent or document the culture and history of the region
- Honour our Treaty of Waitangi obligations to identify the specific needs of Māori customers, and design collections that satisfy their interests
- Support the principle of freedom and equity of access to information
Freedom and equity of access to information
- The Library commits itself to a philosophy which supports the freedom to read and access information within the meaning of the law set by the Copyright Act 1994 and the Films, Videos, and Publications Classification Act 1993
- The Library supports the LIANZA Statement on Freedom of Information 2020
- The Library is also guided by the principles described in the UNESCO Public Library Manifesto
- Free access to information includes the removal of barriers to accessibility
- Equity of access includes addressing the needs of those who do not have access to the internet at home
- Material will not be suppressed or removed simply because it gives offence
- Responsibility for a child’s selection of materials rests solely with the child’s parent or legal guardian. Selection of resources will not be inhibited by the possibility that they may inadvertently come into possession or view of children
- Customers can express their views on the content of resources or materials via the “Have Your Say” form. The Library will respond to all forms where the customer provides their name and contact details
Providing value for Nelson
The Library is a Nelson City Council service and is funded through rates and user charges; The Library ensures the best value for Nelson ratepayers by exercising fiscal responsibility in collection development.
- The library commits to making cost effective collection management decisions, balancing renewal of the collection with the retention of key items for the future
- The library regularly measures the usage of collections to ensure they deliver value for money
Collection Management Guidelines
Selection
Selecting materials for the Library’s collection is the key responsibility of the Collections and Support Services Team. The aim is to ensure a popular high use collection that gives value for money and which supports the cultural, informational and recreational needs of the Nelson community.
Criteria for selection of library materials:
- Known or expected demand and interest
- Accuracy, reliability, and currency of information provided
- Reputation of author and or publisher
- Items are recently published (generally within the last 5 years)
- Relevant to the appropriate Collection Profile
- Available in a suitable library format
- Provide customers access to materials in a range of formats
- Purchase multiple copies of titles that are likely to be popular
- To ensure a collection that reflects New Zealand’s culture and heritage with an emphasis on the Nelson region
- Complement the collections of other libraries in the Top of the South Region, including the Museum and NMIT libraries
- Respond to customer suggestions for purchase keeping in mind the above criteria
Donations and unsolicited items
The Library will consider the donation of materials. Donors must sign the Nelson Public Libraries Donation Form, indicating acceptance of our policy. Acceptance of donated materials into the collection depends on subject specialists’ professional judgement.
- Items must be up to date (published within the last 5 years) and relevant to the appropriate collection profile. Older items in good condition may be considered for addition to the Heritage Collections, if they meet the collection criteria.
- Donations, once added to the collection, are managed like all other material and are subject to the same conditions of loan, use and retention.
- Donations that do not meet the collection criteria will be disposed of at the Library’s discretion and will not be returned to the donor.
- Unsolicited items from authors, publishers or suppliers are rarely accepted. If accepted, it must satisfy the same criteria as resources actively sought by the Library.
Evaluation
Nelson Public Libraries collections must be attractive and appealing to customers. Collection items are regularly reviewed for retention using the following criteria:
- Relevance to users
- Currency of content
- Content is misleading and/or factually inaccurate
- Age and physical condition
- Usage (lending collections)
- Content is available online
Every attempt will be made to replace material in poor condition which is still in demand.
Mending
The cost effectiveness of mending an item is the first criteria for consideration when an item’s condition is identified as below standard. Criteria for mending are one or more of the following:
- Items under 5 years old requiring a light mend
- Standard works that cannot be replaced or are too costly to replace
- Items on subjects not easily obtained or currently published
Deselection and disposal
Library staff have the delegated authority to dispose of library collection assets following the guidelines above, supplemented by the relevant Collection Area Profiles. Materials that are no longer required may be:
- Sold in a library book sale
- Recycled or otherwise disposed of
[1]https://www.stats.govt.nz/tools/2018-census-place-...
[2] 2021
Community Noticeboard Policy
Nelson Public Libraries provide limited display and noticeboard space free of charge to local individuals and groups which wish to promote their activities.
The Libraries take a neutral stance on the acceptance of notices and displays, subject to the following criteria:
- Displays and notices and petitions which contravene the law or incite the contravention of the law will not be accepted. They must not be offensive in any way or disrespectful to any organisation or person, that is, contain swear words, be harassing, discriminatory, defamatory, abusive, threatening, harmful, obscene, profane, sexually-oriented or racially offensive
- The Libraries will not accept for display party political or religious material, or commercial sale, rental or hire material without wider community benefit
- The Libraries accept advertising for local artistic, sporting, cultural events and lectures or classes, but excludes advertising for other commercial activities.
- The Libraries do not accept liability for any damage to or theft of displayed materials.
- Displays and notices are accepted only if they clearly show the name of the responsible group or individual.
- Material will only be displayed when it is current, and ongoing activities will be promoted for a limited time only.
- In the case of doubt as to the appropriateness of any material presented for display on community noticeboards, the decision of the Library Manager will be final.
Priority is given to one-off local community activities and, with limited space available, the libraries reserve the right not to display all material received. The boards are managed by Library staff and notices are put up and removed only by library staff.
Copyright Policy
General principles
1. The Library strongly supports the principles of copyright and the rights of copyright owners, and therefore takes all appropriate actions to ensure that copyright is not breached within the Library, either by staff or by users.
2. Library staff have a responsibility to investigate and stop any apparent breaches of copyright which they observe taking place on Library-supplied photocopiers, scanners, audio, video and DVD players, computers and other equipment.
3. The Library has a compliance programme in place, with regular checks being made that the conditions of the Copyright Act are being observed.
4. The Library has a responsibility to educate its staff and its users on copyright issues affecting them, including issues relating to copyright and the Internet.
5. The Library treats its staff and its users with respect, observes and preserves their privacy, and considers them to be innocent unless evidence proves otherwise.
6. The Library has an obligation to investigate and respond in a timely manner to charges of alleged copyright infringement sent to it by IPAPs (Internet protocol address providers) or copyright owners.
7. The Library has the right to challenge and dispute such charges.
8. The Library advises IPAPs or copyright owners if its systems do not enable it to identify individuals who have used Library computers on dates and times at which breaches of copyright have been alleged.
9. Restriction of access to the Internet or equipment within the Library is always seen as a last resort.
Library staff
10. All Library staff receive instruction on copyright issues relating to libraries, based on publications listed on the LIANZA copyright website at http://www.lianza.org.nz/resources/copyright, and in particular LIANZA’s The Copyright
Act 1994 and Amendments: Guidelines for Librarians
11. Queries regarding copyright which are not able to be answered by front-line staff are referred to a senior Library manager who has been designated with a special responsibility for copyright matters.
12. Library staff who observe an apparent breach of copyright in the Library either deal with it themselves in accordance with this Policy, or refer it to a senior Library Manager.
Library users
13. Education on copyright issues relating to library users is provided as appropriate.
14. The Library posts warning notices about illegal copying, and the provisions of the Copyright Act relating to fair dealing, adjacent to its photocopiers, scanners and other Library-supplied equipment.
15. The Library posts warning notices regarding copying and downloading from the Internet adjacent to its public-access computers and on screen-savers.
16. Where possible, the Library blocks access to Internet sites the sole purpose of which is known to be to facilitate the illegal downloading of materials from the Internet.
Allegations of breaches of copyright
17. If the Library receives notification from an IPAP or copyright owner that there has been an apparent breach of copyright on a library-owned computer, the Library investigates and takes appropriate action, as detailed below.
Staff computer
18. If the alleged breach is identified as having taken place on a Library staff computer, and if the individual staff member can be identified, the facts of the case are ascertained. If the alleged breach is substantiated, the staff member is given additional instruction on copyright law in general and the current incident in particular, and warned that a repetition may result in disciplinary action being taken under the Library’s employment contract with that staff member.
19. If the alleged incident is not substantiated, or if the individual staff member can not be identified, this is reported back to the IPAP or copyright owner.
20. At the same time, all Library staff are reminded of their obligation to comply with copyright law.
Public-access computer
21. If the alleged breach is identified as having taken place on a Library-owned public access computer, the Library attempts to identify the name and contact details of the person using the computer on the specified date and time.
22. If the person can be identified, the facts of the case are ascertained. If the alleged breach is substantiated, the person is given information on copyright law as this affects library users, and is warned that a repetition may result in the person being banned from using public-access Internet computers in the Library. If notification is received of a second apparent breach of copyright by the same person, and if that breach is substantiated, the person is given a second warning. If notification is received of a third apparent breach of copyright by the same person, and if that breach is substantiated, the person is told that s/he may not use Library-supplied public-access Internet computers in the Library, other than to access the Library Catalogue or Library-subscribed electronic resources, for a period of six months. If the person is a member of the Library, this information is noted on the person’s Library record.
23. If it is not possible for the Library to identify the person using the public-access computer on the specified date and time, either because the Library does not require users to authenticate, or because records of use are kept for only a very short period or not at all, the Library reports back to the IPAP or copyright owner that the alleged breach has been investigated but that the alleged infringement can not be substantiated or infringer identified.
Response to IPAP or copyright owner
24. The Library always responds within 14 days to a detection notice, warning notice or enforcement notice received from an IPAP, giving details of the investigations undertaken and any actions taken. Copies of correspondence are kept for one year.
25. A copy of this Policy is provided on request as evidence that the Library is taking all actions within its power to comply with copyright law, and to attempt to ensure that breaches of copyright by either Library staff or Library users within the Library are minimised.
