Volume 2 Issue 2, 2017, ISSN: 2455-5207 Collection Development and Management in Electronic Age: A study with Special Reference to IIT Indore Nitesh Singh Pawar Librarian MEDICAPS University, Indore MP Nayna Azad Researcher Mphil Library & Information Science Deepak Malviya Guest Librarian Govt. College Jawar Dist. Sehore M.P Abstract A study has been conducted to find out the perception, views and attitude of the faculty and staff members towards collection development and its process in IIT Indore. The primary data is collected through questionnaire from the faculty members of IIT Indore. The present study explores the obstacles and difficulties faced by users regarding e-resources of their choices selection. The main objective of the study is to examine the collection development policy and procedures to adopt E-Resource management, which becomes very important when there is heavy budget of Rs. 7-8 crores for the new IIT S. A questionnaire based survey method was used for data collection. The analysis of the data for the present study was done by applying simple percentage calculations. Argues that faculties are also required to take more involvement in procurement and suggestion process, and make the library e-resources policy and procedure more user friendly and effective for maximum utilization of available resources in the library. Concludes that the library of Indore and their faculties are making continuous efforts to develop and implement proper policies for collection development. But still much more is expected from this high rank Technical institute of India. Keywords: Collection development, Collection development policy, Digital age, IIT, Indore, Electronic resources, 1 Introduction Today n-number of information sources are available in both printed and electronic media and are ever increasing. This knowledge explosion leads to mismanagement especially in terms of collection development of library. specially talking about the new to old IIT'S which where having average budget for library resources as Rs. 9-18 crores.it is very challenging job to choose the best from the best and also to satisfy all the users specially faculty members. Though library combining their efforts through various consortia are trying to get access to electronic information sources more economically, but still lots of work is to be done and proper policy and its execution is to be made to make full use of electronic resources available today out of new IITs in India. It is undoubted fact that the clear cut policies make easy achieving targets in any field, and this is also effective for the collection development policies as well. In this digital era the importance of e-resources is continuously increasing day by day. Hence we have made this study to understand the collection development policies and processes of the library of one of the premier Institute of India, i.e., IIT Indore This paper briefly reviews the state of art IIT Indore library and summarizes the efforts to set up a good library collection for both electronic and print media (Venkadesan, 2004) www.slp.org.in Page 1
2 Collection Development Collection Development is defined as the planned procurement of reading materials in various formats to match the instructional and Collection Development in IIT Indore with special reference of electronic resources research needs of the organization within the current fiscal environment and resource sharing opportunities. The heart of a library is its collections (Kumbar, 2005). The buildings house them; the library personnel acquire and manage them and teach users how best to access and use them.). Library Collection is the sum total of library material books, manuscript, serials, government document, pamphlets, catalogues, report, recording, microfilms reels, micro cards and micro fiche, punched cards, computer tapes etc. that make up the holdings of a particular library (Encyclopedia of Library and Information Science). Harrod s Librarian s Glossary (6 th edition) defines Collection development as the process of planning a stock acquisition programs not simply to cater for immediate needs but to build a coherent and reliable collection over a number of years, to meet the objectives of the services. Daniel C. Mack says The Library s collection development policies define the scope and nature of the collecting of Australian and overseas materials for the National Library s collection (Sandhu, 2005). These policies provide guidance for staff, other libraries, readers and the general public on the Library s collecting activities. Library collection development is the process of meeting the information needs of the people (a service population) in a timely and economical manner using information resources locally held, as well as from other organizations. 3 Types of Collection The collection is basically major type are: Print:-Books, Magazine, Dictionary, Periodicals, Thesis, Journals, Bibliography, Non Print:- Non-Print material that is the book is not included in the definition or that magazines. Under this microforms, electronic documents, audio-visual materials. Electronic media in the online communication scope based materials and CD-ROM compact disc read only memory information storage and retrieval of the process (Kaur, 2007). Electronic: - We can no longer take a document in simple terms as a static, single physical entity (which at.one time would have been a book or a journal article). Information cannot necessarily be considered as a complete, finished piece of work that can easily be catalogued, classified and consigned to a collection. Information held in electronic form can be several things at once, a multimedia fusion not just of sound, text and image but animation, video clippings, software applications real time discussion (Suleta Devi, 2007). Other forms are: E-books, E-journals E-lecture E-zine (Magazine), E- thesis and dissertation (ETD), E-News papers, and CD-Rom. 4 E-resources An E-Resource is defined as any resource which requires computer access means a resources which consists of material that are computer controlled in which information are stored electronically and which are also accessible through electronic systems and networks. Different types of e-resources in libraries are CD-ROM, e-journals, Online Database, e-books, abstracting and indexing databases, e- mail and list servers, e- reports, e-content pages, e-clippings etc. (Chauhan, 2014). 5 Objectives To study the present status of e-resources in the IIT Indore library. To identify the information services in IIT library. To find out collection development policies of e-resources adopted by the IIT Indore library. www.slp.org.in Page 2
To explore the current practices of selection and evaluation of e-resources. To recommend practicable guidelines for improved collection development programmer. To study the emerging new information environment that affects the collection development activities in IIT Indore library. To make suggestions for fulfilling user requirements. 6 Methodology The main purpose of the present study was to study the electronic sources and services provided to the users of IIT Indore library. The questionnaire based survey method was used for data collection. 1 questionnaire for Librarian and 30 questionnaires for Faculty members were distributed to the IIT Indore librarian and faculty to get the information related to their library. All of them returned the filled questionnaire. The analysis of the data for the present study was done by appl yi n g simple percentage calculations and graphic techniques. 7 About IIT Indore library The Central Library provides vital support for on-going teaching programmes and research at IIT Indore. The library is rapidly developing its collection of books, reference books, periodicals, and electronic resources. At present, the Library has a collection of over 27,000+ books, which includes, in addition to text books and reference books, a fine collection of books on Literature and English Language and a select collection of books on Sports, Biographies, and General Interest titles. The Magazines and Newspaper Section includes popular Magazines and Newspapers both in English and Hindi. Online Information Resources are vital for academic and research institutes in today's knowledge economy. The library provides its users access to nearly 3800 electronic journals. In addition to this, the Library provides access to databases such as ACM Digital Library, IEEE XPlore Digital Library, Science Direct, MathSciNet, JSTOR,SciFinder, Taylor and Francis, WILEY, Springer, and many more. The air-conditioned and Wi-Fi enabled Reading Hall provides a peaceful environment conducive to study (Sinha, 2011). 7. Data analysis 7.1 IIT Indore Library has collection development policy (CDP) Table-1 Yes 7 7 14 46.67% No 12 4 16 53.33% www.slp.org.in Page 3
IIT Indore Library has collection development policy 18 16 16 14 14 12 12 10 8 7 7 6 4 2 4 46.67% 53.33% 0 Male Female Total Percentage Yes No Graph-1 Result: From the above table, it is revealed that 7 out of 11 Female and 7 out of 19 male Faculties say they have collection development policy whereas 4 out of 11 Female and 12 out of 19 male faculties say that they do not have any collection development policies, If we see the answers irrespective of gender 14 out of 30 (46.67%) faculties say they have CDP and 16 out of 30 (53.33%) faculties say that they do not have CDP hence, we can say that according to majority of faculties they do not have Collection development policy in IIT Library Indore. 7.2. Name the availability of the databases of the E-resources of your subject interest in the library Table-2 CD S 4 2 6 20.00% E-JOURNALS 9 5 14 46.67% E-BOOKS 6 4 10 33.33% Name the availability of the databases of the E-resources of your subject interest in www.slp.org.in Page 4
the library 16 50.00% 14 12 10 14 10 45.00% 40.00% 35.00% 9 30.00% 8 25.00% 6 6 6 5 20.00% 4 4 4 15.00% 10.00% 2 2 5.00% 0 0.00% CD S E-JOURNALS E-BOOKS Male Female Total Percentage Graph-2 Result: The above table suggests that out of 30 faculties 6 (20%) faculties say that in their subject of interest, CDs are available in the library, 14 faculties say 46.67% e-journals and 10 say 33.33% e- books are available in the library on their subject of interest. Hence, we can say that according to majority of faculties (46.67%), out of all three types of available e-resources of their subject interest the availability of E Journals are maximum as compared to E-books and CDs. 7.3. Type of help from E-Resources in Your Professional Table-3 Helpful in teaching 8 6 14 46.67% For research 3 0 3 10.00% Updating of information 5 3 8 26.67% Other 3 2 5 16.66% www.slp.org.in Page 5
16 14 Type of help do E-Resources in Your Professional 14 12 10 8 6 8 8 6 5 5 4 2 3 3 3 46.67% 26.67% 3 2 10.00% 16.66% 0 0 Male Female Total Percentage Helpful in teaching For research Updating of information Other Graph-3 Result: The above table suggests that out of 30 faculties, 14 (46.67%) faculties find the e-resources are helpful for teaching, 3 faculties (10%) find it helpful for research, 8 faculties find it helpful for Updated information, 5 faculties find it helpful for other purposes. Hence, we can say that according to majority of faculties (46.67%), e-resources are helpful in teaching. For the research purpose and presenting to International level conferences these E-resources specially e- journals are very useful and all the latest updates can be covered through these journals 7.4. Other resources you d like to see added to the library media center resource collection Table-4 Yes 15 12 27 90.00% No 1 2 3 10.00% www.slp.org.in Page 6
Other resources to the library media center Resource collection 30 25 20 15 27 10 5 0 15 12 1 2 3 10.00% Male Female Total Percentage 90.00% Yes No Graph-4 Result: The above table suggests that out of 30 faculties, 27 (90%) say that, they want other resources to be added to the library media center resource collection and only 3 faculties (10%) don t agree to it, hence, we can say that majority of faculties (90%), want other resources to be added to the library media center resource collection. 7.5. Library have e-collection policy Table-5 Yes 12 7 19 63.33% No 7 4 11 36.67% www.slp.org.in Page 7
Libraries have e-collection policy 25 16 Axis Title 20 15 10 5 0 12 7 7 19 11 4 4 63. 14 12 10 8 6 33 2 % 36.67% 0 Axis Title -5 Axis Title -2-4 Yes No Linear (No) www.slp.org.in Page 8
Graph-5 Result: The above table suggests that out of 30 faculties, 19 (63.33%) faculties say that there is an e- collection policy in their library, whereas 11 (36.67%) say there is no e-collection policy in their library. hence, we can say that according to majority of faculties (63.33%) there is an e-collection policy in their library. ion committee/team in IIT Indore library Table-6 Yes 13 5 18 60.00% No 6 6 12 40.00% E-collection development evaluation committee/team in IIT Indore library 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Male Female Total Percentage Yes No Graph-6 Result: The above table suggests that out of 30 faculties, 18 (60%) faculties say that there is an e- collection development evaluation committee / team in IIT Indore library. whereas 12, (40.00%) say there is no e-collection development evaluation committee / team in IIT Indore library. hence, we can say that according to majority of faculties (60%) there is an e-collection development evaluation committee / team in IIT Indore library. www.slp.org.in Page 9
7.7. Selection and evaluation criteria for e-collection of library in IIT Indore Table-7 Yes 11 7 18 60.00% No 8 4 12 40.00% Selection and evaluation criteria for e-collection of library in IIT Indore 18 Axis Title 18 12 16 14 12 10 8 11 8 7 4 6 40.00% 4 60.00% 2 Yes 0 Male Female Total Percentage Axis Title No Axis Title Yes No Graph-7 Result: The above table suggests that out of 30 faculties, 18 (60%) faculties say that there is a Selection and evaluation criteria for e-collection of library in IIT Indore. whereas 12 (40.00%) say there is no Selection and evaluation criteria for e-collection of library in IIT Indore. hence, we can say that according to majority of faculties (60%) there is a Selection and evaluation criteria for e- collection of library in IIT Indore. www.slp.org.in Page 10
7.8. Library in IIT Indore have specific budget for the management of e-resources collections Table-8 Yes 0 0 0 00.00% No 19 11 30 100% Library in IIT Indore have specific budget for the management of e-resources collections 35 120.00% 30 30 100% 100.00% 25 80.00% 20 19 60.00% 15 10 11 40.00% 5 20.00% 0 0 0 0 0.00% Yes No Male Female Total Percentage Graph-8 Result: The above table suggests that out of 30 faculties, 30 (100%) say that Library in IIT Indore do not have specific budget for the management of e-resources collections. Hence, we can say that according to majority of faculties (100%) Library in IIT Indore do not have specific budget for the management of e-resources collections. www.slp.org.in Page 11
7.9. Mention other methods you use to promote use of library Table-9 Yes 14 8 22 73.33% No 5 3 8 26.67% Method used to promote use of library 25 22 20 14 15 8 5 8 10 3 26.67% 5 No 73.33% Yes 0 Male Female Total Percentage Yes No Graph-9 Result: The above table suggests that out of 30 faculties, 22 (73.33%) say that Library in IIT Indore use methods to promote use of library whereas 8 (26.67%) say Library in IIT Indore do not use methods to promote use of library. hence, we can say that according to majority of faculties (73.33%) Library in IIT Indore have use methods to promote use of Library. www.slp.org.in Page 12
7.10. Do you face any difficulties in managing library and proving services to users Table-10 You know 5 2 7 23.32% You don t know 14 9 23 76.67% difficulties in managing library and proving services to users Percentage 76.67% 23.32% Total 7 23 You don t know Female 2 9 You know Male 5 14 0 5 10 15 20 25 Graph-10 Result: The above table suggests that out of 30 faculties, 7 (23.32%) say that they face difficulties in managing library and providing services to users. whereas 23 (76.67%) say that they face difficulties in managing library and providing services to users. hence, we can say that according to majority of faculties (76.67%) they face difficulties in managing library and providing services to users. www.slp.org.in Page 13
7.11. Do you suggestions to make your library more effective Table-11 Yes 9 9 18 60.00% No 10 2 12 40.00% 25 library more effective 20 18 15 Axi Title s 10 Yes 9 9 Linear (Yes) 5 0 60.00% 0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5-5 Axis Title Graph-11 Result: The above table suggests that out of 30 faculties, 18 (60%) say that they have suggestions to make their library more effective. whereas 12 (40%) say they don t. Hence, we can say that according to majority of faculties (60%) they suggest to make their library more effective. www.slp.org.in Page 14
7.12. Type of responsibility of the faculty in selection and acquisition process Table-12 Qualitative 5 4 9 30.00% Moderately 6 1 7 23.33% Strongly 5 3 8 26.67% All of the above 3 3 6 20.00% Type of responsibility of the faculty in selection and acquisition Process 20.00% Percentage 26.67% 23.33% 30.00% Total 6 7 8 T e i t l 9 A x Female 1 i s 3 3 4 3 5 Male 6 5 0 1 2 3 4 5 6 7 8 9 10 Axis Title All above Strongly Moderately Qualitative Linear (Qualitative) Graph-12 Result: The above table suggests that out of 30 faculties, 9 (30%) say that they have qualitative type of responsibility in selection and acquisition process, whereas 7 (23.33%) say moderate type of responsibility, 8 (26.67%) say Strong type of responsibility,, and 6 (20%) say all of the above type of responsibility, hence, we can say that different faculties have different types of responsibilities and maximum faculty have qualitative type of responsibility in selection and acquisition process. www.slp.org.in Page 15
7.13. Do you have suggestions to purchase books in library collection Table-13 Yes 13 9 22 73.33% No 6 2 8 26.67% 100% 90% 80% Suggestions for purchasing books in library collection 2 6 8 26.67% 70% 60% Axis Title 50% 40% 30% 13 9 22 73.33% 20% 10% 0% Male Female Total Percentage Axis Title Yes No Graph-13 Result: The above table suggests that out of 30 faculties, 22 (73.33%) faculties say that they suggest to purchase of books in library collection. whereas 8 (26.67%) say they don t. www.slp.org.in Page 16
7.14. Do you help your librarian for achieving library goals and objectives Table-14 Yes 1 0 1 3.33% No 18 11 29 96.67% Helping librarian for achieving library goals and objectives 30 Axi Title s 25 20 15 10 18 29 5 1 0 0 Male Female 11 Axis Title Total 1 96.67%No 3.33%Yes Percentage Axis Title Yes No Graph-14 Result: The above table suggests that out of 30 faculties, 1 (3.33%) say that they help librarian for achieving library goals and objectives. whereas 29 (96.67%) say they don t. hence, we can say that according to majority of faculties (96.67%) they do not help librarian for achieving library aim. www.slp.org.in Page 17
7.15. Data Analysis from survey on library department The main objective of collection development of e-resources in IIT, Indore (IITI) is Easy and fast retrieval and access from anywhere. They have collection Development Policy. Library is fall under Hybrid Library. No e-magazine, e-newspapers are being subscribed in IITI Library. Average annual intake of the library in print is 400 books and 30 Periodicals. 4000 e-journals and 5 e-databases 11 bibliographic databases, have been subscribed by IITI. IITI have the collection of e-books, e- journals, e-databases. The IITI has a separate budget allocation for e-resources. The budget allocation For the year 2012-13 was 1 crore for books and 362 Lacs for E-resources, Year 2013-14 was 1 crore for books and 352 Lacs for E-resources, In year 2014-15 1 crore for books and 350 Lacs for E- resources. Usage reports as evaluation for e-resources. The future plan for the library is to cope up with latest technology for providing best possible services to uses. 8. FINDINGS Based on the analysis of data about Collection Development in IIT Indore with Special Reference of Electronic Resources. The finding are summarized below: The majority of faculties (53.33%) say they do not have Collection development policy (Printed reading materials) in IIT Library Indore. According to majority of faculties (46.67%), out of all three types of available e-resources of their subject interest the availability of E Journals are maximum as compare to E-books and CDs. According to majority of faculties (46.67%), e-resources are helpful in teaching. According to majority of faculties (90%), want other resources to be added to the library media center resource collection. According to majority of faculties (63.33%) there is an e-collection policy in their library. According to majority of faculties (60%) there is an e-collection development evaluation committee / team in IIT Indore library. According to majority of faculties (60%) there is a Selection and evaluation criteria for e- collection of library in IIT Indore. According to majority of faculties (100%) Library in IIT Indore not have specific budget for the management of e-resources collections. According to majority of faculties (73.33%) Library in IIT Indore have use methods to promote use of Library. According to majority of faculties (76.67%) they face difficulties in managing library and providing services to users. According to majority of faculties (60%) they suggest to make their library more effective. Different faculties (30.00%) have different types of responsibilities and maximum faculties have qualitative type of responsibility in selection and acquisition process. According to majority of faculties (73.33%) they suggest to purchase of books in library collection. According to majority of faculties (96.67%) they do not help librarian for achieving library aim. www.slp.org.in Page 18
9 SUGGESTIONS Use of firewall and anti-virus to have sound security is a must. Financial ads for e-resources need to be increased for better services among the members. The library should conduct regular evaluations and assessment to determine the effectiveness of the electronic resources in meeting the user s information needs. Awareness should be created to use online Journals to obtain current information. Hands-on training sessions should be organized from time to time for different e-resources. Usage of e-resources should be included in MIS of every month. Some competitions and quiz should be organized on use of e-resources. Assignments should be designed and included in the course curriculum which requires using e-resources. 10 CONCLUSION On the basis of the data analysis of this study made under 3.2.1 to 3.2.14 we can conclude that there is no proper Collection development policy in IIT Library Indore for printed reading materials but they have collection development policy for e-resources. There is a Selection and evaluation criteria for e-collection of library in IIT Indore as well but Library in IIT Indore does not have specific budget for the management of e-resources collections. The faculties mainly use e-resources as compared to e-books and CDs. Faculties find e-resources helpful in teaching, they want other resources to be added to the library media center resource collection. Library run promotional activities for increasing the usage of library, but more serious efforts are to be made from them. There is urgent need of orientation programmes for usage of e-resources and other facilities in the library. Apart from the usability library has to serve the faculty and student fraternity with more services like e-mail alerts, content alerts, abstracting and other new services in these fields which is totally missing today. Faculties are also required to take more involvement in procurement and suggestion process, and make the library e-resources policy and procedure more user friendly and effective for maximum utilization of available resources in the library. Faculties also suggest to make their library more effective. They also take part in qualitative type of responsibility in selection and acquisition process. Thus the library of Indore and their faculties are making continuous efforts to develop and implement proper policies for collection development. But still much more is expected from this high rank Technical institute of India. References Chauhan, Suresh K., and Preeti Mahajan (2014). "The Journal of Academic Librarianship." Use of UGC-Infonet e-resources by social science academics in India universities: An evaluation study (Inflibnet), June 2014: 359-366. Devi, Thoudam Suleta, and Keisham Sangeeta Devi. (2007) "E-resources in the modern library information system." management of e-resources in the modern library information system : an outlook, 2007: 360-364. Kaur, Navneet. "E-resources Collection (2007)" E-resources and collection development: emerging issues for the academic libraries (inflibnet Centre), February 2007: 599-607. Kumbar, B D, and Gururaj S Hadagali (2005). "Collection development."collection development in the electronic environment: challenges before library professionals (Inflibnet), Nov 2005 : 72-82. www.slp.org.in Page 19
Sandhu, Gurdish, and Anna Sale. (2005) "Electronic Resources of Collection Development." 25 years of electronic resources collection development at the university of salford: some issues and challenges, Nov 2005 : 1-9. Sinha, Manoj Kumar, Gauri Singha, and Bimal Sinha. (2011) "Electronic Resources Available Under UGC-INFONET Digital Library Consortium." Usage of Electronic Resources Available Under UGC-INFONET Digital Library Consortium by Assam University Library Users ( INFLIBNET Centre), March 2011: 489-510. Venkadesan, S, Uma Jagannath, and Puttabasavaiah. (2004) "Collection Development of E- Resources to Satisfy User Requirements." Strategic Planning and Policy for Collection Development of E-Resources to Satisfy User Requirements : A Case Study of J R D Tata Memorial Library ( INFLIBNET Centre), February 2004: 157-163. www.slp.org.in Page 20