Attach_7_-_NETC_Library_PWS_Appendix_D_-_NETC_Library_Collection_Development_SOP.pdf

RFQ# 70FA2019Q00000005

Attachment 7

Collection Development Policy:

Withdrawal, Retention, Acquisitions and Donations

Introduction

The National Emergency Training Center Library exists principally to support the training programs of the National Fire Academy (NFA) and Emergency Management Institute (EMI).

While the library pre-dates these institutions, its level of funding and the scope of its coverage is tied to its close support of these two activities on the NETC campus.

The breadth and depth of our fire, EMS and emergency management collections have, over the years, raised our profile among the first responder communities. Many across the country see us as a valuable resource akin to no other.

Our collection development and retention strategy must aim at building upon and preserving our unique fire, EMS and emergency management materials for current and future users. As a federal library we build our collection of practitioner focused fire, EMS and emergency management collections for the long term. That is not to say that everything we may acquire falls into this category.

The NETC Library generally retains indefinitely the fire, EMS and emergency management centric material it acquires, although not necessarily in its original format. Our collection development strategy is focused on serving the needs of working practitioners in the fire and emergency services rather than fire scientists, engineers or social scientists. And while acquiring material that deals with related problems in other parts of the world, special weight for retention purposes is given to materials focus on matters directly centered on the United States and its

Territories.

The library also acquires materials on other topics from time to time to serve current general interests or respond to the passing needs of a given NETC course or staff member. Materials of this kind, that are not part of our specialized fire, EMS or emergency management collections, are routinely evaluated for retention / withdrawal per criteria to be set forth below.

This policy does not cover periodicals purchasing or indexing. As a general rule we aim to retain all that we index. In addition to our print subscriptions the library selects and purchases off-prints of scholarly articles on fire, EMS or emergency management topics. These latter appear in journals from other disciplines. The library indefinitely retains these individual articles in our documents collection. Our library criteria for indexed journals (CIJ) defines the scope of our indexing effort for our print subscription and open access journals.

Why weed?

The reasons are varied. Sometimes appearance or condition of the material, removal of superfluous or duplicate volumes, poor content, or age is cited among the most common criteria.

Some writers identify usage, value or quality, and physical condition.

What about weeding things we might “need” later? The ‘weeded needed’ will be few and their absence less harmful than a cluttered collection. Most likely they’ll still be accessible through interlibrary loan.

When all is said and done, quality counts more than quantity even for a specialized library. If we have the time to select new books, then we also have the duty to weed those that are no longer useful to our collection, to our stakeholders, present and future.

Benefits of weeding

Save space. Library becomes more attractive and easier for visitors to use

Save the time of patrons

Save staff time - less need to shift and reshift the collection to make space

Identify topic areas needing to be refreshed with newer materials

NETC Library Guiding Principles for Retention

Several broad factors must be considered before and during the weeding process.

These include:

The library's mission and stakeholders. Our principal users are practicing firefighters and emergency managers. They are NOT traditional graduate students at major universities.

The availability of more suitable material

The relationship of a particular item to others on that subject

The availability of more current information on the Internet

The library’s ability to borrow the item through interlibrary loan

Whether it is fire or emergency services related or of lasting historical or reference interest.

General withdrawal principles. Withdrawal may be based upon one or more of the following grounds:

Subject: the work is not within the primary subject scope of the NETC collection as described above. See also appendix A to this manual which lists subjects that are of tangential relevance or passing interest to our stakeholders

Coverage: the work does not meet coverage criteria for our collection as described above.

Deterioration/Damage/Obsolescence: the content has deteriorated to the extent that copying or retention is not practical, or replacement with a newer format is not feasible.

Duplicate copies are candidates for weeding when the level of use no longer justifies their retention.

Media formats that are no longer popular, technologically accessible or in-use.

Shelf-time —how long has the item sat on the shelf without circulating?

Date—when was the item published? When was it added to the collection?

Rules of thumb for weeding the NETC collection

Staff must be familiar with the withdrawing principles cited above which will help inform their judgement when following the rule of thumb described below:

1. Does the title fall into the category of fire, EMS or emergency management? If yes, the library will retain it unless, in the opinion of the library program manager, it is outdated and has no intrinsic historical or research value.

2. The reviewer must also check the table of contents or other forward matter such as a summary to ensure that no individual chapter, sub-section or case study relates to a fire, EMS or emergency management topic. Check the index for the terms fire, disaster, emergency and ensure nothing of significance on these topics is present. If no, then:

3. Apply the 20/7/MUSTI formula

This formula consists of three parts:

The first figure refers to the years since the book's latest copyright date (age of the book);

The second figure refers to the maximum permissible time without usage (in terms of years since its last recorded circulation and assuming that the item has been in the library’s collection for at least that period of time);

The third refers to the presence of various negative factors, called MUSTI factors, which will influence the weeding decision.

MUSTI is an easily remembered acronym for five negative factors that impact a book's usefulness and make it a candidate for weeding:

M = Misleading (and/or factually inaccurate)

U = Ugly (worn and beyond mending or rebinding)

S = Superseded by a new edition or by more current book(s) on the subject. This is particularly applicable for books related to all-hazards topics, particularly ones that deal with natural or technological hazards topics (earthquakes, tornadoes, floods etc…) If a non-core item is clearly obsolete like a computer software book (E.g. Microsoft Outlook

2008) then 20 year rule may be waived.

T = Trivial (of no discernible literary or scientific merit; usually of temporary interest at some time in the past)

I = Irrelevant to the needs and interests of the NETC community

Books, reports, documents and A/V material not to be weeded.

U.S. Fire Administration publications

Federal Emergency Management Agency publications

Other U.S. Government Agency publications significantly related to fire, EMS or emergency management

Civil Defense related reports, monographs, videos published by the U.S. Federal Government or by parties under contract to the U.S. Federal Government

Except under very special circumstances and only with the approval of the library program manager the following materials should be retained in print - 1-2 copies:

o National Fire Protection Association (NFPA) publications o International Fire Service Training Association (IFSTA) publications o EFO Papers that are 3.0 and above AND which are not available for download o EFO papers that are recognized as Outstanding o EMI student products o Disaster Research Center publications o Natural Hazards Center publications

Code of Federal Regulations: No. 6 Homeland Security, No.32 National Defense and No. 44

Emergency Management and Assistance

Code Books that are more than 10 years old are removed to storage but not deaccessioned.

Old Fire and EMS related material shall generally be retained in single copy for historical, and research purposes except as determined by the COR.

Retain single copy of organizational management classics. (Formerly used in the NFA

Organizational Theory class)

Materials relating to Named Disasters.

Physical Disposal of Materials from the NETC Library:

No de-accessioned items or collections will be given to any individuals.

Any books with government property stamps on them are disposed of by:

o Donation to another federal institution o Paperbacks may be ripped and recycled o Audiovisual media by removal by MOSS

Library collection development policy

The library's collection development policy is intended to guide staff in developing a cohesive, well-balanced collection that is tailored to meet the educational, training and research requirements of the U.S. Fire Administration (USFA) and the Emergency Management Institute

(EMI). It also serves to inform library users, the broader fire and emergency management communities, and the general public about the breadth and depth of the library's resources.

Background.

Collection levels defined.

Collection development table.

Library material formats.

Additional decision criteria.

Background

The planned development of a library collection requires the consistent application of a stated policy. The library, which operates within the framework of institutional goals, must respond to institutional change.

The library develops, in all appropriate fields, a collection of the highest degree of excellence while also being mindful of the ready availability of materials thru interlibrary loan or other sources in the emergency management field.

Meeting all the library’s goals may not always be possible for financial reasons. Therefore, the library will observe the following general guidelines in developing its collection:

Current publications of lasting and scholarly value will be given priority over older and out-of-print materials when lack of funds limit acquisitions.

Publications in the English language will be given priority over non-English language publications.

Multiple copies will be purchased based on justification of expected heavy and continuous use.

The library will not purchase extensive in-depth materials for specific projects or topics pertinent only to an individual staff member or student when that topic is irrelevant to or beyond the level of the NETC curricula.

Staff members, or faculty who require materials in areas which are not collected, are encouraged to utilize the library's borrowing services.

Collection levels defined

The collection development table below helps define the scope of collection and to specify the degree of coverage for each area of our collections.

https://www.usfa.fema.gov/data/library/about/colldev.html#Background https://www.usfa.fema.gov/data/library/about/colldev.html#Defined https://www.usfa.fema.gov/data/library/about/colldev.html#Table https://www.usfa.fema.gov/data/library/about/colldev.html#formats https://www.usfa.fema.gov/data/library/about/colldev.html#criteria

The basic statement of the collection policy is expressed in terms of broad subject fields defined in the library thesaurus. For each subject, a code is given to indicate the level of collecting intensity.

The four levels of collecting intensity are:

Comprehensive level : Collections in a specifically defined field of knowledge that strive to be exhaustive as far as is reasonably possible include: 1) exhaustive collections of published materials, 2) very extensive collections in all other pertinent formats, and 3) older material is retained and systematically preserved to serve the needs of historical research. A comprehensive level collection may serve as a national or international resource.

Research level : Collections that contain the major published source materials required for independent research of USFA, EMI, other stakeholders, and the general public include: 1) a very extensive collection of general and specialized monographs and reference works, 2) a very extensive collection of general and specialized periodicals, and

3) defined access to a very extensive collection of owned or remotely- accessed electronic resources, including bibliographic tools, texts, data sets, and journals.

Basic level: Collections that introduce and define a subject, indicate the varieties of information available elsewhere, and support the temporary needs of the USFA and EMI users. These collections include a limited collection of general nonfiction books, monographs, reports, articles, and a representative selection of general periodicals.

Minimal level: Collections that support minimal inquiries about this subject and include a very limited collection of general resources, including monographs and reference works. Periodicals directly dealing with this topic and in-depth electronic information resources are not collected. The collection should be frequently and systematically reviewed for currency of information. Superseded editions and titles containing outdated information should be withdrawn. Classic or standard retrospective materials may be retained.

Note: The NFA does not train students in the fundamentals of becoming a working firefighter or

EMS technician or paramedic. Consequently we do not develop our collections with a view towards training recruits. We are also not a medical library. While we aim to develop a comprehensive collection of EMS materials we are not building a comprehensive set of medical texts.

Collection development table for the NETC Library

Subject Collecting Level

Arson / Juvenile Firesetting Comprehensive

Biography – Fire service related Basic

Campus Safety Research

Codes and Standards (Fire, Building) Comprehensive

Codes and Standards (Electrical, Plumbing, Mechanical) Basic

Cyber Security Basic https://apps.usfa.fema.gov/thesaurus

Subject Collecting Level

Disaster Planning Research

Disaster Preparedness Research

Emergency Communications Comprehensive

Emergency Management Research

Emergency Medical Services Comprehensive

Emergency Response Comprehensive

Emergency Vehicles/Design/Driving Comprehensive

Explosions Research

Extrications Comprehensive

Fiction (Fire, disaster) Basic

Fire Behavior / Dynamics Basic

Fire Departments Comprehensive

Fire Histories Research

Firefighter fatalities Comprehensive

Firefighter Health and safety Comprehensive

Firefighting Operations – strategy and tactics Comprehensive

Firefighting tools/equipment Comprehensive

Fire Prevention – Public education Comprehensive

Fire Prevention – Public safety Comprehensive

Fire Protection – Inspections Comprehensive

Fire Protection – Systems Comprehensive

Fire Statistics/Research Comprehensive

Geographic Information Systems Basic

Hazardous Materials Comprehensive

Higher Education - Fire Service, Emergency Management Comprehensive

History – United States Minimal

Homeland Security Research

Human Behavior and Fire Research

Human Resource Management (General) Basic

Incident command Comprehensive

Incident command – decision-making Comprehensive

Injury Prevention Basic

Instructional Course Design Basic

Interagency Cooperation Comprehensive

Interoperability Comprehensive

Investigations Comprehensive

Juvenile Literature (Fire, Disaster, EMS) Basic

Subject Collecting Level

Law Enforcement Minimal

Leadership Basic

Lessons Learned – Fire, EMS, Emergency Management Comprehensive

Local History – Campus Basic

Local History – Gettysburg National Battlefield Basic

Mass Casualties Comprehensive

Mass Evacuation / Crisis Relocation Research

Military Operations Other than War Research

Mitigation (Disasters) Research

Natural Disasters Research

Nonfiction - General Minimal

Pandemics Basic

Personal Protective Equipment (PPE) Comprehensive

Planning – strategic, master Research

Public Health Research

Recovery / Disaster Assistance Research

Rescue Operations Comprehensive

Resiliency / Critical Infrastructure Research

Risk Communications/Social Media Research

Risk evaluation/management Research

Stress Management (General) Research

Structural Hazards Research

Terrorism (no overseas focus) Research

Training – Fire, EMS, Emergency Management Comprehensive

Volunteer Firefighters Comprehensive

Wildland Urban Interface Comprehensive

Wildfires Research

Library material formats

Library materials may be any of the following items:

Books.

Dissertations and theses.

Periodicals. Subscription basis in print. See Criteria for Indexing Journals (CIJ)

Periodicals. Subscription basis online via EbscoHost for EFO/MO students.

Periodicals. Off-print articles from scholarly publications as selected by COR. Supports fire, emergency services, emergency management programs.

Pamphlets. (preserved in vertical files)

Reports.

DHS FEMA AFG grant deliverables

Manuscripts.

DVD/CDs

Electronic files.

Fire department histories

Additional decision criteria

In addition to the scope statements referenced in the above Collection Development table all or some of the following criteria or factors influence the selection of materials acquired for the library:

1. Appropriateness for use in NETC curriculum and programs.

2. Appropriateness for the research needs for NETC faculty, students, and staff.

3. Possibility of use by one or more courses.

4. Cost.

5. Weakness of the current collection in a particular subject area.

6. Level of the materials' quality in content, format, and/or literary merit.

7. Permanence of the material. Format.

8. Currency and timeliness of the material.

9. Appropriateness of purchase, taking into consideration usage patterns such as circulation statistics to determine areas of great demand.

10. Author's reputation and credibility in the subject field.

11. Reputation of the publisher.

12. Title is authored by NETC faculty or staff member.

13. Book completes series holding.

14. The book is a new edition with revised information or merely a reprint.

15. The serial is indexed by the library.

16. The serial/book is easily accessible on inter-library loan.

Materials we will not collect

1. NFA and EMI course materials

2. Local fire department standard operating procedures (SOPs)

3. Books that do not support the research or curricula needs of NETC activities except on a case by case basis.

4. Microforms

Donations:

A. The Library does not guarantee that any or all of the donated items will be included in its collections. Donated items added to the collection will undergo the same selection process that governs the purchase of materials.

B. We accept gifts only with the understanding that the Library will determine their use and future disposition without reservation.

C. A letter will be given to the donor acknowledging the donation.

D. There will be no memorializations of any kind affixed to the donated material.

E. Library staff will route gift donation forms and letters thru MOSS and retain copies on local file

For more information about the library’s collection development policy, please contact our staff at 301-447-1030.

Appendix A – List of subject areas that are not part of our long-term retention strategy

Appendix B – Deaccessioning process and procedures

Appendix C – Automatic acquisitions and retention policies, selected titles

Appendix A

Subject areas that do not form part of our long-term core priority for retention

OPAC listing of non-niche books, 20 years old or older

Art & Architecture

Biographies

Building (Electrical, Plumbing, Mechanical)

Building Security

Business

Chemistry (General)

Computers/Computer software/Internet/Technology

Crime (Excluding arson)

Economics

Education

Electrical Codes and Handbooks

Environment (Pollution)

Fitness

Forensics

Fund Raising

Geology

GIS

Government

Group relations http://usfa.kohalibrary.com/app/search/(NOT%20(fire*%20OR%20medical%20OR%20sanborn%20OR%20smoke%20OR%20sprinkler%20OR%20emergency%20OR%20disaster%20OR%20mitigation%20OR%20terrorism%20OR%20%22nuclear%20warfare%22%20OR%20%22civil%20defence%22%20OR%20rescue%20OR%20life))?itemtype=%22B%22&suppress=%5B0%20TO%201%5D&pubyear=%5B1960%20TO%201997%5D&sort=pubyear%20desc

History (World, United States, Military)

Human resources (Personnel Management)

HVAC & Plumbing

Interpersonal communications

Labor

Law Enforcement

Laws

Leadership

Library science

Management

Math

Nonfiction (General)

Nuclear warfare (as relates to gaming theory, prosecution of nuclear warfare as opposed to dealing with its aftermath)

Nutrition

Organizational behavior/theory

Prevention outside of All Hazards. Fire and EMS deal more with response?

Psychology (Motivation, human behavior)

Public Administration

Team building

Total Quality Control

Training

Appendix B

Deaccessioning Process and Procedures

APPENDIX B

Withdrawing Holdings from the Collection

After the Librarian determines which books should be withdrawn from the collection, they must also determine whether to recycle discarded items or to offer discarded items to other federal libraries.

Withdrawn items to be sent to recycling:

1. The Acquisitions Technician will delete the item from Koha. If all the items are to be deleted, the Acquisitions Technician will simultaneously delete the bibliographic record and remove the holdings from OCLC.

2. The Library Clerk or Indexing Technician will remove the charge out card from the withdrawn item. Using the accession number from each charge out card, the Library

Clerk or Indexing Technician will mark through the corresponding item in the accession number book.

3. If the withdrawn item has a shelf list card, the Indexing Technician will also use the charge out card to make needed updates to the shelf list by marking through withdrawn items or removing cards if no items remain.

4. The Library Clerk or Indexing Technician will box up the discarded items and ask the

Chief Librarian to place a work order to have the boxes taken to recycling.

Withdrawn items offered to other Federal Libraries:

1. The Acquisitions Technician will delete the item from Koha. If all the items are to be deleted, the Acquisitions Technician will simultaneously delete the bibliographic record and remove the holdings from OCLC.

2. The Library Clerk or Indexing Technician will remove the charge out card from the withdrawn item. Using the accession number from each charge out card, the Library Clerk or Indexing Technician will mark through the corresponding item in the accession number book.

3. The Library Clerk or Indexing Technician will remove all Library identifying information from each withdrawn item. From the title page the OCLC number, KOHA number and call number will be erased. The card pocket and due date slip will be carefully removed from each item. The accession number will be completely marked through using a black marker. From the outside of the item the call number label or any Library generated label will be removed or marked through with black magic marker.

4. If the withdrawn item has a shelf list card, the Indexing Technician will also use the charge out card to make needed updates to the shelf list card by marking through accession numbers from withdrawn items or removing cards if no items remain.

5. The Library Clerk will create a list of withdrawn items to be offered to other federal libraries using WorldCat. After creating a WorldCat account or logging onto an existing account, the Library Clerk will create lists of withdrawn items by categories such as the following: disaster, EMS, fire, management, and/or miscellaneous. Each list will correspond to one category and a unique box number, for example: disaster box one; EMS box three; fire box two. After completing the lists and boxing the items, the Library Clerk will provide the Chief Librarian with a copy of the lists. The Chief Librarian will then offer the discarded items to other federal libraries via the Federal ListServ. The Chief

Librarian will forward the received requests to the Library Clerk, who will box up the items, which will be sent to the requesting library via the Warehouse. The Library Clerk using acquired expertise will not over pack outgoing boxes. A copy of the list of requested items will be included inside the box or outgoing envelope. Requests involving multiple boxes will be marked as one of two, two of two for example. The Library Clerk will then as the Chief Librarian to place a work order to have the boxes picked up and taken to the

Warehouse for shipping.

5/29/18

RETENTION POLICIES

National fuel gas code handbook TP 758 .N37 year 2006 2 copies; 2009 2 copies; 2012; 2015. There is a

2018 edition.

o One copy of current edition kept in circulation

Liquefied petroleum gases handbook TP 761 .L5 L564 year 2004 2 copies; 2008 2 copies; 2011; 2014. There is a 2017 edition.

Health care facilities handbook

TH 9445 .H7 H434 year 2005 2 copies; 2011 1 copy; 2014 1 copy. There is a

2018 edition.

Fire and life safety in health care facilities TH 9445 .H7 F529 year 2000; 2006 2 copies.

o Keep three 2 copies of the latest 2 editions in Circulation

UL directories Several call numbers

Current editions of all directories in circulation. (Just Fire Resistance Directory is on the self; 2016 current. 2010-2015 also on shelf)

National fire alarm code handbook TH 9271 .N277 year (2016, 2012, 2010, 2007, all 2 copies)

Two copies of current (?) edition kept in circulation

Automatic sprinkler systems handbook TH 9336 .A9 year 2016; 2007, 2010, 2013 all 2 copies

Two copies of current edition kept in circulation

One copy of older editions kept in basement

Location of older editions changed to BASEMENT-REFERENCE-ASK AT CIRCULATION

DESK

Fire prevention code handbook TH 9182 .N47 year MISSING

SFPE handbook of fire protection engineering TH 9210 .S47 year 2008 2 copies; 2002 2 copies. There is a 2016 edition.

Retain five two copies of the current edition in circulation (class reserve)

Factory Mutual approval guide TH 9245 .F32 year 2004 Looks like it is an online database now.

Current edition in REFERENCE

Life safety code handbook TH 9176 .L42 year 2006, 1997, 1994. There is a 2018 edition.

Retain all copies of the last 3 editions in circulation (class reserve)

NFPA inspection manual/Fire and Life Safety Inspection Manual TH 9176 .N48 year 2013, 2002. 2013 is current.

One copy of current edition kept in circulation

NFPA technical committee reports TH 9111 .N277 year, TH 9111 .T255 year 2009-2007, discard 2006?

o Retain three years worth of most current issues in circulation and discard all others

NFPA handbook TH 9115 .N28 no. FPH year current--2008 20th ed 2 copies, 2003, 97, 91, 81, 76, 69 o Two copies of current edition kept in circulation

ASTM standards o Current editions only for standards already in circulation; retain one copy of older editions in basement o Current editions only for standards already in reference; retain one copy of older editions in basement

DOT emergency response guidebook

T 55.3 .H3 E53 year 2016, 2012, 2008 2 copies o One copy of current edition in circulation

Sax’s dangerous properties of industrial materials T 55.3 .H3 S3 year 2012, 2004 o Retain two last editions upstairs; older in circulation; most current in reference o Discard older editions

Brady’s basic/intermediate/paramedic emergency care RC 86.7 .G7 year 2016, 2009, 2012 IG, 2009 WKBK, (1990, 1998, 2006 supp)

RC 86.7 .C522 year 2008

RC 86.7 .B812 year 1997 superceded o Retain in circulation latest editions only of texts and all accompanying IGs, workbooks, SMs etc.

o Discard all copies of older editions

Emergency care and transportation of the sick and injured RC 86.7 .A43 year 2017 11th ed, 7th-10th eds.

o Retain in circulation one copy of latest edition of alls texts and all accompanying AV, IGs, workbooks, SMs etc.

o Discard all copies of older editions

Flammable and combustible liquids handbook KF 3955 .F43 year 2015, 2012, 2009 3 copies. 2018 latest.

Statistical abstract of the United States HA 202 .S797 year 2015, 2012, 2011 Stopped publication.

o Retain most current edition in Reference and two previous editions in circulation o Discard older editions

Crime in the United States/Uniform Crime Reports HV 6787 .A374 year 2011-2015, 2001-2005, 2008-2010. There are 2016 and 2017 editions.

o Retain last 5 years in Reference

Sourcebook of criminal justice statistics HV 6787 .U58 year 1999-2003. Online at https://www.albany.edu/sourcebook/ o Retain last 5 years in Reference

IFSTA manuals o 2 copies of each edition kept in circulation https://www.albany.edu/sourcebook/