A. Introduction

The Greenblatt Library provides services and resources necessary to meet the information needs of the university mission. A collection management program analyzes and assesses data to organize and direct the processes of acquiring and providing access to materials and content, integrating them into coherent collections, and managing growth and maintenance. Such a program is an integral part of the library's plan for providing necessary access to information resources to its community.

B. Responsibilities

C. Selection Criteria

Circulating Books - general texts providing an overview and monographs providing in-depth information on health care and related topics

Reference Books - directories, statistics and other resources, and recent encyclopedic medical texts which provide factual data, with a focus on the health sciences and Georgia. Directories and similar resources are collected in print to provide a permanent record of retrospective information or a “snapshot in time”

Indexes and abstracts - electronic databases are acquired; print indexes and abstracts are retained for retrospective material, primarily pre-2000 and for material not available electronically in our library

Current Journals - primarily electronic; print is collected for core, heavily used titles, and titles that do not meet criteria for electronic access

Bound Journals - completed print volumes are bound to provide back files, reduce wear, reduce loss, simplify handling and shelving, and to protect the integrity of the volume

Microforms - a small collection of journal titles and government documents is maintained; a small number of historical collections are added for preservation purposes

Audiovisual - small collection of videotapes, audiotapes, and slides are collected to supplement the print resources

Leisure - small collection of fiction and non-fiction popular books, magazines, and newspapers

Theses & Dissertations - two copies of all MCG student theses and dissertations are provided by the student as required by the School of Graduate Studies; one circulates and the other is archived.

Office collection - a small number of print items, mostly in field of librarianship, for use within a library department. Exact location information is found in the cataloguer's notes

Historical and archival collections - institutional and local medical history, rare books, manuscripts, artifacts, and archival material. (See Appendix D)

Electronic collections - electronic books, journals, databases, and other emerging forms of electronic content delivery

• content within the mission of the institution
• multi-disciplinary content preferred
• publisher-provided data to enable content comparison of products
• free trial
• publisher-provided usage statistics, preferably COUNTER-compliant
• price based on or negotiable for size of the institution
• proven, successful publishing record of publisher
• site license for all of campus and hospitals and clinics
• available off campus
• in house use for all walk-ins
• preferred maintenance on publisher server
• archival access in some form

• significant portion of the content within the mission of the institution
• multi-disciplinary institutional content preferred
• costs based on mission related content when package content is broader than mission
• institutional use statistics, preferably COUNTER-compliant
• cost-savings or other benefits from consortial arrangement
• site license for all of campus and hospitals and clinics
• available off campus
• in house use for all walk-ins
• priority to GETSM, CONBLS, MLA consortium offerings and GALILEO when in-scope

Electronic format is the format of choice for journals. Print materials are purchased for ease of use, cost savings, certain kinds of content, and when not feasible via electronic format. (See Section E. Electronic Resources.)

D. Reference Material

The reference collection is a small, current collection of print materials that provide quick easy access to factual or encyclopedic health sciences information and Georgia data.

Generally, materials should not be older than 5 years. Exceptions: Materials such as directories and other online sources with only current information should be purchased in print and retained to provide retrospective information or a “snapshot in time” for older information not kept online (e.g. Georgia County Guides, directories for previous years not available online)

A few core encyclopedic texts should be purchased both in print and electronically.

Lesser-used, more expensive resources may be purchased every few years rather than annually.

Weeding should take place continually, but at least annually to ensure resources are current. Weeded material may go in the circulating, serial, or historical collections if appropriate, or will be discarded.

Encyclopedic, core textbooks (e.g. Harrison's, Joslin's) - the most recent and only one or two in each discipline

Dictionaries, including a few general and foreign languages

Drug information

Handbooks

Statistical sources, including U.S. demographic information and Georgia information at the city and county level

Directories, including previous years

General almanacs

Serial works (e.g. USP DI) - some may be transferred to bound journal collection after 5 years

Encyclopedias are generally not collected.

E. Electronic Resources

Electronic is the format of choice for journals. Selected print journals are collected for core, heavily used titles, and titles that do not meet criteria for online purchases or licensing (see above).

Duplication of resources should be minimized. Duplication may occur when online + print deals are chosen to add core print titles at a small additional cost, or may occur involuntarily when titles overlap from different aggregators.

Bundled journal packages are evaluated for their overall value to our mission and are compared to getting specific titles individually

• all primary users of the Library, including faculty, staff, and students of MCG and MCGHI
• on-site visitors to the library
• access for primary users by IP address and proxy server access with proper authentication. In some cases, a username/password access is acceptable if the information can be posted on an Intranet controlled web page or otherwise shared exclusively with primary users
• site licensing based on relevant FTE users, simultaneous users, or number of seats
• provision of monthly COUNTER compliant statistics
• perpetual access to the information, with archival responsibility clearly stated
• scholarly sharing within the fair use guidelines of the U.S. Copyright Law

F. Demonstration of New Products

G. Cooperative Resource Sharing

H. Donations/Gifts

I. Weeding

Items evaluated and retained contain standardized printed notes on the first page in the book for the reason of retention (Reshelve or Keep). Such notes refer to Historical, Equipment, Classic author or title, first editions, and MCG author copy and other criteria. (See Appendix C)

Bibliography

Appendices

Appendix B
Consortia Memberships

GETSM - a Georgia University System consortium of five Research institutions: University of Georgia, Emory University, Georgia Tech, Georgia State University and the Medical College of Georgia.
GALILEO - the statewide consortium of Georgia University System university libraries.
SOLINET - the Southeastern Library Network serves libraries and their communities, and is the southeastern affiliate of OCLC.
CONBLS - Consortium of Biomedical Libraries of the South, which includes 18 academic health centers in Alabama, Florida, Georgia, Mississippi, Puerto Rico, South Carolina and Tennessee.
NNLM/SEA - National Network of Libraries of Medicine, Southeastern/Atlantic Region

Appendix C
Weeding Criteria

Retain
MCG authors
Atlases
Monographs with special color photos or illustrations
Monographs with photos of older equipment
Monographs on history or that have a chapter/s on history of a particular subject, field, technique, therapy, etc.
Monographs on genetics (should be carefully reviewed)
Monographs concerning controversial social subjects (i.e. euthanasia, abortion, homosexuality and AIDS, human experimentation, women's rights, etc.), and especially items that particularly illuminate the social history of the time
Monographs on unusual or unique subject matter or diseases/conditions that have historical significance (i.e. Legionnaires Disease, TB, polio, smallpox. etc.)
Monographs that have had frequent circulation (by various criteria)
Some classic texts as “snapshots in time
First editions
Classic authors in the field (i.e.Theodore Reik)
Items from periods of time known to be significant in that field

Evaluate
Items with Georgia authors
Books that are part of a series or volume set (i.e. Progress in Brain Research). These need to be searched in catalog to ascertain if we have others in the series and to determine if subject matter warrants retention.

Discard
Items that are worn and in poor condition (pages falling out, spine broken, etc)
Elderly texts that have been updated in our collection (8-10 years or older),
serial editions of textbooks
Monographs older than 8-10 years for which there is newer, better material in the collection unless the seminal work is significant
Duplicates; choose the best condition

Appendix D
Historical Collections and Archives Collection Guidelines

Historical Collections and Archives (HCA) of the Robert B. Greenblatt, MD Library is committed to acquiring, organizing, preserving, and making available historical collections related to the Medical College of Georgia (MCG) and the history of the health sciences. Historical Collections and Archives is dedicated to delivering quality service in support of historical and institutional research to MCG affiliates, health science professionals, and the community.

II. Types of Programs Supported by the Collections

Research: HCA includes manuscripts, books, printed materials, visual art materials, and miscellaneous items. In these areas the quality, depth and level of collecting reflects the function of the mission of the Historical Collections and Archives and its unique position within the research community to collect the MCG history. The archive collections seek to provide a comprehensive level of information on the history of the MCG. Coverage includes materials from 1828 to the present, which reflects the social, economic, and educational growth of the institution. The collections encompass a research level of information to the following subject areas: 19th century medicine, early 20th century medicine, United States Civil War medicine, medical illustration atlases, and the history of health professions including Dentistry, Medicine, and Nursing. HCA maintains printed materials, press releases, and pamphlets covering a wide variety of topics and subjects on the MCG and health professions. The museum collections include paintings, anatomical models, medical equipment, specimens, and photographs relating to the history of the school.

Outreach: The collections provide the foundation for outreach activities to further awareness, development, and use of its collections. This outreach program includes presentations, tours, exhibits, and brochures.

Publication: For the purpose of furthering collection development, Historical Collections and Archives will provide brochures and web sites about the collections. The archivist writes articles for the Library newsletter and promotes collections through campus media.

III. Clientele served by the Collections

Regularly clientele include scholars, faculty, students, MCG administrators and staff, donors and the general public. Persons wishing to use collections must complete the researcher form and present identification.

IV. Acquisitions

Decisions about what to accession reside with the Archivist. Unless otherwise arranged and spelled out in writing, all materials accessioned for HCA will be considered as donations and the sole property of the Medical College of Georgia.

Items donated will be placed in the following categories:

Museum - Artifacts such as surgical/medical instruments; laboratory apparatus; pathological specimens; anatomical models and figurines; prosthetic devices; medicines, medicine bottles, medical trade cards, and advertisements; all promotional material that were designed originally to supplement and inform a three dimensional object or objects for which they were created. Other non-medical artifacts include class rings, portraits, diplomas, awards, pins, class notebooks, caps, medical uniforms, graduation memorabilia, etc.

Library - Books, journals, pamphlets, or other published/printed materials

Archives - Manuscripts, letters, memos, photographs, scrapbooks, original institutional records, ledgers, audio-visual, university publications, etc.

V. Priorities and Limitations of the Collections

Materials are collected as deemed pertinent to the history of the health sciences. With priority holdings in the great classics of medicine, a specific goal is to collect materials relating to Georgia and Southern medicine. Other interests include the development of medicine and its allied health professions at the local, state, and national levels, especially but not exclusively those predating 1950. Areas targeted for development include historical materials relating to one or more medical specialty or fields of growing importance such as human genetics, bio-ethics, etc.

Collections Strengths
The strengths of the collections are in nineteenth and early twentieth century medical and surgical books.

Areas of collection development
Needs of the collection are in the areas of nineteenth and twentieth century history relating to allied health science professions, dentistry, and nursing.

Subject areas collected and level of collecting
Exhaustive-to collect all of the documentation relating to the field
Complementary- to collect at a level to complement existing documentation

• History of Medical College of Georgia (exhaustive)
• History of US Medicine prior to 1950 (complementary)
• History of Dentistry (complementary)
• History of Nursing (complementary)
• History of Allied Health Sciences (complementary)
• Augusta Medical Professions (complementary)
• Georgia Health Professions (complementary)

Chronological Periods Collected
Primarily 19th and 20th century

Geographic Areas Collected
Georgia and United States Southeast

Languages Collected
Primarily English Language

Forms of Materials Collected
Historical Collections and Archives accept documentation in all of the common 20th century formats, including photographs, audio-visual materials, print documents, electronic records, and three-dimensional artifacts.

Exclusions
Historical Collections and Archives do not collect academic transcripts, student records, and patient records.

VI. Cooperative Agreements:
Other collecting institutions in the Augusta community are recognized and respected through appropriate referrals.

VII. Resource Sharing:
Historical Collections and Archives participates in resource sharing with other institutions when sharing benefits researchers and when the terms and circumstances are favorable to Historical Collections and Archives. Resources shared may include duplicate and extraneous materials from collections; copies of materials from collections; and electronic version of finding aids, collections, and artifacts.

VIII. Statement of Deaccessioning Guidelines
Materials that do not reflect Historical Collections and Archives' collecting areas, duplicates of existing holdings, relate to subjects that are no longer a priority of Historical Collections and Archives, or are judged to be of no enduring value may be deaccessioned. Deaccessioned materials may be offered to the donor or donor's family, offered to other more appropriate institutions, transferred to other departments of MCG, or disposed of in accordance with state and federal law.

VIII. Procedures Affecting Collecting Guidelines and Its Expedition