Newham Stock policy – (draft)
Contents
Introduction    2
Objectives    2
Legal Obligations    2
Intellectual Freedom    3
Responsibility for Selection    3
Stock Selection Methods    4
Principles of Stock Selection    4
Selection Criteria    5
Stock for Adults    6
Stock for Children and Young People    6
Large Print Stock    6
Audio Visual Stock    7
Community Language Stock    7
Information and Reference Stock    7
Digital Library Offer    7
Newspapers and Periodicals    7
Donations    7
Unsolicited Items    8
Self-Published Books    8
Stock Circulation    9
Stock Maintenance    9
Requests Service    9
Reservations    9
Stock suggestions via Discovery    10
Disposal of Stock    10
Stock security    10
Stock lost or damaged    10
Performance Information    11
Promotion and Marketing    11
Revision of the Newham Library Stock Policy    11
Appendix 1    12
Appendix 2    12

Introduction
Newham Library Service provides a wide range of stock that is relevant to the needs of the community and delivers a value for money service. Based on the borough demographics and performance data from bibliographic tools the libraries will select stock to meet community need. 

Our aim is to support reading for pleasure, literacy, learning and information reflecting the diverse communities in London Borough of Newham and to support the Libraries Connected Universal Library Offers Communities can access the library resources/stock in several ways.

Stock includes both physical stock (printed books, talking books etc.) and digital stock available online (eBooks, eAudiobooks etc.). Newham Library Stock Policy supports the statutory responsibility ‘to provide a comprehensive and efficient library service for all persons desiring to make use thereof’ (Public Library and Museums Act 1964).

The Newham Library Stock Policy sets out the objectives, standards and guidelines relating to the selection, acquisition, management, presentation and disposal of library materials. The library stock policy aims to enable staff and volunteers to manage library stock efficiently and to provide:

‘A range of material that reflects the demography of the area and the policy priorities
agreed for the library service.’ (MLA guidance on the management of controversial
material in public libraries).

Objectives
The objectives of the NEWHAM Libraries Stock Policy are:
•    To focus on the stock being reflective of the borough demographics and the
•    need demonstrated through data performance
•    To develop a coherent and cohesive approach to the selection and
•    development of library stock within NEWHAM Libraries.
•    To ensure a consistent approach to stock management
•    To ensure the efficient and effective use of resources
•    To align the service to the Universal Offers and Reading Well

Legal Obligations
The governing factor in the selection and retention of stock is that such items are
within the law. All decisions regarding stock are made within the following statutory
framework:
•    Children Act 1989
•    Computer Misuse act 1990
•    Copyright, Design and Patents Act 1988
•    Data Protection Act 1998
•    Disability Discrimination Act 2005
•    Equalities Act 2012
•    Freedom of Information Act 2000
•    Human Rights Act 1998
•    Library Charges (England and Wales) Regulations 1991
•    Local Government Act 1999 (2003)
•    Obscene Publications Act 1959 (amended 1964)
•    Protection from Harassment Act 1997
•    Public Libraries and Museums Act 1964
•    Race Relations Act 1976
•    Race Relations (Amendment) Act 2000
•    Sex Discrimination Act 1986
•    Terrorism Act 2006
•    Video Recordings Act 2010
•    General Data Protection Regulation 2018

 

Intellectual Freedom
Within the ability of our budget, our stock will represent all shades of opinion. In fulfilling our legal obligations we accept the statement on censorship produced by CILIP (Chartered Institute for Library and Information Professionals):

CILIP is committed to promoting a society where intellectual activity and
creativity, freedom of expression and debate, and access to information are
encouraged and nurtured as vital elements underpinning individual and
community fulfilment in all aspects of human life. It is the role of a library and
information service that is funded from the public purse to provide, as far as
resources allow, access to all publicly available information, whether factual
or fiction and regardless of media or format, in which its users claim
legitimate interest.

Access should not be restricted on any grounds except that of the law. If
publicly available material has not incurred legal penalties then it should not
be excluded on moral, political, religious, racial or gender grounds, to satisfy
the demands of sectional interest. The legal basis of any restriction on
access should always be stated.
CILIP 2005

We will also take into account the MLA’s 2007 “Guidance on the management
of controversial material in public libraries.”

Responsibility for Selection
All stock will be selected within the guidelines laid down by the Newham Libraries Stock Policy. Day to day responsibility for selection and retention rests with the Library Resources Manager and relevant Stock Development Officers. The Development Officers with responsibility for stock will ensure that stock reflects the needs of the community through analysis of data and through community outreach activities.

Any complaints or disputes, which cannot be resolved locally, will be first responded to by the Library Resources Manager and if issues still remain by the Libraries and Community Assets Manager.
Stock Selection Methods
Newham Libraries are part of the Central Buying Consortium (CBC) - stock purchasing consortium; a contract with over 50 library authorities in the UK; designed to ensure we receive the maximum discounts on stock purchases. Consortium members ensure we get the maximum value for money when buying stock by monitoring the CBC contract. 

Use a range of contracted library suppliers to manage the purchase of our stock selection. This ensures all stock is externally quality checked for content, accuracy and durability and provides books relevant to our users by matching purchasing against our specifications and selection criteria.
Use the World’s leading Evidence Based Stock Management System (EBSMS) to provide evidence to make the best use of our stock, improve circulation and support our action plans as well as providing performance reports to support stock purchasing. 

We will select our stock by a variety of means:
•    Use of performance data via Library Management System (LMS) and Evidence Based Stock Management System (EBSMS) and demographic data to inform selection of adult and children and young people stock.
•    Regular standing orders for adult non-fiction; popular authors, genre fiction, large print stock, audio books and limited reference material.
•    Requests from users for items not already in stock.
•    Local, specialist and independent publishers.
•    Requests by staff which reflect local need.
•    Local publications as selected by the Heritage Service.
•    Community outreach events and activities.
•    Showroom visits and suppliers’ special offers.

We will review all standing orders each year and during the year if a new author becomes apparent.

We will use booksellers’ websites, pre-publication lists, published reviews, prize lists and media promotions to ensure our new stock is comprehensive and representative of current publishing.

Principles of Stock Selection
Our key principles of stock selection are:
•    response to known and anticipated demand through performance data via Library Management System (LMS) and Evidence Based Stock Management System (EBSMS) tools.
•    customer profiling through demographic data for the borough.
•    evidence based stock management, and management information reports from our Library Management System and other bibliographic tools.
•    value for money.

Our primary objective will be to provide an extensive range of titles and resources. We will assess all stock purchased against the perceived needs of the communities served by each library. This includes the provision of material in new formats. We regard every library as part of a network which includes The Library Consortium (TLC) boroughs. Material acquired for any one service point will not be viewed as the sole property of that library, but as a shared resource to be exploited through stock circulation programmes and inter-library lending. We will make as much material as
possible available for loan. However, due to fragility, rarity or cost, some material
may be restricted to use only within a library.

Selection Criteria
Any item purchased for stock will be assessed on the following grounds:
•    Popularity of author, subject or genre (including bestsellers & promotional events).
•    Authority and reputation of the author or publisher in the subject.
•    Under-represented subject area in current stocks.
•    Item provides value for money.
•    Item is part of a series.
•    Potential use of item.
•    Item is new edition, especially in a subject area of rapid change.
•    Item reflects social and cultural diversity.
•    Item reflects local content.
•    Physical presentation is appropriate for library usage.

The following categories of stock will not be purchased:
•    Books written with practice in another country in mind (e.g. teaching children to read in America, Australian nursing manuals, etc).
•    Books with additional and detachable objects which form an integral part of an overall package (except where it is possible to include in the book e.g. cds for language courses & lifelong learning).
•    Items unsuitable in format unless the information they contain is unavailable in any other form.
•    Expensive luxury editions except where of unique local interest.
•    Workbooks primarily intended for use with or by a teacher or intended for individual ownership.
•    Self-published or vanity titles except where the content is of local interest or of local family interest for the Local Studies rooms. If local writers wish to donate a copy of their book we will consider it for adding to stock.
•    Specialist collection material, where a collection is better represented at another institution.
•    Materials found unsuitable due to date of publication, and items in breach of relevant legislation.

 

 

 

 

Stock for Adults
Stock in all libraries will include a range of fiction to meet educational, cultural and leisure needs. Our collections will provide a varied and balanced stock, representative of all types of fiction, designed to satisfy all tastes and levels of reading ability.

Our non-fiction stock will support educational needs, lifelong learning, contribute to personal development and encourage a positive use of leisure time, health and well-being.

We will supply a wide variety of stock covering subjects at a range of interest levels up to and including higher education level. We will stock a selection of higher education texts where their subject is appropriate.

In addition we will supply:
•    Skills for Life/Lifelong learning
•    Resources (books & multimedia resources) to support adults & emergent readers with basic literacy skills
•    ESOL resources

Stock for Children and Young People
We will provide a wide variety of stock for loan and information purposes to satisfy the needs of children and young people, regardless of age, ability or culture. Material will be relevant from birth through teenage years, to suit all levels of reading ability. 

We will provide materials which will:
•    Encourage a love of reading for entertainment and enjoyment
•    Develop language skills and expand vocabulary
•    Extend skills and knowledge
•    Develop an ability to read for information
•    Stimulate imagination and curiosity
•    Develop an understanding of and respect for themselves and other people

Non-fiction stock will support both leisure and study needs. It will reflect and support
the National Curriculum. 

Stock will include separate collections for young people selected according to our general criteria but of particular relevance to teenage culture and interests. The library service does not act in loco parentis and whilst all reasonable efforts will be made to ensure that children and young people do not have access to items of an unsuitable nature, the ultimate responsibility for what children and young people read rests with their parents or guardians.

Large Print Stock
We will provide large print stock to allow access to our services for those unable to read standard print size including the Community Library Service.

Service points will provide an appropriate collection of large print books to meet known or expected patterns of demand. The recommendation is to set up standing orders to circulate the collections based on issues and concentrate collections to display the largest possible selection.

Audio Visual Stock
Collections of spoken word will continue to be maintained including to supply the Community Library Service in order to give access to people who are visually impaired. Standing orders will be put in place for these collections.

Collections of both CDs (language courses) and DVDs in English and community languages are less well used and changing delivery options such as streaming have made the collections of less relevance and no longer self-financing. Therefore we will be reviewing the purchasing of DVDs and CDs, taking account of customer needs and value for money.

Community Language Stock
Materials in community languages will be provided for those whose first language is not English in order to promote cultural and recreational development. Digital services to provide this resource will be sourced.

A selection of stock in some other languages is provided in libraries where local use has been identified. We will endeavour to identify the current usage of these collections and use community profiles to engage with the wider community and purchase stock accordingly, emphasising the top five community languages as identified by the demographic profiles, but reflecting the needs of emergent communities where possible. Community days will support this work.

We use a number of specialist stock suppliers to select community stock and online resources.

Information and Reference Stock
Due to the constant changes in technology, we now purchase and provide most reference materials online, and where feasible will provide quick-access terminals for this information via the People’s Network. Core reference materials such as Greater London Street Atlas, Official DVSA guide to driving and handbooks continue to be provided in book format.

Digital Library Offer
Provision of access to licensed online resources is maintained within available budgets and in line with current demand, local and national initiatives and library-led programmes. Depending on the above it might consist of e-books, e-audiobooks, e-magazines, e-newspapers, reference materials and any other relevant format and category. Subscriptions to online materials are re-evaluated at the time of renewal to ensure that they are still fit for purpose.

Newspapers and Periodicals
We will provide a range of titles for information and leisure, this will be in a digital format, such as online newspaper and periodical services to support a broader range of interests within our budget.

Donations
Newham Libraries does not accept donated stock except those with local interest*.
This avoids the staffing and administrative costs attached to processing donated stock for library use, including creating library catalogue records and adding library stationery, RFID tags and barcodes etc. as well as the costs associated with disposal of unwanted books. If a user wishes to donate items they should consider donating to local charity shops or directly to charities that support local and national good cause

* Books with Local Interest - Newham Libraries may accept self-published and good quality donated books that have significant Newham interest or biographies about individuals who lived in the borough.

If donated books are accepted this will be on the understanding that they become the property of the library service. The conditions on which we accept donations are as follows:

•    Books should be in excellent physical condition, e.g clean, no torn or yellowing pages.
•    Books should be suitable for library use.
•    Staff cannot guarantee that items will be added into stock.
•    Unwanted donations will not be returned to the donor.
•    Unwanted donations will be disposed of appropriately and responsibly.
•    The Libraries and Community Assets Manager’s decision will be final.

The library is unable to accept donations of DVDs or CDs as those sold for private
viewing may not be lent out by a library

Unsolicited Items
We do not purchase items for stock in response to direct solicitations from authors or publishers and will not engage in discussion about any unsolicited material received. We regret we are unable to return unsolicited material, and any received will be disposed of if an item does not meet the relevant criteria.

Self-Published Books
Newham Libraries do not directly accept self-published books except those with local interest (see above). We recognise authors are keen to see their books reach library shelves across the country. In order to do this authors can send full details of titles to the following organisations:

•    BDS - http://www.bdslive.com/page/cip/ 
•    Neilsen Book Data - http://www.nielsenbookdata.co.uk/ 
•    Gardners Books – https://www.gardners.com/Selling-To-Us 

These organisations will provide the unique bibliographical record that stock suppliers, libraries and bookshops use to order. This will allow our supplier’s selectors to assess the title and order if it meets our selection criteria.

Stock Circulation
Stock in good physical condition may be circulated between service points on a regular basis in order to maximise the availability and usage of individual items and ensure that the stock in each library is constantly renewed. We will utilise EBSMS to help us with this circulation.

Stock Maintenance
The maintenance and promotion of stock are key activities underpinning all functions of the library service. It is therefore essential to maintain the currency and physical condition of stock to a high standard. Stock should be user-focused and easily accessible. It should be arranged, placed, displayed and promoted to maximize appeal and access to different users in meeting their needs.

All stock should be edited annually and the stock performance tool used to indicate the withdrawal of stock no longer required.

We will:
• Review condition, range and currency of stock
• Minimise the stock levels not on open access by reviewing the reserve stock
• Keep items of stock in good condition and well used
• Circulate if issues have stopped but the item is in good condition and current / relevant
• Withdraw if in poor condition, out of date, dated appearance, or no longer meets customer needs.
• Consider replacement if non-fiction and part of a series or in demand and still current.

Requests Service
We will provide a request service to provide equal access to the lending stock of all
our libraries to all customers. The service will also provide access to items which do
not form part of local stock through purchase or by borrowing through The Libraries
Consortium. Newham Libraries are part of TLC and as such can reserve stock
through the shared TLC library catalogue.

Reservations
We only purchase items that are:
•    Reserved by London Borough of Newham library users.
•    Not available from London Borough of Newham Library Service or The Library Consortium (TLC) members.
•    In-Print and available from our contracted suppliers.
•    Cost no more than £25 to purchase.
 
We do not purchase items that are:
•    Reserved by non- London Borough of Newham library users.
•    Available from London Borough of Newham or (TLC) libraries.
•    Not In-Print and/or not available from our contracted suppliers.
•    Cost more than £25.
 

Stock suggestions via Discovery
We may purchase items:
•    Suggested by London Borough of Newham library users.
•    Not available from London Borough of Newham Library Service or The Library Consortium (TLC) members.
•    In-Print and available from our contracted suppliers.
•    Cost less than £25.
•    Listed as understocked in CollectionHQ (cHQ) Author or Subject reports for London Borough of Newham.
 
We do not purchase items:
•    Suggested by non- London Borough of Newham library users.
•    Available from London Borough of Newham or (TLC) members.
•    Not In-Print and/or not available from our contracted suppliers.
•    Cost more than £25.
•    Not listed as understocked in CollectionHQ (cHQ) Author or Subject reports for Newham Libraries.

We will accept requests for audio-visual items when they are available within London Borough of Newham libraries. We will not normally pursue requests for these items through the inter-library loan network, except for audio books for visually impaired customers.

Disposal of Stock
Items identified as redundant to stock on condition, currency or by other criteria suggested by evidence-based stock management will be withdrawn. Disposal of unwanted items will be through commercial companies, who will resell on a commission basis, or through book sales in branches.
We are committed to disposing of such stock in an environmentally responsible manner.

The content of some items, especially those of a religious nature, demands that their disposal should be undertaken in a sensitive manner and these will be treated appropriately. Local or national book dealers may be contacted where withdrawn items are considered to be of significant value.

Stock security
Security systems will be installed where appropriate and within the limitations of the budgets. Some special collections (such as local history library collections) might require specific storage conditions and therefore direct public access to them may not be possible.

Stock lost or damaged
It is the responsibility of a borrower (or their guardian) to return or renew items at the end of the lending period. Failure to do so may result in the accumulation of fines on the customer’s library account, preventing any further loans until the items are returned and fines paid or the costs of replacement are paid. Cost of replacement is determined by the library staff for every individual item lost or damaged.

Performance Information
Newham Libraries aims to make the most effective and efficient use of stock. The service measures the effectiveness of its stock management activities through a number of performance indicators. 

These are:
•    User satisfaction levels for the range of stock available (obtained from the Public Library User Surveys for children and adults).
•    The number of ‘new to library’ titles added to each service point each year.
•    Number of items added to stock per 1000 population each year.
•    The percentage of the library’s stock out on loan (volumes in circulation).
•    The length of time it would take to replace all items in stock (replenishment rate).
•    Evidence-based stock management systems and LMS reports The information is provided through the Library Management System, performance tool, and monitoring by staff.

Promotion and Marketing
We will promote our stock to library customers and to the wider public in order to:

•    Encourage library membership and use.
•    Bring as wide a range of stock as possible to the attention of each customer.
•    Provide advice and guidance to individual customers in their reading choices.
•    Maximise the usage of stock.
•    Encourage diverse reading habits.
•    Support national and regional campaigns.
•    Improve literacy.
•    To comply with the priorities of the London Borough of Newham.

We will present our stock in an attractive and accessible way with regular displays to maintain interest and stimulate use.

•    We will promote our stock by a variety of means, for example visits by authors and other promotional events, displays in other locations, media coverage and talks by library staff to groups. 
•    We will provide facilities, promote and support reading groups within our libraries.
•    We will provide training to library staff to facilitate the promotion of library materials.

Revision of the Newham Library Stock Policy
We will review the contents of the Newham Library Stock Policy annually, taking into account the views of library users and staff, as well as developments at a national and London level.

 

Appendix 1
Stock maintenance process (damaged stock)

•    Frontline staff identify an item that is not fit to remain on shelves. This may be due to scribble, being torn, being dirty or too tatty, missing pages, broken binding, severely yellowed pages etc.
•    Frontline staff to withdraw the item by issuing to the borrower “DISCARDNH”.
•    Frontline staff to check the item history and other copies in Newham. If it is deemed to be worth replacing, add to the stock suggestions list.
•    The Stock and Reader Development Officer: Stock and Resources to decide whether to purchase a new copy of the item and order as needed. Action taken will be noted on the stock suggestions list.

Appendix 2
Stock withdrawal process (dead stock)
•    Dead stock is stock that has not been borrowed for an extended period of  time. CollectionHQ is used to identify items, and stock is currently classed by CHQ as dead if it has not issued in the past 12 months. However, we can set parameters to increase this length of time according to the stock category and branch.
•     The Development Officer: Stock and Resources will regularly send branches dead stock lists with instructions on items to mark as missing, withdrawn or to send for re-allocation to another branch. These lists may have been modified by the DO to omit certain items which may not issue well but we may want to be keep for stock, e.g. dual language children’s items.
•    Frontline staff can use these lists as a guide for withdrawing stock and therefore ensuring our collections are well-used and relevant. They are not prescriptive and colleagues are able to judge for themselves if they wish to keep in stock any items identified as dead.
•    Items listed that are not found on the shelf should be issued to “MISSINGNG” and items to be withdrawn should be issued to “DISCARDNH”