Contents
The purpose of this collection development policy is to clearly outline the process by which information resources are selected for the Anglo-Australian Observatory (AAO) library at Epping and the telescope libraries on Siding Spring Mountain (AAT and Schmidt branch libraries). This policy is designed to be used by the librarian in charge of the collection and by administrators, library users, cooperative institutions, funding authorities in their assessment of the collection and its place in the national collection of astronomy and related resources.
It is hoped that this document will be useful as an introduction to the collection for new staff, as a means of communication between administrators and users and as a foundation for the allocation of the annual budget for the future acquisition of resources.
2. Historical Background to the library of the Anglo-Australian Observatory.
The AAO is a bi-national authority mutually funded by the British and Australian governments as set out in the Anglo-Australian Telescope Agreement Act of 1970. The agreement is in force for a period of 25 years "unless previously terminated by the agreement of both Contracting Parties.'' See article 24 of the AATB Act. The telescope began operation in 1974.
The AAO was most fortunate in acquiring the Radcliffe Observatory collection formerly of Pretoria, South Africa and Oxford, England. This valuable collection became the foundation library for the new observatory in 1974 and was purchased at the cost of 25,000 pounds stg The collection consisted of long runs of basic reference journals and observatory publications in the field of astronomy as well as a monographs of current and historical interest. There were a large number of star charts and catalogues as well as observatory publications all of which were vital to the operations of the new observatory.
Some correspondence regarding the history and purchase of the Radcliffe collection is kept in the Reports File (end of the scientific papers collection).
3. Objectives of the Anglo-Australian Observatory Libraries.
The objectives or purpose of the AAO library collection:
4. Clientele served.
The libraries of the AAO exist to serve all staff including: scientists, engineers, technicians, programmers, and administrative staff at the Epping site and on Siding Spring Mountain Coonabarabran. The library is used by not only the AAO staff but also by visiting scientists, university lecturers, amateur astronomers, interested members of the public who are involved in the promotion of astronomy either privately or by the media and students of the physical sciences at local and international universities.
5. Staff of the AAO Libraries.
The AAO library is maintained by one professional library staff member who may from time to time be supported by a part time library technician or clerk. There is no librarian on duty at the telescope libraries. The librarian visits the branch libraries approximately every three months to update the database, the current displays, pack or return a consignment of binding, and for general library maintenance. The visit is also to communicate with library users on their information needs.
6. Access to the AAO libraries.
6a Hours: The AAO libraries are available to staff members seven days a week and with unrestricted hours (twenty four hours a day). Outside library users are welcome to use the library within business hours or outside business hours if they are telescope users and/or on official business. The librarian works normal business hours or will be available outside those hours by prior arrangement if required. The branch libraries at the Observatory are available at all times for staff and visitors on official business.
6b Catalogues: The AAO library catalogue is maintained on the library's PC. There is a search engine on the library's web page, and books can be searched for by author, title or keyword.
6c Loans: All staff are allowed to borrow items from the AAO libraries except for certain reference resources such as bound journals, star atlases and catalogues and basic texts from the reference collection. A legible loan record must be completed for the librarian to maintain circulation records. Quarterly reminders are sent out to borrowers. There is a reciprocal agreement between the AAO library and the CSIRO Division of Radiophysics library for staff to borrow from the other library and preserving the rules and regulations associated with the loan of material.
Inter-library loans from other libraries are arranged for staff members when necessary.
7. Budget
The budget for the AAO libraries has been traditionally determined by the Executive Officer within the limitations of the budget for the whole of the AAO as allocated by the AATB and determined by financial and economic trends. It is the responsibility of the librarian to ensure that the library budget is allocated appropriately and to alert the Library Committee of problems associated with any shortfall when resources are needed/requested.
8. Selection criteria
Selection of materials in all formats for the AAO libraries is by the library committee and staff recommendation. Several astronomers, an engineer and the librarian comprise the Library Committee for selection of resources relevant to the needs of the current scientific staff, although other scientists are encouraged to participate in the selection process. Heads of all other departments make their choice according to the current needs of the projects in hand. The AAO librarian is freely available to suggest and recommend resources which are appropriate or where there is perceived a need but which has not been identified by other personnel.
9. Sources of Supply and Major Selection tools.
Staff members are circulated relevant publisher flyers and library accession lists. Notice of important resources come by recommendation, reviews cited in journals and visits to book shops. Some items are obtained by mutual exchange (from other observatories), gifts or donations by authors and/or by standing orders for relevant monographs series e.g. IAU Symposia and ASP Conference series.
10. Subject Areas
The main subject areas collected by the AAO library are:
Astronomy will continue to be the main area of focus of the AAO
library collection, but as increasing emphasis is placed on instrumentation,
other related areas will need better coverage. Areas which will need greater
emphasis in the next few years include:
10a. Language
The AAO libraries collect information resources primarily in the English language however some resources come usually via mutual exchange or as gifts from other observatories in a number of foreign languages. The Radcliffe collection has a large component of texts in various languages.
11. Special collections
Apart from the historical Radcliffe collection the AAO library maintains a collection of scientific manuscripts of papers submitted for publication by AAO staff (current and previous employed) and astronomers external to the organisation but who have had time on the telescopes. This collection is an historical archive of work done by AAO scientists and provides information for the bibliography in the annual report presented to parliament.
Another special collection is held in the telescope library at Siding Spring Observatory. It is the Australiana collection for the interest of visiting astronomers. The Australiana collection is made up of a number of titles which reflect the historical, cultural and biological makeup of Australia and its peoples. As well as this collection a small amount of tourist information is available at both sites for the use of international visitors. The Australiana collection and tourist information is collected at the discretion of the librarian and with the help of staff donations.
12. Limitations
Whilst the subject areas may indicate broad categories it is not intended that the AAO purchase at all levels and as much as finances will permit in each area. Resources are acquired as determined by the current needs of the library users, cost, and according to the cooperative arrangement with other astronomy libraries e.g. journal titles. The AAO library as an organisation involved in front line research and instrumentation must reflect the current needs of practising astronomers and engineers and therefore is not so concerned with collecting historical resources. The historical perspective is well catered for by overseas astronomical institutions. However historical material associated with Australian astronomical research may be appropriate as part of the collection.
13. Cooperative arrangements with other libraries.
The AAO library, the CSIRO Division of Radiophysics Library and the Australian National University library at Mount Stromlo have a cooperative arrangement for the purchase or cancellation of journal titles. Each library must before cancellation, in particular, check with the other major astronomy libraries listed above. It has been agreed that at least one of the libraries will keep a title if no other library in Australia has it. On the other hand if a new title relevant to astronomers is announced, then where budgets are finely balanced, one of the libraries may agree to take the new title so it is at least available within Australia. In this way some rationalisation of journals is at least feasible.
Monograph selection is not so clearly defined. Each astronomy library collects according to the needs of their users. CSIRO Radiophysics is more likely to collect heavily in the area of radio astronomy and so some rationalisation is possible there. Mount Stromlo library must cater for the needs of the students of the ANU and therefore may collect more broadly and at a different level of scholarship than the AAO. Some rationalisation may therefore be possible for the AAO libraries when this is taken into consideration.
14. Preservation and Archiving Activity
The AAO librarian will undertake to care and protect all library resources within the physical constraints of the library and the financial resources available. Binding is done on a regular basis and repair and/or restoration of some existing titles is considered a necessary part of the care of the library materials. From 1994-95 some money has been allocated for the Radcliffe collection.
With the advent of electronic format the AAO librarian should endeavour to ensure that a copy is maintained as an online resource or a hardcopy whichever is more practical and appropriate. On the library's web page there are a number of links to electronic resources. See also item 13 regarding cooperative arrangements with other libraries.
15. Weeding of outdated materials.
From time to time some of the more popular/commercial journals are weeded from the collection. The contents of these journals are usually time dated, determined by the staff who use them. Three to five years of some titles is all that is required by this institution.
The AAO libraries receive a large number of preprints from other astronomical institutions. Preprint material is held for two years only and then it is sent to the paper recyclers. Most preprints should be in press by the end of two years. Where observatory publications are part of a series then they are kept indefinitely e.g. Radcliffe observatory publication titles.
Staff should be notified of any plans to rationalise/weed journals or observatory publications. Where shelf space is becoming restrictive then some arrangement should be made to offer unwanted titles to other libraries, locally or internationally via the astronomy librarians network. It should be determined that at least one other institution within Australia is still taking the title/s in question.
16. Review of the Collection Development policy.
The collection development policy should be reviewed every three to
five years.