Collection Management Procedures

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Library Management Department
Collection Management Procedures
ProceduresManual_CM_PRO_V1.01
December 2024

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Department Library Management Approval Date 2022/11/23
Reference ProceduresManual_CM_PRO_V1.01 Revision Date 2026/11/12
Document name Collection Management Procedures Document owner Head of LIB
Table of Contents
1. PROCUEDURE MANUAL STATEMENT ................................................................................................................ 3
2. OBJECTIVES ........................................................................................................................................................ 3
3. SCOPE ................................................................................................................................................................. 3
4. COLLECTION MANAGEMENT PROCEDURE ......................................................................................................... 3
4.1. Ranking of Collection Development Objectives ........................................................................................ 3
4.2 Acquisition of Library Materials ................................................................................................................ 3
4.3 Selection, Retention and Preservation of Library Materials...................................................................... 4
4.4 Cataloguing, Classification and Promotion of Library Materials ............................................................... 5
5. DEFINITIONS....................................................................................................................................................... 5
6. REFERENCE(S) AND RELATED DOUCMENT(S)..................................................................................................... 6
7. DOCUMENT CONTROL INFORMATION .............................................................................................................. 6

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Department Library Management Approval Date 2022/11/23
Reference ProceduresManual_CM_PRO_V1.01 Revision Date 2026/11/12
Document name Collection Management Procedures Document owner Head of LIB
PROCUEDURE MANUAL STATEMENT
This document provides detailed information on the procedures for the development and management of the print
and electronic content resources of MBZUAI Library.
OBJECTIVES
This procedure:
1. Describes standards and criteria that instruct selection, maintenance, and preservation of the library’s
collections.
2. Describes roles, workflows, and responsibilities in the development and stewardship of the collections.
SCOPE
This procedure operationalizes the selection, acquisition, stewardship, preservation, and promotion of MBZUAI
Library collections and guides library staff, engages, and informs MBZUAI academic and administrative staff
accordingly.
COLLECTION MANAGEMENT PROCEDURE
4.1. Ranking of Collection Development Objectives
4.1.1 Collection development objectives are ranked, and materials are selected in order of priority, and seek
to optimize budget allocations:
i. Support all courses and programs offered at MBZUAI by providing a range of varied, diverse,
and relevant scholarly materials.
ii. Provide adequate resources to assist faculty in their teaching and research-related functions.
iii. Support access to copies of required scholarly books for all courses, and as available for
acquisition by the library.
iv. Provide career and continuing education resources in support of the professional
development and role delivery requirements of the MBZUAI community.
v. Provide general interest material for the overall enrichment of the MBZUAI community.
4.2 Acquisition of Library Materials
4.2.1 Acquisition of library resources is managed through the MBZUAI library materials budget in
consultation with MBZUAI Procurement and Finance departments, and is used to purchase materials,
housed or accessible through the library’s license agreements, and available to all members of the
MBZUAI community.
4.2.2 All members of the MBZUAI community are invited to submit title recommendations through the
MBZUAI Library eServices platform, by email and through curriculum development forums.

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Department Library Management Approval Date 2022/11/23
Reference ProceduresManual_CM_PRO_V1.01 Revision Date 2026/11/12
Document name Collection Management Procedures Document owner Head of LIB
4.2.3 Resource choices will be reviewed by the Head of Library Management in consultation with faculty, and
chair of departments.
4.2.4 The collection development plan should be prepared ahead of time, while preparing for the new fiscal
year. The budget should reflect the items on the collection development plan.
4.2.5 Transformative agreements for subscriptions, as available and deemed of value, are pursued with the
appropriate publishers and in consultation with MBZUAI stakeholders.
4.2.6 Library resource acquisition models that support a “just-in-time” approach are preferred to a “just-in-
case” model of content acquisition, and if available, are pursued in consultation with MBZUAI
Procurement and Finance departments. Demand-driven acquisition, including rush orders, and open
purchase orders are mediated by the library and according to fund allocations.
4.2.7 The library pursues and supports consortia models of acquisition as available, and in consultation with
MBZUAI administrative head.
4.3 Selection, Retention and Preservation of Library Materials
4.3.1 The library acquires scholarly materials in the most appropriate formats for meeting the
research and curriculum needs of programs and courses.
4.3.2 Criteria for the evaluation of resources include content and format assessments and are
described in the Technical Services Manual.
4.3.3 Relevant criteria used in the evaluation of the library’s purchased and subscribed content is
used in the curation and promotion of open access sources.
4.3.4 Gifts and donations that support collection development objectives, undergo a format
assessment, and are catalogued and promoted according to the library’s practices. Donors are
encouraged to submit their lists for consideration to the Head of Library Management before
delivering materials to the library.
4.3.5 Criteria for renewing subscriptions includes usage reporting, and statistics from the Library
Management System, and is conducted in advance of the renewal date and throughout the year.
4.3.6 Electronic resources are preferred where available but require additional assessment, including
an assessment of licensing agreements in consultation with General Counsel, and as described in
the Technical Services Manual.
4.3.7 The Vice President of Corporate Services in consultation with MBZUAI legal department approves
and signs the licenses. Some order forms or brief agreements, and as determined by MBZUAI
Procurement, are signed by the Head of Library.
4.3.8 Duplication of resources is not supported unless there is a sustained demand for the title, the title
supports higher ranked collection development objectives, and has a lasting value for research,
teaching, and learning.
4.3.9 The library maintains a limited textbook collection (print or electronic) to support faculty
teaching needs (faculty course materials collection). Textbooks lists are obtained from the course
syllabi and making these textbooks and references available to the students is an exercise that is
done two months before the beginning of every semester. Additional copies of print textbooks

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Department Library Management Approval Date 2022/11/23
Reference ProceduresManual_CM_PRO_V1.01 Revision Date 2026/11/12
Document name Collection Management Procedures Document owner Head of LIB
may be purchased to support shared access for students and mitigate textbook rental costs
where appropriate. These resources are made available to students through the Course Reserve
collection.
Deselections/deaccessioning or weeding is an integral part of collection development and
ensures the ongoing relevancy, currency of the collections, and optimizes available physical
shelving space. Deselections are conducted in consultation with faculty and under the
supervision of MBZUAI Facilities. Criteria for deselection is described in the Technical Services
Manual.
4.3.10 Assets control systems (including RFID) are used to manage the movement of physical library
items and prevent the removal of resources without prior authorisation. Incidents may be self-
corrected by patrons or may require library staff intervention to resolve. Library staff may defer
to Campus Security should they require further support.
4.4 Cataloguing, Classification and Promotion of Library Materials
4.4.1 Cataloguing and classification of MBZUAI library collections follow international standards and library
resources are catalogued using AACR2, RDA and MARC21 standards, and are classified according to the LCC
and LCSH systems
4.4.2 The appearance and content of online library platforms should meet MBZUAI academic and brand criteria
and is designed in consultation with MBZUAI Communications department.
4.4.3 Training in the use of tools, standards and platforms for collection management are identified, promoted,
reviewed, and may be recommended in performance evaluation cycles.
4.4.4 The utilization of library services platforms, content management systems, professional tools, and specific to
MBZUAI workflows and requirements, are described in the Technical Services Manual, and other guidelines
as appropriate, and reviewed, and updated as required.
DEFINITIONS
Terminology Definition
AACR2
Anglo-American Cataloguing Rules Second Edition - Standardized rules
for cataloging various types of library materials published in association by
the American Library Association and the Library Association (UK)
LCC
Library of Congress Classification System -
A system of classifying books and other library materials developed and
maintained by the Library of Congress. Arranges human knowledge in
broad categories using an alphanumeric code. Used in academic and
research library to support greater specialization in subject areas.
LCSH
Library of Congress Subject Headings -
A alphabetic list of controlled vocabulary created by the Library of
Congress and used to assign subject headings to facilitate consistent
discoverability of information content of library materials.

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Department Library Management Approval Date 2022/11/23
Reference ProceduresManual_CM_PRO_V1.01 Revision Date 2026/11/12
Document name Collection Management Procedures Document owner Head of LIB
Library Services Platforms (LSP)
A selection of automated library systems that supplement traditional
integrated library systems and include services for electronic resource
management, digital repository management, document delivery
services, etc.
MARC21 Machine-Readable Cataloging 21 -
An international standard digital format for the description of
bibliographic items. The MARC 21 standards also includes formats for
authority records, holdings, records and classification schedules.
RDA Resource Description and Access – a set of content standards for
cataloguing library materials based on international standards and
developed by the International Federation of Library Associations.
Standards supplement and can replace AACR2
Scholarly book (materials) A scholarly book in the publishing industry should fulfill certain
criteria, including: written in a scholarly style, about a specialized
subject, aimed at a relatively narrow, clearly defined market segment,
usually published by a university press or the publishing arm of a
scholarly society, reviewed mainly in scholarly journals, and indexed,
with a bibliography or list of references for further reading at the end.
Textbook An edition of a book intended for the use of students enrolled in a
course of study and preparing for an examination. Textbooks
generally have a shorter lifecycle than scholarly books.
REFERENCE(S) AND RELATED DOUCMENT(S)
N/A
DOCUMENT CONTROL INFORMATION
Version
number File Name Responsible
Role Comments Date of
change
V01.01 ProceduresManual_CM_PRO_V1.01 Minor changes 2024-12-12
Approval List
Approval List: ProceduresManual_CM_PRO_V1.01
Sequence
Number Sequence Roles Responsible Role Comments Date
1 Policy Owner Reviewer Initiator 2024-12-12
2 Department Director Endorse n/a minor change Endorsed 2022-11-23