Collection Depth Indicators

The collection depth indicators are numerical values that are used to describe a library's collecting activity levels and goals. They are used to characterize three different aspects of collection management at the division, category and subject levels: current collection level (CL), acquisition commitment (AC), and collection goal (GL). The definitions of these codes or collection depth indicators were revised in 1996 and 1997 under the auspices of the Research Libraries Group, the Association of Research Libraries and WLN. More than 30 active conspectus users from the United States and other countries worked together to update the original language in a way that would improve the use of the definitions while neither diminishing nor changing the sense of codes applied during previous assessments.

The revised definitions are intended to apply uniformly to all subjects. They reflect the changing nature of collections in an electronic environment with access in addition to ownership as a viable option. Additionally, these collection depth indicators address nonprint formats. Development of supplemental guidelines is also appropriate to communicate meanings within particular subjects, for example, fiction, architecture, or chemistry.

Nonprint Inclusion

Some topics require information in visual, aural and other nonprint formats, whether at the basic level or beyond. Such topics include, but are not limited to, dance, music, and the other performing arts. To determine the appropriate collection depth indicator to use for topics, in which nonprint resources are essential, add the phrase appropriate nonprint media to the line detailing the collecting of monographs and reference works. For example, the Basic Information Level (1) for a music collection would include "a limited collection of monographs, reference works and appropriate nonprint media materials."

Electronic Resources

Electronic resources are equivalent to print materials at any level as long as the policies and procedures for their use permit at least an equivalent information-gathering experience. Electronic journals, whether remotely or locally stored, are at least equivalent to print journals if:

access to the electronic resource is at least equal to access to the print product (including graphics, charts and other features);
there is access to a sufficient number of terminals and lines; and
the information comes at no additional cost to the patron.

Similarly, a full text electronic archive of monographs, periodicals, images, etc., whether loaded locally or accessed over the Internet, is also equal to the original format if patron access and cost are equal or superior to the print format for the same information or item.

The term defined access is used within the collection depth indicators to mean more than simply providing patrons with access to the Internet and one or more Internet browsers. Defined access refers to menu options on the library's or institution's web interface which link the user to owned or remotely accessed electronic resources selected by the library with the needs of its patrons in mind. The level of defined access changes according to the level of the collection, that is, from limited to extensive to very extensive access to collections of electronic information.

Document delivery

Document delivery services that are not instantaneous are not the same as those providing immediate availability on site or electronically. The conspectus methodology measures resources owned by a library and those resources that are immediately accessible to the customer. The conspectus does not attempt to measure what may be obtained on a delayed basis from another collection, library, or vendor, whether the delay is 10 hours or 10 days. Conspectus users should feel free to provide details in the comments field about library user services which supplement but do not replace the library's owned resources.

Structure of the collection depth indicators

The collection depth indicators represent a continuum from the Basic Information level through the Research level. These are not equal incremental steps, however, since the difference from one level to the next may be measured both in terms of quantity and quality and the amount of materials necessary to move from one level to the next greatly increases as one moves up the scale. In most instances, each successive level includes the elements, formats and characteristics of the previous levels. This means that a Research level collection contains not only those elements in the Research level (4) definition but also those elements in each of the previous levels - Basic Information (1), Study (2), and Instruction Support (3).

The RLG Conspectus definitions include 5 collection depth indicators for collection description. The WLN Conspectus definitions include subdivisions to provide a total of 10 collection depth indicators to provide further distinction and clarity for small and medium-size libraries. The basic collection depth indicators provide the general umbrella definitions and the WLN subdivisions make further distinctions that fit into the larger structure. Libraries wishing to use conspectus information in a cooperative project must determine ahead of time whether to use the 5-point scale or the expanded 10-point scale.

Collection Depth Indicator Definitions

0 OUT OF SCOPE

The library does not intentionally collect materials in any format for this subject.

1 MINIMAL INFORMATION 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.

1a MINIMAL INFORMATION LEVEL, UNEVEN COVERAGE

Few selections and an unsystematic representation of the subject
Supports limited, specific service needs
Consistently maintained even though coverage is limited

1b MINIMAL INFORMATION LEVEL, FOCUSED COVERAGE

Few selections, but a systematic representation of the subject
Includes basic authors, some core works and a spectrum of points of view
Consistently maintained

2 BASIC INFORMATION LEVEL

Collections that introduce and define a subject, indicate the varieties of information available elsewhere, and support the needs of general library users through the first two years of college instruction include:

A limited collection of general monographs and reference tools
A limited collection of representative general periodicals
Defined access to a limited collection of owned or remotely accessed electronic bibliographic tools, texts, data sets, journals, etc.

2a BASIC INFORMATION LEVEL, INTRODUCTORY

Limited collections of introductory monographs and reference tools that include:

Basic explanatory works
Histories of the development of the topic
General works about the field and its important personages
General encyclopedias, periodical indexes-and statistical sources

This collection is sufficient to support the inquiries of patrons and students through high school attempting to locate general information about a subject.

2b BASIC INFORMATION LEVEL, ADVANCED

Collections of general periodicals and a broader and more in-depth array of introductory monographs and reference tools that include:

Basic explanatory works
Histories of the development of the topic
General works about the field and its important personages
A broader array of general encyclopedias, periodical indexes, and statistical sources
A limited collection of representative general periodicals
Defined access to a limited collection of owned or remotely accessed electronic bibliographic tools, texts, data sets, journals, etc.

This collection is sufficient to support the basic informational and recreational reading needs of an educated general public or students through the first two years of college.

3 STUDY OR INSTRUCTIONAL SUPPORT LEVEL

Collections that provide information about a subject in a systematic way, but at a level of less than research intensity and support the needs of general library users through college and beginning graduate instruction include:

An extensive collection of general monographs and reference works and selected specialized monographs and reference works
An extensive collection of general periodicals and a representative collection of specialized periodicals
Limited collections of appropriate materials in languages other than the primary language of the collection and the country, for example, materials to aid in learning a language for nonnative speakers or literature in the original language, such as German poetry in German or Spanish history in Spanish
Extensive collections of the works of well-known authors and selections from the works of lesser-known authors
Defined access to a broad collection of owned or remotely accessed electronic resources, including bibliographic tools, texts, data sets, journals, etc.

The collection should be systematically reviewed for currency of information and for assurance that essential and important information is retained, including significant numbers of retrospective materials.

3a BASIC STUDY OR INSTRUCTIONAL SUPPORT LEVEL

Resources adequate for imparting and maintaining knowledge about the primary topics of a subject area that include:

A high percentage of the most important literature or core works in the field
An extensive collection of general monographs and reference works
An extensive collection of general periodicals and indexes/abstracts
Other than those in the primary collection language, materials are limited to learning materials for non-native speakers and representative well-known authors in the original language, primarily for language education
Defined access to appropriate electronic resources

This collection supports undergraduate courses, as well as the independent study needs of the lifelong learner.

3b INTERMEDIATE STUDY OR INSTRUCTIONAL SUPPORT LEVEL

Resources adequate for imparting and maintaining knowledge about more specialized subject areas which provide more comprehensive coverage of the subject with broader and more in-depth materials that include:

A high percentage of the most important literature or core works in the field, including retrospective resources
An extensive collection of general monographs and reference works and selected specialized monographs and reference works
An extensive collection of general periodicals and a representative collection of specialized periodicals and indexes/abstracts
A selection of resources in other languages, including well-known authors in the original language
Defined access to a broad range of specialized electronic resources

This collection supports upper division undergraduate courses.

3c ADVANCED STUDY OR INSTRUCTIONAL SUPPORT LEVEL

Resources adequate for imparting and maintaining knowledge about all aspects of the topic which are more extensive than the intermediate level but less than those needed for doctoral and independent research that include:

An almost complete collection of core works including significant numbers of retrospective materials and resources
A broader collection of specialized works by lesser-known, as well as well-known authors
An extensive collection of general and specialized monographs and reference works
An extensive collection of general and specialized periodicals and indexes/abstracts
A selection of resources in other languages, including well-known authors in the original language and a selection of subject-specific materials in appropriate languages.
Defined access to a broad range of specialized electronic resources

This collection supports master's degree level programs as well as other specialized inquiries.

4 RESEARCH LEVEL

Collections that contain the major published source materials required for doctoral study and independent research include:

A very extensive collection of general and specialized monographs and reference works
A very extensive collection of general and specialized periodicals
Extensive collections of appropriate materials in languages other than the primary language of the country and collection
Extensive collections of the works of both well-known and lesser-known authors
Defined access to a very extensive collection of owned or remotely accessed electronic resources, including bibliographic tools, texts, data sets, journals, etc.

Older material is retained and systematically preserved to serve the needs of historical research.

5 COMPREHENSIVE LEVEL

Collections in a specifically defined field of knowledge that strive to be exhaustive as far as is reasonably possible (i.e., "special collections"), in all applicable languages include:

Exhaustive collections of published materials
Very extensive manuscript collections
Very extensive collections in all other pertinent formats

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.

Language Coverage Indicators

The language coverage indicators defined below are a major change from those originally developed for the RLG Conspectus. The language indicators have been revised so they can be used in many countries and cultures.

Language coverage is closely linked to collection indicator levels. The extent of the collection in the primary language of the country and library, as well as the extent of other languages within the collection helps to determine the collection level indicator for each segment. Language coverage qualifies and amplifies collection levels. In addition to the primary or predominant language, other language coverage is essential for collections at the 3, 4, or 5 level. Generally, the higher the assessment level, the broader or more extensive the additional language coverage expected. Language indicators may be added to the collection depth indicators for collection level, acquisition commitment and collection goals when appropriate.

P = Primary language of the country predominates-little or no other-language material

S = Selected other-language material included in addition to the primary language

W = Wide selection of language s represented

X = Material is mainly in one language other than the primary language of the library and country

While the above language indicators may be adapted to fit most circumstances, there are instances when further adaptation of the conspectus tool is necessary. Countries such as Canada and New Zealand have dual official national or regional languages. Other countries may also have two languages that predominate, either officially or unofficially. The following additional code is suggested for use in such circumstances. The collection management policy will serve to explain any unique circumstances for language as for other collection characteristics.

D = Dual languages or two primary languages predominate with little or no other-language material

The Canadian Association of Research Libraries has used a special language code since 1986 to accommodate their unique language issues. The WLN Conspectus software supports use of these special indicators.

The comment field should be utilized to indicate which language(s) is represented in addition to the primary or dual languages for a subject, category, or division. The use of the comment field for this purpose provides specific information to explain the use of a language code beyond "P" (primary) or "D" (dual) and allows for the report function to generate a list of all subjects supported by any language of interest.

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