COLLECTION DEVELOPMENT POLICY

Adopted 09/28/2022 

Updated 03/25/2026

1. Introduction & Purpose

The New Berlin Library Association (NBLA) is a rural library system that operates as a part of the Four County Library System (4CLS), serves as the Library for the Village of New Berlin, Town of New Berlin, Town of Pittsfield and Town of Columbus.  We provide free access to our collection, that meet our users’ informational, educational, recreational, cultural, and research needs.

This policy is intended to provide guidelines for the selection, acquisition, and withdrawal of NBLA’s materials and inform users, taxpayers, and other libraries of the principles on which collection decisions are based. The collection is developed under the guidance set out in the Library’s mission and long-range plan. Authority of the collection rests with the Director, who operates within the framework of policies set by the Board of Trustees. The selection of materials is the responsibility of the Library staff under the supervision of the Library Director.

2. INTELLECTUAL FREEDOM

The New Berlin Library Association respects the right of people to choose for themselves what to read, watch, or listen to. Our materials, resources, and services are free and equally available to everyone regardless of their origin, age, background, or views. The Library stands with the American Library Association and adheres to the Library’s Bill of Rights and Freedom to Read statement.

3. Collection Scope

Since 1898, The New Berlin Library Association has selected materials to meet the informational, educational, and recreational needs and interests of our community. The collection is organized by format, theme, and by age-appropriate materials to make browsing easier. Each section has guidelines that are used to develop the collection. The Library is a member of the Four County Library System and patrons have access to borrow the materials at 46 other member libraries. The Library also participates in interlibrary loan networks, sharing materials around the world.

Our physical collections fall into three general categories:

  • Circulating: Materials of high interest and popular demand to current library patrons. These collections are easily replaced if lost or damaged and are durable enough to be used outside of library spaces. This category can include (but is not limited to) print books, periodicals, and audiovisual materials for all ages.
  • Research: Materials of interest to current and future research communities. These materials have specialized content, high replacement cost, and/or limited availability. Fragility, storage space, and format-based requirements are considerations for inclusion in this category. These items are non-circulating and are located in the New York History Room. 
  • Special: Materials of rare, distinctive, and enduring value. These collections require mediated access in designated library spaces due to their cultural, artistic, and/or historical significance; fragility; preservation needs; rarity; and/or uniqueness.

There may be overlap between materials collected and maintained within each category. As materials age, the category an item falls under may change due to intended use, fragility, rarity, and uniqueness of the material.  These items are stored in the third-floor archives and are only available upon request inside the library.

4. Goals & Guiding Principles

A. Our collection is for everyone.
We center public access in all collection development decisions. Our materials are available to all people regardless of their age, home language, ability, income level, education, race, sexuality, gender, nationality, religion, immigration status, or other identity categories.

B. We collect a wide variety of materials.

We provide materials in formats which span topics, reading levels, accessibility needs, and literacy skills. In support of this work, we purposefully collect material from various publishers, authors, and creators.

C. Our collection work integrates equitable, diverse, and inclusive practices.
We commit to building collections that represent the diversity among and within our communities of users. We strive to include the voices, histories, and lived experiences of historically marginalized groups in our selection of new materials.

D. We provide access to free and uncensored information.
We are responsible for ensuring all users have access to materials in our collection. We oppose attempts by individuals or groups to censor items. No materials will be excluded from NBLA collection because of the origin, background, or viewpoint of those contributing to their creation.

E. All collection development decisions consider existing resources and ongoing needs.
We make acquisition and maintenance decisions that are consistent with strategic priorities, collection objectives, storage and space requirements, budget allocations, staff capacity, access needs, preservation considerations, and ongoing maintenance costs and responsibilities. When we commit to the responsibility of owning and maintaining collections, we must ensure that resources are used wisely to serve and benefit the public.

F. Our collections are accessible, findable, and shared.
We prioritize cataloging, processing, and describing existing and future library collections to facilitate public discovery. We share our materials with users by participating in interlibrary lending.

G. Patron and collection needs will continue to grow and evolve.
As we maintain holdings that represent our past, we also continue to look to the future. We carefully evaluate new formats, modes of access, and subject matter as the needs of our communities evolve.

5. Collecting Criteria

Acquisition of collection materials is carefully evaluated due to the considerable investment of time, funding, space, staffing, and ongoing maintenance needs. Staff weigh the following criteria for collection decisions:

  • Alignment with the NBLA’s mission, initiatives, and strategic plan
  • Community interests, demand, and suggestions
  • Representation by and of diverse individuals and groups (including racial, ethnic, linguistic, religious, national, gender, and sexual identities; disability; veteran status; socio-economic and education levels)
  • Significance and relationship to our service area
  • Representation of varied opinions, subject matter, and viewpoints
  • Authority and qualifications of the creator(s), publisher(s), and/or producer(s)
  • High-interest materials outside of mainstream publishing and reviewing journals
  • Price and availability
  • Accessibility of format and content
  • Anticipated viability and/or longevity of the format
  • Patron and community demand
  • Availability of titles for purchase

6. Requests for Reconsideration

We oppose attempts by individuals or groups to censor items in our collection. No materials will be excluded from NBLA’s collection because of the origin, background, or viewpoint of those contributing to their creation. Individuals should form their own opinions about resources they choose to read, view, listen to, or otherwise access. Responsibility for the reading choices of minors rests with their parents or legal guardians.

Library collections will be organized, marked, and maintained to help users discover the materials they seek. Our selection of materials does not mean we endorse the contents or views expressed in those materials.

As a longstanding collecting institution, our holdings include historical collections that reflect the attitudes, ideas, and norms of the era and culture in which they were created or collected. As such, some materials and item descriptions contain imagery, language, or opinions that may be offensive or harmful to marginalized communities.

We recognize that some service area residents may question the inclusion of materials in our collection.  NBLA’s Challenge Policy and Form are available on our website or at the circulation desk.  Individuals may submit a request for reconsideration of library materials. A written response explaining the decision to remove or retain the title in question will be provided to the requestor. No titles will be removed from the library collection while they are reviewed. We reserve the right to limit the number of times a title will be reconsidered within a designated time frame.

7. Donations & Gifts

The New Berlin Library Association gratefully accepts financial gifts and donations which will further its mission and goals in serving the public.  Financial gifts that are intended for the purchase of specific items, subject areas, or are in other ways designated, should be discussed with the Director. 

The Library accepts material donations that in good condition and free from mold, mildew, and pests.  Material donations will be added to the collection or included in the library book sale at the Library’s discretion.  The Library cannot be responsible for the appraisal of donations for income tax or other purposes, but a receipt acknowledging donated material is available upon request. 

7. Collection Maintenance

The systematic removal of materials from the collection is an important component of total collection development.  Ongoing evaluation of materials is necessary in order to maintain a current, accurate and inviting collection.  Deselection improves the accessibility of the remaining materials, enhances the appearance of the collection, and helps improve the overall circulation of materials.  The following considerations will be used in deselection decisions: 

Physical condition 

Relevance to community needs 

Accuracy and currency of information 

Circulation history 

Shelf space 

Deselected materials may be sold by the Library for fundraising purposes, recycled, or discarded at the Library’s discretion. 

The acquisition of materials does not commit us to keep them in perpetuity. The periodic withdrawal of materials is necessary to allow us to add new items to the collection. These decisions are made carefully and transparently, follow established procedures based on the type of collection, and are handled in accordance with applicable donor agreements.

8. Roles & Responsibilities

The overall responsibility for the NBLA’s collection rests with the Library’s Board of Trustees. Responsibility for the evaluation, selection, documentation, care, and provision of access of new library materials is delegated to the Library Director and qualified staff members.

Posted on by Michelle Priola