6 Collection Development and Access Management in Academic Libraries: From Print to Electronic Media Collection Evaluation

Anil Kumar Dhiman

1.  Introduction

Libraries are supposed to be existed since a long time. These were called as Sarasvati- Bhandagaras – the treasure houses of the Goddess of Learning in ancient times and most of them were found attached to the temples. Later during medieval period many of the libraries were noted to be attached with the dargahs (tombs and shrines), madrasas, mosques and tols (schools). However, the libraries as we know them today, developed with the invention of printing machine in 15th century because the books could be produced in multiple copies. But the real development of libraries could be started in modern period during 19th century. Today’s we have academic libraries attached to the schools, college or the university; public libraries to cater the needs of public and special libraries which are attached to special institutes and serve to the staff of that institute.

Staff, books and the space – the three things are supposed to make a library in real sense. Though, the absence of any of the constituent may affect the functioning of a library but the ultimate objective of any library is to satisfy the information needs of academics and researchers. That’s why the development, management and access of the collection of a library is considered very critical issue.

2.  What is Collection Development?

Collection development term came “into wide use in the late 1960s to replace selection as a more encompassing term reflecting the thoughtful process of developing a library collection in response to institutional priorities and community or user needs and interests” (Jhonson, 2009). However, the collection management and collection development terms are used interchangeably and synonymously but collection development is the part of collection management that primarily deals with the decisions about the acquisition of materials.

Collection management is defined as “a process of information gathering, communication, coordination, policy formulation, evaluation, and planning. These processes, in turn, influence decisions about the acquisition, retention, and provision of access to information sources in support of the intellectual needs of a given library community” (Obsurn, 1990). While, collection development is a “term representing the process  of systematically building library  collections to serve  study, teaching, research, recreational, and other needs of library users. The process includes selection and deselection of current and retrospective materials, planning of coherent strategies for continuing acquisition, and evaluation of collections to ascertain how well they serve user needs” (Gabriel, 1995).

Nnadozie (2006) has described collection development as a planned, continuous and cost effective acquisition of quality and relevant materials to meet the needs of the users and objectives of the university libraries. This has become more important because of exponential growth of the published literature and hike of prices in purchasing them, especially the journals.

Collection development encompasses a number of activities related to the development of the library’s collection including the determination and coordination of selection policy, assessment of current and potential user needs, collection use studies, collection evaluation, identification of collection needs, selection of materials, planning of resource sharing, collection maintenance and weeding (Gorman and Howes, 1989; Clayton and Gorman, 2001).

So simply putting, collection  development can  be  defined as the selection, maintenance, acquisition and evaluation of information sources in libraries which help to enhance the assemblage and provision of a variety of information materials to meet the desperate need of library users. But it is one of the important and challenging library management activities and needs the formulation of a systematic plan to build a library collection which will meet the needs of its users.

3.  Types of Documents for Collection

There exist different types of the documents which are purchased or subscribed in a library. They are classified variously.

3.1.   Ranganathan (1963) has divided them into four types as under:

Figure 1: Types of Documents(Source: Ranaganathan, 1963)

3.1.1. Conventional Documents: These are those documents which are in use since ancient times. Before invention of printing press, they were found in the form of clay tablets, bark of tree and cloth pieces.  After invention  of  printing  press,  they  usually  published  as  books  in  simple,  single  or multivolume and as supplement. Besides, periodicals and maps etc. constitute such types of the documents.

3.1.2. Neo-Conventional Documents: These are slightly new forms of documents after the books. Natural and physical sciences and its related standards, patents, clippings of newspapers in social sciences, formulae of chemistry and chemical calculations are included under these types of documents. Broadly, they can be standards, specifications, patents and the data.

3.1.3. Non-Conventional Documents: Such documents are quite different from conventional and neo-conventional types of the documents. The thought contents of these documents are made / developed on the basis of scientific methods. They further comprise of micro-forms, audio, visual and audio-visual types of materials.

3.1.4. Meta Documents: These are the documents which are made at a fast speed and without the contribution of human being’s mind directly. For example, they can be formed as a result of mechanised technology, photography and radar etc. Such types of the documents are important as these make fixed documentation of a document and are errorless.

Further, a document may be primary, secondary or tertiary document depending upon the types of information it contains. Table 1 gives a comprehensive look on different types of these documents.

Table 1: Different Types of Documents based on the Information they Contains

Documents
Primary Documents	Secondary Documents	Tertiary Documents
Periodicals	Indexing Periodicals/Services	Yearbooks & Directories
Research Reports	Abstracting Periodicals/ Services	Bibliographies
Conference Proceedings	Review of Progress	Location List of Periodicals
Patents	Reference Works	List of Abstracting & Indexing Services
Standards	Treatises	Guides
Trade Literature	Monographs	List of Research in Progress
Theses	Text Books	Guide to Professional Organizations

Each type of document is detailed out on the basis of Dhiman and Rani (2005) as below.

3.2.1. Primacy Documents: These are the results of original contribution and are published first based on the research and development or description of new application or new interpretation of an old theme or idea. But they are unorganized sources and are difficult to use by themselves. That’s why the help of secondary sources is taken to use them. Periodicals, research reports, patents, conference proceedings, standards, industrial & trade literature, dissertation & thesis manuscripts and unpublished sources are included under this type of documents.

3.2.2. Secondary Documents: These documents are those documents which are either compiled from or refer to primary documents of information. In such types of the documents, the information is usually modified, selected or re-organized so as to serve a definite purpose or group of users. Due to their nature, secondary documents are more easily and widely available than primary documents. They are to serve as bibliographical key to primary documents.

Bibliography, abstracting & indexing periodicals, reviews, treatise, monograph, encyclopaedia, dictionary, handbook & manuals, and critical tables constitute this types of documents.

3.2.3.  Tertiary Documents: Such types of the documents contain distilled information and whereas collected from primary and secondary documents. The primary function of tertiary documents is to give assistance to the researchers so as to make enable them to use of primary and secondary types of documents. Due to heavy increase in publications, tertiary types of the documents are becoming increasingly important in present environment.

Bibliographies, directories & yearbooks, guide to literature and list of research in progress constitute these types of the documents.

4. Types of Documents for Collection: E-Documents

E-documents or electronic documents are the surrogates of printed documents but the difference is only that they are available in electronic form comprising of born digital or made digital. Born digital documents are directly created through the use of computers and computer aided tools, while made digital are those documents which once were published as printed documents but by means of scanning or rekeying of them, they are converted into digital assets.

E-documents may be categorized into following types:

4.1. E-Books: E-books are also known as electronic books. These are available either as offline documents which are to be read with the help of e-book readers, tablet or the computers. Besides, e- books are also available as online books which are accessible 24×7 if Internet connection is there. E— books may be priced or freely available. Many sites exist which provide free access of many e-books to the users, but for others, you have to pay the charges to read them or download them.

4.2. E-Theses: E-theses or electronic theses are the PhDs produced by the universities which are available as institutional repository through the respective organization and some of them also as national repository. Most of these theses are available in pdf format which is easy to use and can integrate photographs and the text simultaneously. The major benefits is that “they can be searched for and retrieved through several digital resources such as the Networked Digital Library of Theses and Dissertations (http://www.ndltd.org), ProQuest Dissertations and Theses (http://www.umi.com), the Australasian Digital Theses Program (http://adt.caul.edu.au/) and through individual university web sites and online catalogues” (Dhiman, 2012).

Shodhganga, a reservoir of e-theses in India is being executed by INFLIBNET, Gandhinagar

(Ahemdabad), contains thousands of theses produced by Indian universities.

4.3. E-Journals: E-journals are the equivalent  of their  print-counterparts with added features of embedding audio-video facilities. However, majority of them are available in pdf format. They are getting worldwide recognition as a rapid means of providing current research information as well as archival information as back volumes.

Library consortia that are a group of many libraries for sharing of the resources have also been developed because of e-journals emergence. Many library consortia including UGC-INFONET of INFLIBNET and INDEST- AICTE consortia of IITs are the best examples of such types of consortia through which UGC-purviewed universities and IITs, IIMs, NIITs and institutes of national reputes are getting access of e-journals/databases respectively.

4.4. E-Prints: ICT has facilitated various opportunities to scientific community where the authors can upload their research papers, articles and intellectual outputs on the Internet. E-prints is one of the means where the authors can disseminate their research output in the forms of articles and papers for wider use.

4.5. CD-Databases: These are the offline digital resources which provide organized information stored as database with structured and cross-document search and retrieval facilities using query mechanism so that users can extracts relevant information from the vast treasure of knowledge. Besides as said earlier, some books are also available as e-books over CD/DVDs in offline mode that are to be read with the help of devices, such as the e-book readers or tablets and desktops. However, most suitable device is e-book reader for them.

5.  Collection Development in Traditional Libraries

Traditional Libraries we generally mean for those libraries which are running on the old established pattern. A traditional library may have print collection constituting of books, and other non-book material comprises of especially the periodicals, newspapers and cartographic materials and audio-video materials – such as the microfilms, cassettes and the video films. Either, they are kept in close access or open access though most of the time follows open access.

The libraries in which the books in olden times were kept in lock and key were known as “Chained Libraries”. However, a few examples of chained libraries still exist, for example, the Hereford Cathedral Chained Library  in the  UK (www.herefordcathedral.org/educationresearch/library-and-archives/history-of-the-chained-library).

Now we have entered in digital era but majority of the libraries particularly in rural and remote areas are having print based collection and these are running on old pattern of librarianship. Most of the time in such types of the libraries, the books and other reading materials is selected, ordered and acquisitioned just on the basis of requirement made by faculty members or the students in academic libraries.

6.  Collection Development in Digital Libraries

In the late 20th century, when the Internet and World Wide Web was not available, the libraries had started including electronic resources alongside print, on optical discs (CDs/DCVDs) as offline products. But the advancement in information and communication technologies (Dhiman, 2003; Dhiman and Rani, 2012) and advent of Internet and World Wide Web in 1993 changed the complete scenario and information could be produced online. Today, we are blessed with the digital libraries where information is available round the clock and throughout the year.

Typically, digital libraries are the “organizations that  provide the resources, including the specialized staff, to select, structure, offer intellectual access to, interpret, distribute, preserve the integrity of, and ensure the persistence over time of collections of digital works so that they are readily and economically available for use by a defined community or set of communities”.

But in true sense, we do not have digital libraries rather “hybrid libraries” are there which have both printed and non-print (digital) collection in their holdings. So, the hybrid libraries where majority of the collection have digital assets can be named as digital libraries. However, majority of the academic libraries, particularly of university and colleges have become digital in our country. That’s why the “instant accessibility of information through the Internet and development of the World Wide Web have accelerated digitization work in libraries publishing houses and in enormous other organizations concerned with collecting, storing and communication of information” (Malhan, 2009).

7.  Best Practices in Collection Management 

The persons who practices collection management are named variously as Selectors, Bibliographers, Collections Librarians, Subject Specialists, Subject Liaisons, Collection Development Librarians, Collection Managers and Collection Developers etc. But whatever the nomenclature may be, they have to follow best practices of the management idea which asserts that there is a technique, method, process, activity, incentive or reward that is more effective at delivering a particular outcome than any other technique, method, process, etc. The “best practices” in collection development can be developed locally to fit specific needs, but the basic ideas and principles behind the practices can often be applied to other libraries (DeVoe, 2007).

Figure 2: Functional Aspects of Collection Development/Management (Source: Satapathy, 2012)

Drury (1930) a long time ago mentions that a “qualified selector, acquainted with the demand from his community and knowing the book and money resource of his library, chooses the variety of books he believes will be used, applying his expert knowledge.” But the question arises that with the paradigm shift from print to electronic collections, how can a collection development librarian or bibliographer establish “best practices” at his or her library for managing collections? And the answer is the formulation of a good collection development policy.

User analysis, acquisition policy, then acquisition management, library personnel, user community, weeding & preservation, collection evaluation and resource sharing are some of the factors on which collection management programme of a library depends (Satapathy, 2012). This is depicted through figure 2.

Figure 3: Collection Development in Academic Libraries(Source: Van Ziji, 2005)

Van Zizi (2005) mentions that there are several factors that have a bearing on the way in which collections are developed and managed. The selector of library information resources must take many things into account, including institutional objectives and plans, user needs, patterns of use, the scope, strength and weakness of various subject fields in the collection, human and fiscal resources at the library’s disposal and cooperative arrangements for sharing of resources. Figure 3 (based on Van Zizi, 2005) reflects the environment in which collection development and management guidelines, standards and policies are developed. The arrows in the model indicate whether the factors have only a one-way influence; for example, international standards, or whether the influence works both ways; for example, goals and objectives, which are connected by double arrows to the core of the model. International standards for collection development, user needs and the resource sharing infrastructure all influence the collection development and management policies, guidelines and standards adopted in an academic library. Other factors including the collection development policy of each library, the library’s goals and objectives and collection evaluation are influenced by the collection development guidelines and standards whilst at the same time having an influence on such policies, guidelines and standards.

8.  Collection Development Policy

Collection development is usually the joint responsibility of the library staff and academics in an institution. The responsibility should be clearly spelt out in policy statements because it is impossible to manage libraries effectively and efficiently, without precise consideration of the composition of their collection and how they are going to be developed. Besides, the librarians have to be in close relation with the faculty members and the users comprising of researchers and students as the case may be for collection development. However, Ameen (2007) is of the opinion that a number of factors may affect selection practice, such as too much dependence on faculty for selection, constraints of faculty members as selectors, non-availability of selection aids, and lack of awareness regarding online resources available for selection.

That is why a collection development policy (CDP) is needed for best selection among limited budget. American Library Association (1996) defines CDP’s as “documents which define the scope of a library’s existing collections, plan for the continuing development of resources, identify collection strengths, and outline the relationship  between selection  philosophy  and the institution’s goals, general selection criteria, and intellectual freedom”.

White and Crawford (1997) support the use of a CDP, particularly with regard to electronic resources, in order to “guide us in our decisions, to address faculty/student needs and concerns, and to help us plan for future changes.” Thus, the role of a “collection management policy (CMP) has become fundamental for managing collections in university libraries” (Ameen, 2006).

Dhawan (2007) has given  some points which need due consideration while  developing a collection development policy for libraries. These are narrated below with some modifications.

1. Define Objectives of Library: State clearly the purpose of your library existence.

2. Define User Community and their Information Needs: This requires complete knowledge and understanding about library stakeholders comprising of the faculty members, research scholars and the students. Their information needs can be assessed through library surveys, personal interviews, and informal discussions with all stakeholders.

3. Define Policy for Building Collections: The policy states the guiding principles and procedures under which collection development activities, including the selection, maintenance, and weeding of print, electronic, and media library materials occur. It is to mean specifying subject areas of interest to library stakeholders, their languages preferences, and formats of published and unpublished materials. The policy must also define the limits in terms of collection size, keeping in view the users strength in a given subject, space available within the library premises, and annual budget earmarked for the purpose. The policy may also specify the subject areas in which the library is going build its archival collection, if any. Such a policy statement on the part of the library ensures continuity and consistency in selection and revision of materials for the library collection.

4. Define Different Collections required to be developed and Sustained keeping in view Users’ Information Needs: The possible options include books collection, reports collection, pamphlet collection, multimedia collection, and reference collection – comprising of dictionaries, yearbooks, directories, who’s who almanacs, general and subject encyclopedias etc. However, the library may decide on developing some of these collections keeping in view the users’ information needs.

5. Define Book Selection Policy: This means the distribution of library budget by subject and by collection. The policy may also state guidelines for acquiring multiple copies of books, guidelines for accepting books from donors, and guidelines for weeding out material.

Besides, collection evaluation is also to be done that is concerned with how good a collection is in terms of the kind of materials in it and the value of each item in relation to items not in the collection, to the community being served, and to the library’s potential users (Magrill and Corbin, 1989). A time to time qualitative analysis of the collection may also be useful to assess their utility; otherwise, the collection should be weeded out.

Overall, a collection development policy should not violate intellectual property rights (IPR) of the owners and it should be in written form. But our libraries are in transition phase of paradigm shift from print to electronic environment, where intellectual property rights have become more important. Table 1 (based on Kaur, 2007) shows the paradigm shift in collection development:

Table 1: Paradigm Shift from Print to Electronic Environment

Print Environment	Electronic Environment
Building strong local collections for long term	Accessing remote materials for current use
Planning for use of materials within the libraries	Maximizing online access from multiple remote locations
Planning for checking out the material from the libraries	Planning for document delivery from the libraries

Here, the need is not to replace ownership with access, but to incorporate access into our collection development efforts to maximize our purchasing power and best serve our patrons. Further, we have to make a balance between print and electronic resources.

More information about collection development policies can be seen on: collection development policy of  Idaho  Commission for Libraries available at: http://www.lili.org/forlibs/ce/able/course1/19writing.htm; Whitehead practical look at writing the policy and explains how to start the process on http://researchbank.swinburne.edu.au/ vital/access/manager/Repository/swin:281 and Dartmouth College Library guidelines for writing collection development policies on http://www.dartmouth.edu/~cmdc/bibapp/cdpguide.html.

9.  Models of Collection Development

Various models of collection development exist. There are two more common models – “just- in-case” and “Just-in-time” model for collection development. “Just in case“refers to books which may be needed later, not now. “Just in time” refers to those books which are needed at once (Jones, 2007). Another third model is patron driven purchasing that is also known as demand-driven acquisitions.

“Just-in-case” model of collection development is the model where the research collections serve as reservoirs and are a last resort for unpredictable demands for specialized literature. Here, the librarians must anticipate demands and act proactively. But a large proportion of the library’s collection is never circulated. This is the main back draw of this model. While, in “just-in-time”, the librarians has to wait for a request for information, and then ensure that it is delivered to the requester as swiftly as possible. Here, the bibliographers would make decisions based either on the content of the information sources or on the format in which the information is presented. But some authors also divide collections up into content-based or format-based collections. However, the contents are vital element in decision-making but it is impossible to ignore the format in which the information should be acquired. Thus, the selectors must make format decisions based on the ease of access to the content, speed of delivery of the information and budgetary considerations as, most of the information available online or in digital form is very costly.

Other model is “purchase on demand model” that is also referred to as “demand-driven acquisitions” or “patron driven purchasing,” where libraries obtain materials for which there is a demonstrated need and at the time the need is demonstrated (Wicht, 2011). However, Wicht further adds that “in a climate of uncertain and often shrinking budgets for materials, and especially for monograph, a dynamic, just-in-time approach to collection development makes a great deal of sense. Many libraries are implementing patron-driven acquisition by adding records to the online catalogue for electronic or print books that are not owned by that library. When patrons access one of these titles a certain number of times, or when a patron specifically request that an item be purchased (in the case of print books), the library makes the purchase. While patron driven models can potentially offer cost savings, in making a large un-owned collection available, libraries must also plan carefully and monitor their expenditures closely to avoid quickly spending through their budgets.”

Sharp and Thompson (2010) says that whether the patron-driven model will overtake more traditional purchasing models remains to be seen, but it is certainly provoking a great deal of interest from libraries, publishers and vendors alike. However, Brinkman Dzwig (2013) mentions that nowadays not only the e-books but also paper books can be purchased instantly. Here, Wright (2014) mention that libraries should move forward and embrace the digital age, [where] we must remember that it is not necessary to abandon materials. In fact, we should be running at thoughtful age eye on how we develop our electronic collections, treating them as carefully as we have our print collection. Though, our parameters for accepting or rejecting new electronic materials may be different from the ones we use for print, they are no less important. But maintaining a balance in the collection is the key to juggling our responsibilities with the realities of the budget.

10.  Problems in collection Development

Various problems are associated with the collection development both in traditional and digital libraries. Some important of them are discussed below.

• Multiple copies of the printed books/documents raise several challenges. Giri et al (2015) suggests that multiple copies should be decided where degree of fitness with the needs of users is considerably high and possibly the best fit materials as per students’ needs. Otherwise, these newly procured materials will remain unused and occupy the scarce space of a library. Further, in a highly competitive market, publishers always push for more copies, and selection of material in a library generally happens more or less in  an  unplanned manner often mingled with political and economic interest. So, multiple copies should be purchased after taking a careful decision.
• The problem of multiple copies also exists with the e-book file formats as a major disadvantage. It also limits the cross-platform compatibility of e-books. Many formats are readable only through a particular publisher’s web site or device. For example, Kindle e- books can be read only on a Kindle. Besides, many file formats have been abandoned after just a few years as e-book suppliers merge or go out of business. So, academic e-books can be selected and acquired either as individual titles or as e-book collections (packages) that represent particular subject areas or publishers.  But the available  options also vary by aggregator. For instance, e-brary allows libraries to select individual titles or to choose from more than fifty subject-based packages (Ebsco, 2012).
• Technological migration may also be a problem. So, a careful selection of mode of access is to be decided in case of electronic documents in accordance to the technological migration in case needed.
• Infrastructure development should be seriously taken not only with the availability of computers in libraries for the  users to access e-journals but also their configuration  is important.
• Timings of the library, staff assistance, as also the speed of Internet, download facility and option to copy the information on CD or take print outs etc. can also pose some problem (Kaur, 2007). So, they need to be managed effectively for the access of electronic resources.

But the major problem of electronic resources is that how they should be indexed and catalogued. There are available many guidelines for them; for example, Cataloguing Electronic Resources: OCLC-MARC Coding Guidelines and IFLA: ISBD(ER): International Standard Bibliographic Description for Electronic Resources. These can be consulted for their cataloguing and indexing purposes. Besides, rare collection that is often considered as “resources of unequaled value to scholarship worldwide” (Osburn, 1979), has to be either preserved or digitized (Potter and Holley, 2010). This may create the problem that is why it also needs due consideration in developing a library collection.

Next is to decide what will be the process for purchasing printed books & purchasing journals and the electronic journals & databases? but the limitations of the budget always exist there. So, one thing is to be kept in mind that they should be purchased on the recommendations of either faculty members, principals and the students as the case may be for academic libraries.

11.  Access Management of Collection in Traditional Libraries

The following measures are taken to provide access of the literature and other documents in a library in traditional libraries.

1. The oldest-established form of access management practised by libraries is still in use today in most of them. When there are printed books in a library, they are kept on the shelf inside a library building. Its entrance can be better watched by the gateman. He may allow only the known and authorized users into the building. Further, if there are large users in the library then, the gateman on duty may not know all of them well, so a user might be issued with some library card/identity card to enter as the right user.
2. Hand written or printed card catalogues are there to help the readers in finding out the relevant book from the collection and lending process is handled manually. Catalogue cards are the main source for knowing the details and where a book (document) is available in traditional libraries. After noting the call number of a document, a user can approach to the book lifter, if closed system is followed or directly can go to the shelf and take out the books for consultation or issuing purposes as the case may be.
3. A particular information will be available in which source of information, this can be known by consulting special tools. Abstracting and indexing journals are the major tools for information retrieval published in primary sources. For example, Ulrich International Periodical Directory is there to know the best known published journals in the world. Abstracting services is being provided by Psychological Abstract for psychological researches; Biological Abstract for biological researches; Chemical Abstract for chemical & chemistry related researches. Further, Annual Reviews on different fields are there for latest research in different subjects available worldwide.

But a user has to come in the library for consulting them. Therefore, a control of library staff is seen in traditional libraries.

12.  Access Management of Collection in Digital Libraries

If we talk about the early era of digital technology, a little difference is observed as a user who wants to use such resources had to enter the library because the resources were available on CD/DVDs as offline. The only changes which could be noticed were the availability of printed resources in digital conversion. So the same pattern of access can be followed as in case of printed documents. However, the real changes could be noticed only after the penetration of internet into the scenario, when the resources started to be made available online. They are also accessible from outside of the library premises. However, most of the “libraries that serve a specialized community still to acquire and manage collections of printed and electronic resources of particular relevance to their users, but they also serve to filter all of the ‘free’ information on the web, highlighting what is likely to be of relevance to their users and helping to verify the provenance of its sources” (Garibyan et al., 2013). But now the users have became increasingly sophisticated in their understanding of the communication of information and scholarly communication adapted to digital technology where libraries had to adapt to the paradigm shift by providing increasing access to these media.

Digital Library Federation (1999) has identified five key properties for access by the users and also respecting the rights and interests of authors and publishers. These are summarized below:

1. Simplicity: It means the less complex a system of access management, the more readily it can be adopted technologically and organizationally, and the more acceptable it is to all involved in its implementation.

2. Privacy: It means that systems that manage access to the cultural record must protect the privacy of users from detailed tracking and disclosure of use. User privacy must not be compromised.

3. Good Faith: Agreements on access to scholarly information rely on trust among the parties involved. Users and providers would each prefer to depend, in an access management system that implements these agreements, on reasonable barriers against abuse rather than complex restrictions that inhibit use.

4. Trusted Intermediaries: Intermediaries play an essential role in providing access to the cultural record as parties trusted by both users and providers and as efficient aggregators of distribution and usage. System design must take the role of intermediaries into account.

5. Reasonable Terms: Access management systems and licence agreements must recognise the distinction between access and use. Overly tight control of access to a resource may impose inappropriate constraints on its use, especially in teaching and research contexts. The most useful system will not limit access to specific user groups known in advance to be interested in a resource, but will be reasonably open to serving unlikely users whose curiosity and research interests may lead them in directions not predicted by those responsible for making the agreements or designing the systems.

This and large scale digitization and unbundling of information “has given birth to a variety of Now, a range of different types of online information products and the sheer volume of online contents are available which even a modestly funded library can stock or purchase. But this has introduced the “debate over ownership versus access. Librarians pondered the shift from traditional ownership of print collections to an increasing reliance on online electronic formats. They worried about the consequences of cancelling print with the electronic version now available and preferred by users. Leasing access provided no guarantee of perpetual access, unless negotiated in the license. Licenses for electronic content also often included restrictions on its use for interlibrary loan, hindering cooperative collection development” (Johnson, 2009).

Aggregators and information access tools e.g. J-Gates, Ingenta.Com, moreover (aggregator of blogs), Scopus, Science Direct. It has also offered immense potential to generate a variety of information products in commercial and non commercial sectors, e.g. PubMed, MD Consult, SKOLAR, MD, OCLC’s First Search, MD Consult’s First Consult, 24×7 Learning, etc. [Therefore], a variety of new generation information and knowledge management tools are also emerging which help in content creation, content extraction, management and retrieval, e.g. Ulrich Serials Analysis System is a suitable tool to analyze and rationalize serial” (Malhan, 2009). He further adds that there are numerous other information products and knowledge management tools developed and some are being continuously improved with value addition and more user friendly features. Some of the agencies are even collaborating and converging their efforts for bringing out more comprehensive and more effective information tools, for example, PubMed and Biomed central collaboration, Wilsondata bases link to Scirus.

Library Consortia have also emerged as one of the means for acquiring electronic resources, particularly the e-journals. Library consortia offer an opportunity to have the access of larger number of resources in economic ways. They also provide a systematic access of information to the users (Dhiman and Sharma, 2013).

But unauthorized access is the major problem in digital environment. This needs special attention.  Paschoud (2009) has given some solution to overcome the problem by using restricted IP address and Shibboleth software. He states that –

1. Unauthorized access can be restricted by IP address restriction where a reasonably static range of IP (network/Internet Protocol) addresses can be reliably identified to correspond with the networked workstations in a particular place. However, this method can be adequate for enforcing resource licence conditions that allow only ‘on-campus’ users, or any person with physical access to the network within a library building. But this method of access management precludes distance learners and others who expect remote access, and allows all those who can gain building and network access and both of these are reasons to progress from physical location as a licence condition, and IP restriction as a method of enforcing it.

2. Another method can be the IP address restriction with authenticated proxy-servers for off- campus users which is a compromise that libraries, under increasing end-user pressure to offer ‘access from anywhere’ are adopting. It allows a user to be ‘virtually’ on-campus, by accessing the desired (IP-restricted) resource via an intermediate server, itself within the allowed network address range. The drawbacks are that this method cannot be used where licence conditions actually specify the allowed location of users. It is also technically challenging to configure proxying to some resources, particularly those that have complex or dynamic end-user interfaces; and then to reconfigure it, each time one such resource provider decides to re- engineer such an interface.
3. Shibboleth is a software that implements SAML protocols, separating the functions of authentication (undertaken by the library or university, which ‘knows’ its community of end- users) and authorisation (undertaken by the resource provider, which knows which libraries have licences for their users to access the resource in question) but this requires a non-trivial amount of infrastructure to be established.
4. Z39.50 protocol also helps in managing access of electronic resources over network environment.

Thus this way, the access management can be controlled in digital libraries. Besides, e- commerce has led the development of many of the web-based technologies which are being adopted by libraries for access management or by the commercial publishers who market online resources to libraries. The publishers recognize and serve a ‘retail’ market for their products, selling individual licences for access to individuals or small businesses in all nearly cases. So, it is not easy [tough task] to get information about the comparative volumes of such retail business and corresponding ‘wholesale’ licensing via libraries, because publishers (like any other commercial businesses) are in a competitive environment and see such information as commercially confidential (Garibyan et al., 2013).

13.  Conclusion

We see that libraries are undergoing massive changes because of information & communication technology development that will be remain in next coming so many years. Here, the role of librarians is also changing with the change in library working. They are becoming facilitator of providing access of e-documents to its users. Therefore, the collection development and management is “changing at a rapid pace and keeping up with these changes requires the use and awareness of many new and evolving types of resources.  Continuing enhancement of the skills required identifying, evaluating and selection of new materials in a wide variety of formats is a primary element for the advancement of both career and collection. Only with practice and research, [we] can one hope to make the best decisions for a library and its users” (Tucker and Torrence, 2004).

But the librarians need to be cautious because “it is the librarian who is held responsible for the quality and performance of the library’s collection. If the collection is deemed inadequate by accrediting agencies, it is the librarian rather than the faculty will be asked to take the appropriate steps to improve it” (Giri et al., 2015). However, the access of print-based library materials will continue to be important because not all of the information resources that e-learners need are available in electronic format but also many of the valuable research materials are still print-based.

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