Collection Development Policy

Contents

1. Background

2. Aims and Objectives

3. The Collection

4. Acquisition

5. Management

6. Disposal

7. Conservation

8. Storage

9. Research

10. Review Schedule

11. Appendices

Appendix A: Gift Assessment Procedure

Appendix B: Cataloguing Methodology

1. Background

The Plymouth Proprietary Library's collection of over 18,000 printed works and archives began with the creation of a Library in 1810. Following its destruction in WW2, the PPL continued in North Hill before moving to St Barnabas Terrace in 2018. More about the Library is available here. 

2. Aims and Objectives

The Library became a registered charity in 1992. The charity commission states that the "provision of a lending library open to all enrolled members, and research by the general public" is the key activity of the Plymouth Proprietary Library. 

Furthermore, the charitable objects are currently “the establishment and maintenance of a library for promoting the study and knowledge of literature and all artistic and scientific subjects with the object of advancing the education of the public particularly within the city of Plymouth and the counties of Devon and Cornwall.” 

In order to meet the Library's charitable objectives, we have: 

• To ensure the Library’s collections are made available to members. 

• To ensure the Library’s collections are made available to other researchers and other institutions at the discretion of the Library Manager. This has often resulted in a talk, donation of book(s) or monetary gift. 

• To ensure the collections are housed in appropriate conditions. • To proactively conserve the Library’s collections. 

• To promote the Library’s collections. 

• To actively research the Library’s collections. 

3. The Collection

The Library’s collection is divided into main areas that include: • History, esp. local history books and pamphlets, 

• Biography, 

• Maritime Collection, 

• General Non-fiction, 

• C18th and C19th Fiction, 

• C20th and C21st novels, 

• ‘Classic’ and modern crime fiction,

• Poetry, 

• Archives and rare books. 

[The Library also welcomes donations of appropriate current magazines.]  

4. Acquisition

Selection and acquisition are guided by the framework laid down in this policy and by knowledge and understanding of the existing collections. The annual book budget is linked to the refreshments budget. 

Effective collection development requires professional judgement and the selection of printed works will be carried out by the Library Manager and the Honorary Librarian. Recommendations and suggestions by members are always considered. 

To be selected for acquisition, titles must: 

• complement the Library’s existing collection, be deemed an asset to the collection, and add value to the collection in that subject as well as being of interest in themselves. If an item duplicates what is already held, the condition must be better than the existing collection or have significant bindings or other local interest. 

• offer content likely to be of lasting value or interest to members. • be well-written and accessible to the educated general reader, although more specialist works are also acquired in key areas. 

The priorities for acquisition by the Library are as follows: 

• newly published books in print format as proposed by members and/or where the items are determined to have broad appeal to other members. 

• historic books, pamphlets, and maps that complement sections of special interest or significance within the Library’s collection or make good sets where volumes are missing in key collections. The Library will always acquire only a single copy of a title. 

The Library will always look to maximise cost effectiveness when sourcing items for the collection. Where relevant, the Library will look to support independent and local suppliers rather than seeking the cheapest supplier 100% of the time. When considering the purchase of expensive items, the Library takes into consideration the financial resources available and the possibility of additional financial support from elsewhere. 

5. Management

The Library will manage its collections in ways that maintain the condition and the quality of the collection. Each item will be added to the card catalogue and the Excel spreadsheet making them searchable to users. 

The Library will actively promote the collections to ensure that they are widely known and used. 

6. Disposal

Decisions about disposal should always rest with the Library Manager and the Honorary Librarian, exercising their professional judgement. 

A full record of the material to be withdrawn will be kept in the Library’s archive, the catalogue records changed, and de-commissioned books marked as such, so that the fact of their legitimate disposal and their provenance are clearly recorded. All items will be stamped as “withdrawn from stock” and any name labels removed in accordance with GDPR (General Data Protection Regulation). 

The Library will continue to exercise disposal of material where individual items fit within the disposal criteria as set out below: 

• Duplication: where multiple or duplicate copies of works exist when books are donated, one copy of the work may be retained. 

• Condition: where an item is in a very poor condition and is unlikely to be a candidate for re-binding. 

• Outside of the Collection Development Policy 

• Outdated reference works and other reference materials where information is both online and superseded.

Items of a suitable quality are made available on the marked book shelves in the library porch for members to purchase. Items that are not purchased may be sold via an online bookseller (e.g. webuybooks.co.uk) to generate money that goes to the Library or taken to a local charity shop (e.g. Oxfam in Mutley Plain). 

7. Conservation

Library staff (including trained volunteers) will undertake basic conservation, repair and minor cleaning to maintain the condition of the Library’s collections wherever possible.

8. Storage

The Library is committed that, where possible, the Library’s collections will be stored in a stable and appropriate environment within the library. Regular checks are undertaken to ensure this is the case 

9. Research

The Library actively encourages research into and usage of the Library’s collections and archive by members and potential members. Any non-members wishing to undertake research must contact the Library Manager beforehand. 

10. Review Schedule

A review of the Collection Development policy will be undertaken every two years. This review will be undertaken by the Library Manager and Honorary Librarian and presented to the Trustee Board.  

11. Appendices

Appendix A - Gift Assessment Procedure 

The Library appreciates offers of items for the collections but is conscious of its limited space. The Library reserves the right to decline any books offered if it is deemed that the books will not add to the quality and depth of the collection, or the items are not of suitable interest to be resold so as to generate income for the Library. 

Any person intending to bequeath items to the Library must discuss their wishes with the Library Manager and where possible, list the items proposed as donations to the Library. If the intended bequest is not deemed suitable for the Library to accept, advice will be given on other repositories for the items being offered as a donation for the person to consider approaching. .  

Appendix B: Cataloguing Methodology 

The data pertaining to the book is on a card catalogue which is available to members. It is also recorded on an Excel spreadsheet which is available (with instructions) to users on the Library website. 

Signed …………………………………………………….…………………….. 

Darren Bevin: Library Manager, January 2026. 

…………………………………………………….…………………….. 

Sue Bartlett: Honorary Librarian, January 2026.