3.15 Organisation of resources and collections

The collections and resources of the library should be arranged in an organised and logical way. The library should be well sign-posted so that users are able to easily locate the collection or section they are after.

Before you can label the shelves and decide on signage, consideration needs to be given as to the number of collections the library will have. For example, decide whether the library's non-fiction collection in its variety of formats would be better shelved as a single, integrated sequence or as separate sequences according to the type of material.

Many school libraries have decided on separate collections for their non-book items as non-book materials have particular shelving and storage requirements. It is quite common in the school library, to find separate collections for kits and video recordings. CD ROMS are also often stored separately in a closed access area that library staff may browse but students may not.

The advantage of an integrated collection is that, in terms of retrieval for clients, a single integrated sequence can ensure that students and staff alike are finding all the materials available in the library on a single subject.

The disadvantage of integrated shelving is that not all items are designed to be shelved. In fact, items like posters and kits are much better if stored on hanging frames, as they are more easily browsed.

It is up to the library manager, in consultation with other teaching staff, to design the shelving requirements to optimise use.

All shelves should be clearly labelled and sign posted. All items must also be clearly labelled. The first part of the item's spine label should clearly indicate to which collection the item belongs, for example, VID for video collection, REF for reference, S for the serials, etc. The spine label should be identical to the holding on the catalogue record.

The main collection of non-fiction resources should be shelved in a single sequence, from left to right within bays and in numerical order. At least 10% of each shelf should be left free for additions to the collection. Bookends should be used to ensure books are packed loosely enough to allow easy removal whilst still ensuring they keep upright. Space behind the books should be left so that air can freely circulate. Big folio or elephant books should be stored horizontally in stacks of no more than three. You may wish to have a parallel sequence running on the bottom shelf of each bay of non-fiction books for the larger books that fit into that sequence.

Consideration also needs to be given to the height of the shelves to allow for clients from all ages to retrieve the books without undue physical exertion.

Fiction books should be shelved alphabetically by the author's last name, left to right within the bays.

Any books that can be used as quick reference such as encyclopaedias, dictionaries, atlases and almanacs should be used as the core of the reference section and shelved separately with a spine label that clearly indicates they are for reference and not for loan.

Audiovisual resources, such as videos and DVDs may be shelved together, separately from the other collections. Likewise with other media formats, software, posters/charts, vertical file.

Signage needs to be clear and easy to read and see. All the different collections should be immediately apparent upon entering the library. If not, it is useful to have a plan of the library near the entrance.

Coloured labels to indicate broad categories can be used on the shelving. An alphabetical subject index in a range of formats can be developed and made into wall charts or booklets.

Clear guiding and signs will ensure that the library is easily accessible and effectively used. Subjects may be listed on the end of a bay panel and wall subject indexes can also be used.

Many school libraries have separate sequences for different fiction types, for example easy-reads, quick reads, best sellers, picture books, young adults, etc. The decision on the number and types of collections should be based on client needs and should be made to best suit student usage patterns.

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