Along with your library guiding statement, we recommend keeping separate documents for specific library functions. How much detail you include and the formats you use, such as lists or flowcharts, depends on your own systems and processes.
The documents should outline:
- the principles used to guide your decisions about your library and its collection
- who's responsible for what
- what steps they need to take
- which forms or documents to use.
Include the process and schedule for reviewing your library procedures in the documentation.
Use our template to create a set of guiding documents for your library:
Library guiding documents template (docx, 110KB)
What's in your library management documents
These documents guide your decisions about important aspects of your library. They also provide instructions to help library staff with the day-to-day operation of the library.
The tasks involved with collection management become a cycle where each task relies on the other, including:
- processes for collection assessment and planning
- criteria and processes for resource selection, curation and weeding
- processes for acquisition of new items, including donations
- how you will handle challenges or complaints about the collection
- responsibilities for each of the above tasks.
Collections and resources — information to guide you through each stage of the collection management cycle.
- borrowing limits
- loan periods
- how you deal with items that are overdue, lost or damaged.
- opening hours
- how you arrange class, group or individual student visits to the library
- use of the library space for events
- use of technology in the library — make sure the information aligns with other school-wide documents such as Acceptable Use or BYOD policies.
Getting started in your library — an operations checklist helps you record information about the day-to-day management of your library.