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Collections Management

Telephone: +420-221 663 521
Fax:
E-mail: tomas.foltyn@nkp.cz
Address: Central Depository of the National Library of the Czech Republic
Collections Management
Sodomkova 2
CZ 102 00 PRAGUE 15
CZECH REPUBLIC
Director: Mgr. Tomáš Foltýn
Deputy: Elisabeth Tadialová
Department - Head: 1. Collections Organization - Irena Ljubková (ext. 124)
2. Collections Revision - Ing. Eva Forstová (ext. 285)
3. National Archival Collections Management - Elisabeth Tadialová (ext. 353, 526, 125)
4. Universal Collections Management - Mgr. Miroslav Horský (ext. 375)
5. Central Depository Library - PhDr. Jan Sobotka (ext. 253)
6. Strategic Planning of Library Collections Digitization - Mgr. Anna Vandasová (l. 55338)
7. Preparation of Documents - RSDr. Ivan Ljubka (l. 532, 545)

Collections Management
It is a unit on the level of a division, managed by a director.
It manages the National Archival Collection, Universal Collections, Study Collection; and Reserve Collections. It is responsible for comprehensive management, organization, revision and storage of the aforementioned collections. It cooperates with libraries, institutions and specialized establishments in the Czech Republic and is responsible for the NL participation in joint projects and the fulfilment of the particular agreements in the area of library collections management. Within the scope of its professional competence, it provides coordination, methodical, advisory and consultancy service. Authorized to do so are also individual departments within the scope of their competence. It participates in research and development work.

1. Collections Organization
It is a unit on the level of a department, managed by a head.
It is the output place of the cataloguing line, i.e. by means of providing new accessions with shelfmarks it organizes the arrangement of library collections in stacks and makes their adjustment, it proposes changes in the system of shelfmarks, organization and building up the collections, it manages local catalogues and lists. It makes corrections and redactions of selected records in OPAC, it provides documentary evidence and arranges for binding of volumes according to the agreed criteria in an internal or external binding office; it participates in checks of the completeness of accessions passed through the processing lines and sends the results to particular departments.

2. Collections Revision
It is a unit on the level of a department, managed by a head.
It makes routine periodic and occasional revisions of library collections in accordance with valid legal regulations, it reviews the cases of temporarily missing library units, it submits the units to be written off and, when approved, it writes them off the NL collections. Based on the results of revisions, it prepares materials for up-dates and acquisitions to the Universal Collections, it participates in searches for replacements of library losses. It builds up and provides access to the archival collection of the 19th century, monographs and periodicals; it selects and marks library units that need special preservation. It submits proposals for reformatting the most damaged publications and keeps records of the progress of their further processing. It monitors and registers moves of library collections for the needs of reference libraries, it registers deposited collections, revision losses, write-offs and other card indexes for the need of the revision including their gradual transfer into automated databases.

3. National Archival Collections Management
It is a unit on the level of a department, managed by a head.
It builds up, protects, permanently preserves and in accordance with particular regulations it provides access to the National Archival Collections, i.e. the archival collection of domestic and foreign Bohemical documents, both printed and non-printed ones, including the periodical literature. It is an output department of the processing line for the National Archival Collections; it provides signs and adjustments, it selects publications to be bound, and builds up local catalogues and card indexes. It participates in checks of completeness of the passage of accessions through the processing lines and sends the results to particular departments. It proposes the individual documents and their sets to be included in the National Archival Collections. It provides bibliographic information, consultancy and advisory services in the field of Bohemical literature of the 20th and 21st centuries. It gradually transfers the data about library units kept in the National Archival Collections into the online database. It manages the operation of the special National Archival Collections Reading Room. It cooperates on projects focused on digitizing library holdings.

4. Universal Collections Management
It is a unit on the level of a department, managed by a head.
It manages the Universal Collections and the Study Collections and participates in their organization. It is responsible for their purposeful and safe storage as well as doing checks in this sphere; it submits proposals for measures to particular organizational units. It provides access to the Universal Collections, especially it delivers the requested items from the collections, puts the returned volumes back to their proper places and shelves new accessions, it collaborates on their adjustment and organizes moves of the collections. It participates in entering the data about damaged and reformatted titles into OPAC and it is involved in surveys of the collections condition and their minor repairs. It carries out basic revisions of arrangement in individual shelfmarks.

5. Central Depository Library
It is a unit on the level of a department, managed by a head.
It builds up, manages and preserves Reserve Collections. It is responsible for their content structure, purposefull acquisition and use. It performs content and formal updates of the Reserve Collections. It cooperates on retrospective acquisition to the NL collections.

6. Strategic Planning of Library Collections Digitization
It is a unit on the level of a department, managed by a head.
It participates in forming the conception and strategy of digitization of non-historical library collections on both national and international level. It coordinates activities of libraries and other memory institutions, publishers, scientific and professional institutions concerning strategic decisions regarding the selection and process of digitization of library wholes and partial collections from the point of view of the standards used and with regard to the access to them through networks or mobile readers. It prepares research and development projects focused on the development of tools, procedures and methodologies in this field and it is involved in their implementing. It ensures the promotion and application of results of the research projects in the form of lectures, presentations, publishing activities and it participates in the training of professionals. It provides organizational back-up to the operation of the National Programme VISK 7 (Public and Information Services of Libraries).

7. Preparation of Documents
It is a unit on the level of a department, managed by head. It selects and prepares library documents for digitizing, it checks their physical condition and the state of cataloguing, it examines duplicates of the selected documents. Based on performed basic findings it decides on further cataloguing. It lends documents in ALEPH System and keeps records on the selected documents in the Register of Digitizing. It creates basic data files (metadata) for further processing. In its work it adheres to agreed standards and recommendations. Within the scope of its competence it proposes methodology, system changes and standards, and it provides metodical and consultancy service. It is involved in implementing the IOP Project (Integrated Operation Project) – Creation of the National Digital Library and in other national and European projects, it participates in research and development.

Tomáš Foltýn

Sep 30, 2015
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