United States Administration And United Nations
Environmental Protection Resources Management Environment
Agency (PM-211A) Programme
svEPA
UNEP
CARIBBEAN
CURRENTS September 1993
Volume 2, Number 4
September 1993
EPA/220/N-93-030
We/come...
~4o the eighth issue of Caribbean Currentsthe official INFOTERRA newsletter for National Focal
Points in the English and French-speaking Caribbean.
In this issue well finish our look at Collection Development. Included is a sample Collection
Development Policy, as well as a look at development activities in the Region. Be sure lo review
the past three issues for the earlier parts of this series and a complete picture of the process of
building an environmental information collection.
Special thanks to Maritza Alvarez of GAC and Jaime Villanueva of 1NFOTERR A/Belize for their
contributions to this issue
Remember, Caribbean Currents is your newsletter, and anything you would like to share is
welcome. Bee the Next Issue Box on page 7 for more information on submissions to the next
edition.
LOCAL EXPERIENCES
(r
IN THIS ISSUE
FEATURE ARTICLE:
Collection Development
at CIAC. p. 1
Sample Collection
Development Policy
Statement p. 2
INFOTERRA IDEAS:
Policy Statement p. 3
BULLETIN BOARD p. 6
News from Belize p. 7
NEXT ISSUE:
Next issue's topic; information
on submitting articles p. 7
Caribbean INFOTERRA
NFP Directory p.8
COLLECTION
DEVELOPMENT
Planning a Caribbean
Environmental Information
Collection
For years, I volunteered my services to the largest
non-governmental environmental organization in
Puerto Rico. As chairperson of its hospitality and
public relations committee, I learned there was a
growing need to keep abreast of the latest
information on environmental issues, and a demand
for such information. Unfortunately, there was also
limited public access to this information. Libraries
had yet to address this lack of access.
Not any more! The Caribbean Environmental
Information Center (referred to by its Spanish
acronym, CIAC, for Centro de Information
Ambiental del Caribe) in Puerto Rico was created in
response to these needs. It is quickly becoming a
valuable, recognized source for information on
important environmental issues in the Wider
Caribbean Region. (continued on page 2)
Printed on Recycled Paper
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Collection Development at CIAC
(continued from page 1)
How are we accomplishing this? CIAC needed to develop a well-planned collection of resources while
maintaining an active special events agenda and remembering the needs of the environmental community.
CIAC was established to operate as a carefully orchestrated educational and public information center
rather than a mere storehouse of documents. The goals of the Center's planners and operators include
becoming an essential element in the growth and development of all segments of Caribbean society.
The collection is small but includes carefully selected materials with up-to-date, reliable environmental
information in a variety of formats including:
reference and general-interest books
journals
audio-visual materials
software
telecommunications capabilities.
Collection development activities have concentrated on quality rather than quantity. A thorough analysis
of available materials allowed the Center to start with a useful, focused collection of environmental
materials. The selection process included consulting with other environmental information centers.
The journals collection provides current awareness tools for significant issues and events. The CIAC staff
also maintain a clip file of articles relevant to the Center's mission. The collection also includes
environmental profiles of many countries.
Electronic mail and on-line access to databases and library catalogs help the staff to obtain additional
information, increasing the number of sources and types of information avaliable to CIAC and its users.
CIAC is a collaborative effort between Universidad Metropolitana and the U.S. Environmental Protection
Agency. It is located in a modern and comfortable area of the Universidad library. Marketing efforts
assure that the Center will stay in the forefront as a source of information in the Caribbean.
Communication will help CIAC achieve its goal of offering service to potential users as well as existing
patrons.
For more information on CIAC, its materials and collection, or its services, please call, fax or send electronic
mail to the Center directly.
Telephone: (809) 751-0239
FAX: (809) 766-1763
INTERNET: um_malvarez@feagml.feagm.du.edu
Please feel free to access the information available at this valuable partner in the Caribbean Environmental
Information Network.
submitted by Maritza Alvarez, CIAC Director
&
Sample Collection Development Policy
This issue, INFOTERRA Ideas features a sample Collection Development policy. This is the actual policy
used by INFOTERRA/USA.
Feel free to consider this example when developing or revising your own policy. Please note the following:
This is an example. There is no single right way to assemble your policy statement.
Many of the details in this statement are specific to the operations and location of INFOTERRA/USA.
They may be inappropriate for your collection. Consider your unique situation when writing a
policy statement.
Length is not important. All that matters is that the statement addresses the nature and intent of your
collection. Good policy statements may be much shorter, or much longer, than this example.
Keeping these things in mind, we hope you find this sample useful and enlightening. If you have any
questions, please feel free to contact INFOTERRA/USA using the information on page 8.
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INFOTERRA IDEAS
Sample Collection Development Policy
INTRODUCTION
INFOTERRA/USA develops overall library collection policies and selection procedures to maintain an effective
collection in order to assist INFOTERRA/USA staff in responding to 1) international requests for environmental
information and 2) information requests of an international nature from EPA staff and U.S. citizens. The
collection is also maintained to aid EPA staff in researching international environmental issues.
The INFOTERRA/USA collection contains information on many aspects of the environment. Emphasis is
placed on materials focusing on international issues. Journals and monographs selected reflect this emphasis.
However, INFOTERRA/USA staff also relies on the EPA Headquarters Library collection for information in
areas not covered by the international collection. Should the scope of the Headquarters Library change,
INFOTERRA/USA may find it necessary to broaden the focus of the international collection.
SELECTION POUCY
The materials selected for inclusion are always appropriate and available for public review. INFOTERRA/USA
does not collect classified documents. Text books are not included except on subjects where no other significant
material exists. Materials added to the international collection do not usually duplicate those collected by the
Headquarters Library, unless usage warrants a duplicate copy for INFOTERRA/USA. INFOTERRA/USA
collects the following types of materials:
Monographs (books, EPA reports, Government documents)
» Serials (annuals, journals, newsletters)
Conference proceedings
Ephemeral material (pamphlets, brochures, flyers)
CD-ROMs.
The INFOTERRA/USA Head Librarian coordinates with the Reference Librarians to pursue a systematic
acquisition program Materials are selected by the librarians with input from the Branch Office and EPA
employees.
As first priority, INFOTERRA/USA maintains and collects EPA reports on international topics. Specialized
reference materials are second priority. Third priori ty are subscriptions, which includes hardcopy and CD-ROM
subscriptions. The general circulating items are listed as the fourth priority.
INFOTERRA/USA collects primary reference tools such as almanacs and yearbooks, annual reviews,
bibliographies, dictionaries, directories, geographical sources, legal materials, and statistical sources.
The circulating collection includes materials covering environmentally related topics specific to individual
countries or areas of the world, industries, international organizations, treaties and multilateral agreements, and
laws and regulations. Materials on environmental issues that are not collected by the Headquarters Library are
also collected in order to support the work of responding to INFOTERRA/USA requests.
Other criteria:
Gifts and free publications will be added when the material supplements the collection or replaces
missing items. If a gift duplicates an item in the reference collection, it can be considered for the
circulating collection. (continued on page 4)
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Sample Collection Development Policy
(continued from page 3)
Reports produced by other government agencies are collected when they fall within the scope of the
collection and are free of charge.
Some foreign language documents are collected, focusing mainly on Spanish and French, but other
languages are also represented. Foreign language materials will be cataloged for the collection when
their value is significant enough to warrant the expense of cataloging.
Material collected is generally not more than five years old unless it has historical significance to
INFOTERRA/USA and its program areas, or is an environmental classic.
When available, most titles are purchased in hardcover.
Responsibility of selection:
Materials are selected by INFOTERRA/USA staff and are recommended to the INFOTERRA/USA Manager for
approval.
Selection Guidelines:
Basic or definitive treatment of subject matter
Importance of subject matter to the collection
Clarity and accuracy of presentation
Author's reputation and significance as a writer
Reputation and standing of the publisher
Date of the publication
Price of the publication, as relates to allocated budget
Availability of material on a subject.
Special requests or recommendations by library patrons are always considered. Acceptance of a request or
recommendation does not mean that INFOTERRA/USA is obliged to purchase an item.
SELECTION PROCEDURES
In order to systematically review a large volume of material, the Head Librarian, in cooperation with the
Reference Librarians, uses the following sources:
Book reviews
Publishers' catalogs
Suggestions from EPA staff
Subject bibliographies
Materials borrowed from other libraries through interlibrary loan
Yearly inventory for review of missing materials
Material from the above sources is collected and circulated to all of the reference staff. Librarians make any
relevant comments on the suggested materials, indicate recommendations for purchase, and note the priority for
ordering each item
After each Reference Librarian reviews the packet of information, it is returned to the Head Librarian for
comment. The Library Technician then adds the information for all of the recommended purchases to the
Acquisitions Database.
REVIEW AND SELECTION OF JOURNALS
The journal collection needs to be reviewed on an annual basis to determine if it is still meeting the needs of
INFOTERRA/USA. During the year, possible additions and cancellations to the journal collection are accumulated
by INFOTERRA/USA staff. They are gathered from the following sources:
Suggestions
Reviews
Advertisements
Free samples sent by publishers
Titles frequently requested through interlibrary loan. (continued on page 5)
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Sample Collection Development Policy
(continued from page 4)
In May, the Head Librarian will circulate a list of current journals for INFOTERRA/USA staff to review for
possible cancellations. Any possible additions to the collection will also be reviewed by INFOTERRA/USA staff.
A final list of journal recommendations for the upcoming fiscal year will then be submitted to the INFOTERRA/
USA Manager for approval.
DONATIONS
The following procedure is used to process donations. The donor of the materials:
is interviewed, if possible, before materials are sent to INFOTERRA/USA
is advised of the policy of rejecting material that is not valuable to the collection
is asked if they would like the material returned to them if it is not added to the collection
may also be questioned about the subject content or significance of the donated materials.
Using the selection criteria, the materials are reviewed by INFOTERRA/USA staff. A decision is made to:
add the materials to the collection
return them to the donor
distribute them in response to INFOTERRA/USA inquiries
send them to the Gifts and Exchanges Division of the Library of Congress.
ACQUISITIONS
It is INFOTERRA/USA's policy to purchase all needed materials quickly, efficiently, and at the least expense
possible. Library staff also obtain materials on "hot" topics as they appear. Whenever possible, INFOTERRA/
USA staff actively seek to obtain materials free of charge.
SEARCH FOR AVAILABILITY AND DUPLICATION
For any item intended for purchase, INFOTERRA/USA staff will:
Ensure that the requested material is currently available
Verify the bibliographic information and cost including shipping
Check the library holdings to eliminate duplicate ordering.
One or more of the following sources will be used in achieving these goals:
Online catalogs such as OLS and OCLC
Available CD-ROM products such as Books In Print Plus, NHS, GPO
Current publishers' catalogs
Phone calls to publishers/distributors.
RECEIPT OF MATERIALS
When ordered materials are received by INFOTERRA/USA, the T echnician checks each item against the packing
slip/invoice to make sure that it is the item actually ordered by INFOTERRA/USA and that it was received in
good condition. If there is a problem, the item is given to the Head Librarian who contacts the publisher/vendor
to obtain a correct title or a replacement. Correct materials are preprocessed by INFOTERRA staff and sent to the
EPA Headquarters Library's Cataloging Department.
CLAIMS
If an item listed on the invoice and/or packing slip is missing from the shipment, received in poor condition, or
was not ordered, the Head Librarian will:
Hold the damaged or unordered item
Notify the publisher by telephone or letter
Follow publisher's instructions
Send the invoice, packing slip and copies of any correspondence to the INFOTERRA/USA Manager
noting the missing or damaged item
File copies of the invoice, packing slip and correspondence with the appropriate purchase order
Notify the INFOTERRA/USA Manager to adjust the invoice if the publisher will not supply a
replacement item
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Welcome to The Caribbean Currents
Bulletin Board.
Each issue, we will publish questions or concerns of interest to the
various NFPs. Anyone who has materials or information that they feel
will be helpful should feel free to respond. You may either respond
directly to the NFP which has placed the item, or send the materials to
the RSC for forwarding.
Wildlife Hazards Documents
Available
The U.S. Department of the Interior published
a series of documents entitled Hazards to Fish,
Wildlife, and Invertebrates: A Synoptic
Review.
INFOTERRA/USA has a complete series of
these documents available for distribution.
The substances included are:
Arsenic
Atrazine
Cadmium
Carbofuran
Chlordane
Chlorpyrifos
Chromium
Diazinon
Dioxins
Molybdenum
Pentachlorophenols
Polychlorinated Biphynyls (PCBs)
Polycyclic Aromatic Hydrocarbons
(PAHs)
Toxaphene
If you would like any or all of these reports,
please contact INFOTERRA/USA.
If you request the whole set, we will include a
comprehensive index.
USA Needs Information
INFOTERRA/USA receives
numerous requests for information on
eco-tourism. We would like to build
up our collection of materials on this
subject.
If you have any information on this
topic, including ordering information
for specific publications, please send
them to INFOTERRA/USA. We'd
really like to build up our collection on
this topic so that we can better serve
our users.
Please respond to the address listed in
the directory on page 8.
Send your Bulletins to the RSC for publication in the next issue. See
the Next Issue box on page 7 for information on submitting items.
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News from BELIZE
\
The Belizean National Focal Point, with funding from
the United Nations Development Programme, has
recently purchased new computer equipment. The
package includes a computer, printer, modem, and
software. The NFP is managed by Jaime Villanueva
and assistant Earl Young. Mr. Villanueva hopes to
have the new computer system fully operational by
early September 1993.
This system will be used primarily for
telecommunications. The NFP also wants to develop
a local environmental information database with the
assistance of the Regional Service Centre at
INFOTERRA/USA.
Belizean environmental decision-makers will benefit
from the new system as it will give them access to
Ambionet and other systems as well as providing
electronic access to the INFOTERRA International
Directory of Sources on MicroISIS. The
computerization of INFOTERRA/Belize helps
implement the first steps in the NFP's active
participation in the INFOTERRA Network.
-submitted by Jaime Villanueva, INFOTERRA/Belize
V
Let us
What Yom "re
Dsning<
OOO
\l/
Next Issue
This issue brings a close to two years of Caribbean Currents. With the next issue we will start publication
of Volume 3. As we move into the third year of this newsletter, we would like to broaden the focus of the
newsletter to better serve the needs of the Caribbean Community.
Starting with the December 1993 issue (Volume 3, Number 1), Caribbean Currents will be distributed to
any organization interested in environmental concerns in the English and French-speaking Caribbean.
With this change in distribution, there will be a corresponding change in focus. Rather than detailing
strictly operational issues, Caribbean Currents will also look at any topic of environmental importance in
the Region.
If you have any information you would like to share or request, please let us know. Also, feel free to refer
interested parties to the Regional Service Centre (RSC) for inclusion on the revised mailing list.
Remember, this is your newsletter. Your input is vital! Any information, questions, comments, or
activities are welcomed for inclusion. Length is not important; feel free to contribute whatever you can.
The deadline for submissions to the next issue is November 1,1993. If you have any questions, problems,
submissions, or information, please contact the Caribbean Currents Coordinator at the RSC. You are
welcome to:
Send mail to the RSC using the address on page 8
Contact the Coordinator by telephone at (202) 260-3638
Send FAX information to (202) 260-3923
Send Electronic Mail (via Internet) to library JNFOTERRA@epamail.EPA.gov.us
Thank you for your time, interest, and assistance.
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Tin Mtmovim
With enormous regret we wish to inform you that Sharon O'Connor, INFOTERRA/
Jamaica National Focal Point Manager, died recently. Sharon was an active member of
the Caribbean INFOTERRA group and a frequent contributor to this newsletter. We will
miss her.
{f
>
About the NFP Directory
This directory reflects changes and additions to the INFOTERRA Directory of National Focal Points
distributed by INFOTERRA/PAC, dated April 1993. Please check this information to verify that it is
correct and up-to-date. If you have any changes or corrections, please notify the RSC as soon as possible.
VJe will be happy to relay the information to the PAC.
NFP DIRECTORY
Dr. Donald Cooper
Department of Environmental Health Services
P.O. Box N-3729
Nassau, THE BAHAMAS
Telephone: (809) 322-4908 FAX; (809) 322-3607
Vernese Innlss
Administrative Officer (Environment)
Ministry of Labour, Consumer Affairs and
the Environment
Marine House, Hastings
St. Michael, 29, BARBADOS
Telephone: (809) 426-8999 FAX: (809) 426-8959
Jaime Villanueva
Fisheries Department
Princess Margaret Drive
P.O. Box 148
Belize City, BELIZE
Telephone: 501-2-44552
FAX: 501-2-32983
Mr. Felix Gregoire
Forestry and Wildlife Division
Ministry of Agriculture, Botanical Gardens
Roseau, DOMINICA
Telephone: (809) 448-2401 FAX: (809) 448-7999
Mavis Taylor
INFOTERRA Director
c/o UNDP
P.O. Box 10960
Georgetown, GUYANA
FAX: 592-2 62942
Marguerite Blemur
Ministere de l'Agriculture et des Resources Naturelles
et du Developpement Rural
P.O. Box 1441
Port-au-Prince, HAITI
Telephone: 509-22-1867 FAX: 509-22-3599
Director
Natural Resources Conservation Divison
Ministry of Tourism & the Environment
53 1/2 Molynes Road, P.O. Box 305
Kingston 10, JAMAICA
Telephone: (809) 923-5155/5125 FAX: (809) 923-5070
Vanesta Moses-Felix
Government Documentalist
Ministry of Planning, Personnel,
Establishment, and Training
Documentation Center
P.O. Box 709
Castries. ST. LUCIA
Telephone: (809) 453-2005 FAX: (809) 453-2506
Regional Service Centre (RSC):
Emma J. McNamara
INFOTERRA/USA
U.S. Environmental Protection Agency
Headquarters Library
Room 2904, PM-211A
401 M Street, S. W.
Washington, D. C. 20460, USA
Telephone: (202) 260-5917 FAX: (202) 260-3923
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