Catalog

Books for the World
ADB’s Depository Library Program is getting information into the hands of users by providing free books to 150 libraries

What is the Depository Library Program?

The program is a worldwide collection of libraries that receive about 300 documents each year from ADB, free of charge. The documents range from technical assistance reports to country economic reports to basic information about ADB, posters, bookmarks, and, in some cases, videos and CD-ROMs. For all of this, the library must be open to the public and assist patrons through on-site research and interlibrary loans.

Why does ADB have the program?

ADB started its depository library program in 1994 as a good way to disseminate information. This was before we had a disclosure policy so it was a big step in the direction of being more open and transparent. We started with 40 libraries around the world, and now we have 150.

Has the program changed much?

The conditions in which we operate the program are ever changing. Some of our libraries have switched almost completely to digital files, and others file each hard copy document in a neat folder, catalog it by hand, and place it on the shelf. How we work with our libraries has also changed. Each year we send more documents and publications; we advertise the documents and the existence of the libraries; and we encourage the libraries to advertise their role as an ADB Depository Library.

How do libraries join?

Libraries are nominated by their governments through the ADB Directors. Usually the Directors nominate based on their knowledge of the country and where ADB information would be most useful. In some cases a head librarian will let ADB know that the library is a good candidate by writing directly to the ADB Director or to Director General, Department of External Relations. The library signs a memorandum of agreement with ADB and we start sending documents.

What are the requirements for libraries?

Libraries must have a librarian and be open to the public and should have enough space to accommodate about 300 documents and publications per year. The materials are meant as a research and resource collection; they are not on loan directly to library patrons but can be sent to other libraries through interlibrary loans. We do request that the publications be displayed together in a labeled area.

What is the time commitment?

Membership in the program is for the life of the program. There is no renewal process. We do require an annual report that touches on the publicity given to the collection, type of library users, display arrangements, cataloging and filing system used, services provided for library users, and professional qualifications of library staff. This helps the library assess the program each year and gives us good feedback on problems faced and needs we might be able to address.

Is there a cost for the library?

The documents are sent free of charge. The library needs to have a librarian aware of the collection and other staff as needed for cataloging.

LIBRARY PROMOTES ADB: The Universidade de Macau, an ADB Depository Library, held a special book exhibit to commemorate ADB’s 34th anniversary.

What is the cost for ADB?

In addition to the cost of staff time, there is the cost of sending by courier or mail, which is US$17,000–US$20,000 per year as of late 2000. Each year we add more libraries, so the costs could go up. But we also expect that as more of our libraries get access to our web site, the overall costs will go down.

This all sounds too good to be true. Is there a down side?

For ADB, no. The program allows us to disseminate a lot of information to our members at low cost. For the library, perhaps, if their expectations are unrealized. We have had libraries that joined thinking they would receive all priced publications, and others that expected we would sort the collection according to country. Another disappointment has been when the library realizes that we really meant it when we said that ADB does not train librarians, does not build the library, does not put up shelves. We have neither the staff nor the resources to take those tasks on right now.

Where will this program be in another 5–10 years?

More of the collection will be online. More of our libraries will be online. We may one day in the not too distant future have "electronic depository libraries." At the same time, we will have more community libraries, perhaps dividing the collection according to need. The Depository Library Program lets us get our information into the community and into the hands of those who want to know more about what we do.

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