108 · Representative Documents: On-site Shelving Strategies
UNIVERSITY OF MANITOBA
Policy: 320. Remote/Limited Access Storage and Annex
Policy 320: REMOTE/LIMITED ACCESS STORAGE Page 320.2
The following libraries, which have storage facilities within or near the unit, store their own
materials only and do not provide public browsing access: the Architecture/Fine Arts Storage
(E3-175 Engineering) E. K. Williams Law Library Sciences and Technology Library Fr. H.
Drake Library, St. Paul’s College and the Deer Lodge Centre Library.
General Storage Selection Guidelines
-Items which are seldom used.
-Only items which are catalogued and barcoded, or are in some other way made accessible
to the public (eg. inventories, listings), will be placed in storage.
-Only one copy of a UML item should be held in storage and it should ideally be the last
remaining copy (see Last Remaining Copy).
-Avoid duplicates [see stricter guidelines below for the Libraries’ Storage Annex]
· A unit holding more than one copy of an item because of its high usage should
retain all copies in the unit.
· When an item is duplicated in more than one UML location and it is determined
by one unit that the item remain on the open stacks, remaining copies in other
locations should not be placed in storage. A choice should be made to retain the
item in the unit, offer it to the unit retaining their copy or discard it from the
collection. Last remaining copy: If all other copies have been discarded, the last
remaining copy may be a candidate for storage.
-Journals:
· The decision regarding storage of journals remains the responsibility of the unit, as
does the determination of the specific cut off dates (the year at which certain
volumes remain in the unit and earlier volumes go to storage) for the print journals
for that specific library.
· As per the criteria for the last remaining copy (see above), only the last remaining
print copy of a UML journal should be held in storage.
Additional Libraries’ Storage Annex Selection Criteria and Guidelines
-Must be dust- and mould-free, and have a good binding
-Various editions can be stored, but only one copy of an edition
-Where there are overlapping subject responsibilities between units, only when the subject
UNIVERSITY OF MANITOBA
Policy: 320. Remote/Limited Access Storage and Annex
Policy 320: REMOTE/LIMITED ACCESS STORAGE Page 320.2
The following libraries, which have storage facilities within or near the unit, store their own
materials only and do not provide public browsing access: the Architecture/Fine Arts Storage
(E3-175 Engineering) E. K. Williams Law Library Sciences and Technology Library Fr. H.
Drake Library, St. Paul’s College and the Deer Lodge Centre Library.
General Storage Selection Guidelines
-Items which are seldom used.
-Only items which are catalogued and barcoded, or are in some other way made accessible
to the public (eg. inventories, listings), will be placed in storage.
-Only one copy of a UML item should be held in storage and it should ideally be the last
remaining copy (see Last Remaining Copy).
-Avoid duplicates [see stricter guidelines below for the Libraries’ Storage Annex]
· A unit holding more than one copy of an item because of its high usage should
retain all copies in the unit.
· When an item is duplicated in more than one UML location and it is determined
by one unit that the item remain on the open stacks, remaining copies in other
locations should not be placed in storage. A choice should be made to retain the
item in the unit, offer it to the unit retaining their copy or discard it from the
collection. Last remaining copy: If all other copies have been discarded, the last
remaining copy may be a candidate for storage.
-Journals:
· The decision regarding storage of journals remains the responsibility of the unit, as
does the determination of the specific cut off dates (the year at which certain
volumes remain in the unit and earlier volumes go to storage) for the print journals
for that specific library.
· As per the criteria for the last remaining copy (see above), only the last remaining
print copy of a UML journal should be held in storage.
Additional Libraries’ Storage Annex Selection Criteria and Guidelines
-Must be dust- and mould-free, and have a good binding
-Various editions can be stored, but only one copy of an edition
-Where there are overlapping subject responsibilities between units, only when the subject
