126 · Representative Documents: Off-site Shelving Strategies
Selection Guidelines for Off-site Shelving
Selection Guidelines for Off-site Shelving Fondren Library -Rice University
https://library.rice.edu/collections/about-fondrens-collections/collection-development/collection-maintenance/guidelines-off-site-shelving[10/1/13 4:54:40 PM]
2. Number of copies needed.
3. User interest and need for superseded or revised texts.
4. Value of variant editions.
5. Level of interest in current or retrospective materials.
6. Artifactual value of the material.
7. Reference value (i.e., is this something that would normally be used in place for a short period?)
8. Physical condition of the material (in consideration with preservation, placement, reformatting options, or possible withdrawal).
9. Availability of the material elsewhere. (Is it available in microform? Is there a digital version?)
B. Practical Considerations
Selection and processing of material for off-site shelving are labor-intensive operations that take a considerable amount of time to
complete. Initially, therefore, the librarians will strive to identify groups of low-use collections or materials for transfer. No medium
(e.g., flat files, microforms, archival boxes, etc.) is exempt from consideration. Usage will be determined by statistics from both the
online circulation system and from books reshelved after use within the building.
C. Specific Procedures
Selection for off-site shelving will be an ongoing process. Consequently, these procedures will not suffice for every situation that may
arise. In such instances, the professional librarians will employ their judgment, based on experience and knowledge.
Materials Suitable for Consideration for Selection and Transfer:
1. Out-of-date materials.
2. Print runs of serial titles which have ceased publication or been cancelled by Rice.
3. Print runs of serial titles duplicated electronically.
4. Print runs of serial titles: Science and technology periodicals, more than 20 years old Social and behavioral science periodicals,
more than 30 years old Humanities (including History), more than 40 years old.
5. Variant editions, regardless of date, unless a minimum number of copies are needed to meet user demand or they have
compelling research value.
6. Annuals and continuations of a reference nature other than the most current year, unless otherwise warranted.
7. Monographic sets or monographic series (analyzed or not analyzed), with the provision of #2 below.
8. Monographic titles with copyright dates consistent with those of the periodicals listed above (#4), which have not circulated within
the last 6 years.
9. Multi-volume sets that are bibliographic in nature.
10. Microform titles duplicated in electronic format. Books with special features (e.g., maps or plates), or those whose condition may
benefit from the environment and security of the Library Service Center.
11. Rare materials not suited to the Woodson Research Center Collection but which may benefit from the environment and security
of the facility.
12. Films, audio recordings, disks, tapes, CD-ROMs, and other formats for which no playing equipment exists.
Items Not Suitable for Selection or Transfer:
1. Cumulative indexes to specific periodical titles, regardless of where the serial is housed.
2. Individual volumes of multi-volume sets neither complete nor incomplete multi-volume sets shall be split between Fondren and
Library Service Center.
3. Fragile material needing extensive conservation efforts (unless or until repaired).
4. Most current edition of reference works, directories, yearbooks, encyclopedias, etc,
5. Materials requested by teaching faculty for retention in Fondren.
6. Current acquisitions, regardless of date of publication.
7. Items not represented in the online catalog.
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