SPEC Kit 337: Print Retention Decision Making · 171
UNIVERSITY OF WATERLOO (TRI-UNIVERSITY GROUP OF LIBRARIES ANNEX)
Policy for Relocating and Withdrawing Library Materials
http://www.lib.uwaterloo.ca/staff/irmc/withdraw.html
Information Resources Management |Library |University of Waterloo
http://www.lib.uwaterloo.ca/staff/irmc/withdraw.html[10/1/13 4:10:26 PM]
Information Resources Management Committee
Policy for Relocating and Withdrawing Library Materials
In its role as a recognized major research library*, the Library acquires, organizes,
makes available, and preserves materials which support the University’s teaching,
learning and research needs. While such material is increasingly available in electronic
format, this expanded access to virtual collections has not supplanted the need for
retrospective and current collections in hard copy. To ensure adequate space for
existing and evolving resources and services, the Library routinely relocates specified
categories of material to an off-site facility. In addition, when necessary and
appropriate, the Library withdraws specified categories of material from the collection.
The off-site facility, known as the Annex, is jointly owned and operated by the
TriUniversity Group of Libraries (TUG). Material located in the Annex is included in
TRELLIS and may be retrieved and sent to any of the TUG libraries within 24 hours,
during the work week. Users typically choose to have required items sent to one of the
libraries for pick up but may arrange to use material at the Annex, if they prefer. Items
located in the Annex may be returned to the on-site stacks when a collections librarian
decides that this is appropriate.
The Library may withdraw material no longer deemed necessary for the collection.
Withdrawn material may be offered to the Federation of Students’ used bookstore and
other agencies. If no agency is interested in accepting withdrawn material, paper is
recycled and microform is discarded.
The following categories of library materials may be considered for relocation or
withdrawal:
Duplicate copies (including copies duplicated by an electronic format)
Superseded editions
Material which no longer supports teaching, learning and research at the
University
Low-use material
Material in poor physical condition
Relocating Material to the Annex
Material is relocated to the Annex at the discretion of appropriate collections librarians,
in consultation with Faculty Library Representatives as appropriate.
Librarians do the following when relocating material to the Annex:
1. Establish specific criteria for selection of material to be relocated to the Annex (a
librarian may choose to consult with the appropriate Faculty Library
Representative when determining criteria). When material is to be relocated from
several areas of the collection, several librarians may work together to establish
criteria.
2. Identify specific titles or volumes to be relocated.
3. At their discretion, invite other librarians and/or faculty members to review the
items identified for relocation to determine whether some should remain in the
open stacks.
4. Consult with appropriate User Services and Cataloguing managers on matters
related to the work required to relocate designated items to the Annex.
Withdrawing Material from the Collection
In some cases it is appropriate to withdraw material. Withdrawal of duplicate copies is
viewed as “housekeeping” and may be done at the discretion of the collections librarian
responsible for the copies in question. Decisions to withdraw the only copy of an item
Search:
Library
Bookings
Contacts
Departments
Groups
Ad hoc Discovery
and Access
Committee
Chat Reference
Davis Renovation
EDS
Email Reference
IRMC
ISD Training
LINC
Library Managers
Online Reference
Shelf
Outreach
UW Stats &Reports
WebOps
UW Committee /
Councils
TUG Committees
Library Info
News
Tools
Home
Terms of Reference
Membership
Minutes
E-resources
Policies, Procedures,
Guidelines
Academic Program
Reviews
Collections Management
Collections Training
Programme
Wish List
Liaison Tools
Keeping Current
Ebooks
Under Development
UNIVERSITY OF WATERLOO (TRI-UNIVERSITY GROUP OF LIBRARIES ANNEX)
Policy for Relocating and Withdrawing Library Materials
http://www.lib.uwaterloo.ca/staff/irmc/withdraw.html
Information Resources Management |Library |University of Waterloo
http://www.lib.uwaterloo.ca/staff/irmc/withdraw.html[10/1/13 4:10:26 PM]
Information Resources Management Committee
Policy for Relocating and Withdrawing Library Materials
In its role as a recognized major research library*, the Library acquires, organizes,
makes available, and preserves materials which support the University’s teaching,
learning and research needs. While such material is increasingly available in electronic
format, this expanded access to virtual collections has not supplanted the need for
retrospective and current collections in hard copy. To ensure adequate space for
existing and evolving resources and services, the Library routinely relocates specified
categories of material to an off-site facility. In addition, when necessary and
appropriate, the Library withdraws specified categories of material from the collection.
The off-site facility, known as the Annex, is jointly owned and operated by the
TriUniversity Group of Libraries (TUG). Material located in the Annex is included in
TRELLIS and may be retrieved and sent to any of the TUG libraries within 24 hours,
during the work week. Users typically choose to have required items sent to one of the
libraries for pick up but may arrange to use material at the Annex, if they prefer. Items
located in the Annex may be returned to the on-site stacks when a collections librarian
decides that this is appropriate.
The Library may withdraw material no longer deemed necessary for the collection.
Withdrawn material may be offered to the Federation of Students’ used bookstore and
other agencies. If no agency is interested in accepting withdrawn material, paper is
recycled and microform is discarded.
The following categories of library materials may be considered for relocation or
withdrawal:
Duplicate copies (including copies duplicated by an electronic format)
Superseded editions
Material which no longer supports teaching, learning and research at the
University
Low-use material
Material in poor physical condition
Relocating Material to the Annex
Material is relocated to the Annex at the discretion of appropriate collections librarians,
in consultation with Faculty Library Representatives as appropriate.
Librarians do the following when relocating material to the Annex:
1. Establish specific criteria for selection of material to be relocated to the Annex (a
librarian may choose to consult with the appropriate Faculty Library
Representative when determining criteria). When material is to be relocated from
several areas of the collection, several librarians may work together to establish
criteria.
2. Identify specific titles or volumes to be relocated.
3. At their discretion, invite other librarians and/or faculty members to review the
items identified for relocation to determine whether some should remain in the
open stacks.
4. Consult with appropriate User Services and Cataloguing managers on matters
related to the work required to relocate designated items to the Annex.
Withdrawing Material from the Collection
In some cases it is appropriate to withdraw material. Withdrawal of duplicate copies is
viewed as “housekeeping” and may be done at the discretion of the collections librarian
responsible for the copies in question. Decisions to withdraw the only copy of an item
Search:
Library
Bookings
Contacts
Departments
Groups
Ad hoc Discovery
and Access
Committee
Chat Reference
Davis Renovation
EDS
Email Reference
IRMC
ISD Training
LINC
Library Managers
Online Reference
Shelf
Outreach
UW Stats &Reports
WebOps
UW Committee /
Councils
TUG Committees
Library Info
News
Tools
Home
Terms of Reference
Membership
Minutes
E-resources
Policies, Procedures,
Guidelines
Academic Program
Reviews
Collections Management
Collections Training
Programme
Wish List
Liaison Tools
Keeping Current
Ebooks
Under Development
