Print Retention Decision Making, SPEC Kit 337 (October 2013)

Britton, Scott; Renaud, John

SPEC Kit 337: Print Retention Decision Making · 173
Last Copy Agreements

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SPEC Kit 337: Print Retention Decision Making · 173
Last Copy Agreements

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172 · Representative Documents: Collaborative Shelving Facility Strategies
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]
in the collection must be made by the collections librarian in consultation with others.
Librarians do the following when withdrawing material from the collection:
1. Establish specific criteria for selection of material to be withdrawn (a librarian may
choose to consult with the appropriate Faculty Library Representative when
determining criteria). When material is to be withdrawn from several areas of the
collection, several librarians may work together to establish criteria.
2. Identify specific items as candidates for possible withdrawal and obtain a report
documenting those items.
3. Ensure that appropriate faculty members and other librarians have an opportunity
to review the material to identify items that should remain in the collection.
4. Consult with appropriate User Services and Cataloguing managers on matters
related to the work required to withdraw the final selections from the collection.
January 2004
*The University of Waterloo Library is a member of the Canadian Association of
Research Libraries (CARL), the Ontario Council of University Libraries (OCUL) and is one
of 14 Canadian members of the Association of Research Libraries (ARL) based in
Washington D.C. and participates in a number of consortial projects including the
Canadian National Site Licensing Project (CNSLP).
Information Resources Management Committee
LibIRMC@library.uwaterloo.ca.
May 6, 2008
University of Waterloo Library
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4883
contact us |give us feedback |privacy statement |© 2011 University of Waterloo

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SPEC Kit 337: Print Retention Decision Making (October 2013) resources

174 · Representative Documents: Last Copy Agreements
UNIVERSITY OF ALBERTA
Last Copy Procedures: Information for NEOS Library Staff
Last Copy Procedures: Information for NEOS Library Staff
February 2006
(updated June 2010 for the AGL Consolidation Project)
If your library is considering discarding an item which is the last copy of a title in the
consortium, you may offer the item to the University of Alberta Libraries as a donation,
following their normal book donation process. This would normally happen if the item
would be discarded under your regular policies but you believe it would still be valuable
to the consortium.
Please note that the University of Alberta may not necessarily accept the item. A print
copy (book or journal) will be considered for retention even if the UofA has electronic
access. If you wish to have the option of retaining the item should it not be accepted,
please make sure this is communicated during the donation process. Once donated, the
item is held by the University of Alberta, rather than the donating library.
Donated materials should be shadowed in the library database by changing the location
to IN_PROCESS so they do not appear in the public catalogue. Do not mark items as
discarded as the records would be deleted when the discard report is run each month.
For the special project of weeding for the AGL consolidation, call Sharon if you are
donating serials. Put serials in special boxes.
Please contact Sharon Marshall, sharon.marshall@ualberta.ca, Tel: (780) 492-
8251, in advance of making the donation.
Additional guidelines (9 July 2010)
Please do NOT send any of the following even if they are the last copy in the
NEOS database:
• Books in bad condition
• Photocopies
• Business administration /personnel administration /inspirational management
texts
• Computer manuals
• “Dummies” or “Complete idiot” books
• Draft reports
• Non-Canadian government documents and non-official reports
• Superceded monographs where there are records for later editions in the
catalogue
• Ephemeral literature for the layman
• Discussion /working papers from various university departments
• Documents locally printed from the internet
• Journal off-prints
• UofA theses (we have them all, some are not catalogued)
• Agdex (AGL NCC sends them all to us)
Other reminders:
• All items should be changed in WorkFlows to location IN_PROCESS
• Separate monographs and serials
• Send uncatalogued items separately addressed to UofA Free &Gift

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Page 9Survey Results click to expand contents

Page 71Representative Documents click to expand contents

Page 73Collection Management Strategies click to expand contents

Page 101On-site Shelving Strategies click to expand contents

Page 123Off-site Shelving Strategies click to expand contents

Page 129Collaborative Shelving Facility Strategies click to expand contents

Page 173Last Copy Agreements click to expand contents

Page 183Material Retrieval Request Procedures click to expand contents

Page 207Selected Resources click to expand contents

SPEC Kit 337: Print Retention Decision Making (October 2013) resources

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