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• Superceded monographs where there are records for later editions in the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
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
