86 · Representative Documents: Collection Management Strategies
Collection Development Policy
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Last updated on 8/10/2010
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F. Lost or Missing Materials
An item is declared officially lost and entered into circulation records as such after it has been reported lost by a borrower or presumed lost by the library. If a lost item is
returned or a missing item is located after its records have been withdrawn, a decision concerning its addition to the collection will be made by the selector within the
guidelines of this policy.
G. Gifts
The Libraries welcome donations of all types of recorded information which support the university's curricular and research programs. Gift materials, both individual items
and collections, can be valuable additions to the Libraries’ collections.
Because of space limitations in our libraries, we encourage donors to consult with library liaisons when planning to donate books and other printed or recorded material.
Depending on the number of volumes being offered to the library, the Associate Director for Collection Services may request an on-site evaluation of the collection by the
appropriate subject specialist before a determination to accept can be made. Materials that are judged to be more suitable to our special collections are referred to the
Libraries’ Special Collections and University Archives department.
All offers of gifts receive careful consideration and are evaluated in terms of the collection development goals of the Libraries (see especially sections IV-VI of this
policy). Materials appropriate for the collection include: hardbound or good quality paperback scholarly monographs music compact discs and scores videos and
DVD's. Materials that do not meet the Library’s collection development goals will be disposed of through sale, exchange, donation, or discard.
Upon receipt, donated materials become the property of the Libraries. The decision to add gift materials to the collection will be made by subject specialists, the Head of
Special Collections and University Archives, or the Associate Director for Collection Services in consultation with other Library staff as appropriate. In general gifts to
which the donor has attached conditions, such as those concerning retention, housing, classification and use, will not be accepted for inclusion in the Library collection.
Exceptions may be made for materials, primarily manuscripts and personal papers, which would be appropriately housed in the Libraries’ Special Collections and
University Archives department.
The Libraries encourage donors to obtain an independent appraisal of their gift's value for income tax purposes. United States Internal Revenue Service regulations
prohibit librarians from acting as appraisers of materials given to their institutions. The Libraries will, however, assist in identifying appraisers for this purpose. Interested
donors will be referred to the Libraries’ Development Office for information about claiming tax deductions for donated materials. Donors may also wish to consult their
personal attorney or tax advisor for further information and legal advice.
With the exception of unsolicited materials, gifts to the Library will be acknowledged in writing. Please refer to the Libraries’ Gift Policy (http://www.library.umass.edu
/giftpolicy.html) for further information.
H. Storage
Due to lack of sufficient space, the UMass Amherst Libraries must periodically remove volumes to off-site storage. The following factors are generally considered when
moving material to off-site storage:
The primary criterion is use, which is defined as actual and anticipated use, not just the number of times an item has circulated.
Language itself is not a valid criterion. All materials, regardless of language, should be selected based on use.
Date of publication by itself is not a valid criterion.
Bibliographers and selectors should consider the teaching and research needs of faculty in selecting materials for transfer.
Availability of the material in another medium, such as electronic or microform, may be an appropriate criterion in some cases.
How easily the format or size of an item, an oversized book or items other than printed monographs and serials, may be accommodated.
The availability of online records or other adequate bibliographic access should be considered in selecting materials.
Bibliographers and selectors should consider the physical condition when reviewing materials. Fragile materials could be damaged by the move to off-site
storage and delivery to campus. Conversely, the environmental conditions in off-site storage may be beneficial for other materials that are not housed in optimum
The retention of duplicate copies for materials sent to off-site storage should be avoided.
Staffing, hours of operation, and users being able to consult materials onsite at the off-site storage facility may be factors in the decision to select materials to
Errors will be made. Even with the best intentions and effort on the part of the selectors, some selection decisions may result in the assignment of library
materials more appropriately shelved on campus. Such assignments will be addressed whenever they are identified.
Approved by SMG January 23, 2008
Reviewed and endorsed by Research Library Council March, 2008
Last Edited: 4 September 2008
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