136 · SPEC Kit 295
University of Minnesota
1.4 Governance
The University of Minnesota Librarian shall be responsible for administering MLAC. MINITEX
is assigned the responsibility for managing the facility’s day-to-day operation. The MLAC
Advisory Board is charged with developing guidelines and providing the vision for MLAC.
2.1 Introduction -- As a depository dedicated to resource sharing, MLAC provides rapid and
efficient access to stored materials. Books, magazines, and other print-based library
materials may be stored in MLAC. Deposited items must have been determined to have
lasting value; permanent storage is not a substitute for responsible deacquisition
decisions. The staff reserves the right to reject material, which, in its judgment, is too
fragile for use, is in very poor condition, or is not suitable for high-density storage.
Duplicates of the same title or same edition may be retained at the discretion of the
MLAC staff. Libraries electing to deposit material in MLAC retain ownership of their
2.2 Liaison Depositing libraries shall designate a liaison with whom the MLAC manager or
staff can coordinate activities and contact with questions to resolve record problems.
2.3 Material Appropriate for Deposit -- All print-based materials will be considered for deposit.
While MLAC is designed primarily for print and paper-based materials, other formats
will be accepted if they meet the standard for high-density storage. Volumes that are
grossly unshelfworthy or in advanced state of deterioration may be returned to the
depositing library.
An item is a candidate for high-density storage if it can be sorted by its physical factors to fully
utilize shelf space. Examples of formats not suited for high-density storage are film, maps, and
data tapes. No audio or video material, slides, realia, or archival collections will be accepted.
(Exceptions to normal material acceptance criteria will be made at the discretion of MLAC staff.)
2.4 Condition of Deposited Materials -- MLAC does not provide preservation or cataloging
services for deposited collections. The depositing library should properly prepare items
before MLAC accessioning.
2.4.1. All volumes sent to MLAC must be cleaned to MLAC standards. Books with mold, insect
infestation, or loose debris will not be accepted. To assist in cleaning volumes for shipment,
MLAC can, upon request, loan depositing libraries HEPA vacuums.
2.4.2. Books in marginal condition or slightly damaged should be enclosed in archivally
appropriate enclosures, acid-free boxes, archival quality polybags, or acid-free phase
boxes to preserve the dust-free environment. MLAC staff shall have discretion to accept
or return items lacking appropriate enclosures.
Examples of damaged and/or fragile materials that may not be accepted include:
a) Text block and covers have separated.
b) Soft covers are torn or coming off.
c) Individual pages are falling out of the item.
d) Disintegrating text block due to brittle paper or other causes.
e) Spines are broken.
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