Attachment 1: Preservation and Collection Management Guidelines
- Materials undergoing preservation review have been identified as they were
returned through circulation.
- Materials for review are either brittle and/or
beyond the kind of physical treatment that can be justified for general collections
- An option (see below) must be selected for each of the items reviewed.
- If acceptable replacements for reviewed items are available for purchase, they should
be the preferred option over reformatting.
- All options below, with the
exception of "Retain - Protective Enclosure," assume the original item will be
withdrawn at the end of the process.
- The physical condition of other extant
collection copies and editions and additional volumes in a set will be examined for all
volumes undergoing the review process.
- All items will undergo initial review by
Research Servicies Division (for PCL collection items) or by branch librarians. In many
cases, preservation decisions will be made during the initial review. Monographs
initially reviewed by Research Servicies Division will be referred (with recommendations)
to a subject bibliographer for further review include one or more of the following
- Imprint date older than ten years
- Replacement is not possible
- Value to the collection or region is in question
- Circulation or use low
All serials will be reviewed by the subject bibliographer. Due to the complex issues
surrounding serials, a framework of review for individual titles is being developed.
Summary of Preservation and Collection Mangement Options:
- This may be selected for any item reviewed. Other copies and
editions in poor condition should also be withdrawn. Withdrawal may be considered when an
item is no longer significant to the collection, when other copies of the item are
available in the collection and are in good condition or, in some cases, when the item is
widely held in AMIGOS region institutions.
- Transfer may be
considered when the item would be more appropriately placed in another University of Texas
Libraries (See Policies Materials Requiring Special
Protection: #1 and Transfer of Materials Between Library Units #14). If use is not
anticipated to be high, an item may be transferred to the Library Storage Facility. Other
options include returning the item to the shelf with a limited circulation status or
cataloging it for the PCL sixth floor stack enclosure with a "Building Use Only"
circulation status (See also "Return to Shelf as is").
- If a replacement in good condition can be purchased, it should
always be selected over reformatting an item. No micro-opaques, microprint copies or
other obsolete formats will be purchased. When there are numerous replacement choices
available, the preferred format should be indicated (either paper or microform).
- *REFORMAT - PAPER:
- A paper replacement is usually in the form of a
preservation photocopy. An alternative may be a paper copy made from a microform.
Whenever UMI is listed as a replacement source, one should
assume that a copyflo (paper made from a microfilm master) can be obtained.
The advantage of an item reformatted in paper is ease of use. The disadvantage of the
format is the need to recopy the item each time another copy is requested. Paper format
is most appropriate for heavily used works, standard fiction, items used as quick
reference, items which may circulate often, and small pamphlets.
- REFORMAT - MICROFILM:
- A 35mm microfilm copy can be made. The advantages of
microfilm are its efficient use of storage space and the ease which it can be copied and
distributed to other institutions. The main disadvantage is that film must be read using
a reading machine. Microfilm is most appropriate for low use items, materials consulted
for historical purposes and for longer works such as multi-volume sets and serials.
- REFORMAT - DIGITIZE:
- [Guidelines forthcoming]
- RETAIN - PROTECTIVE ENCLOSURE:
- This can be a phase or tuxedo box, custom
made for each item. The advantage is they provide protection and support that will help a
fragile item sit on shelving without incurring additional damage. The disadvantage is
that a box does not in any way make a fragile item more usable; fragile items remain
vulnerable while in use and as they circulate. Therefore, this option should be chosen
only in cases when an item is artifactually valuable (See Policy #1), or in cases where replacement or
reformatting options are prohibitively expensive.
- RETURN TO SHELF AS IS:
- In rare cases it may be acceptable to return a
brittle/irreparable item to the shelf without intervention. The following are examples of
- The cost of replacement or reformatting is prohibitively
- An item is artifactually valuable and the reformatting process will
damage the item (confer with Jennifer Lee
For an item to be reshelved in its damaged condition it must be able to
circulate on a limited basis. The item may require a protective enclosure.
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