Attachment 3: Research Services Review of Brittle or Irreparable Materials
Below is the general review process being used by the Research Services Division for brittle and irreparable collection materials identified during circulation. It is not currently possible to replace all brittle and irreparable materials under review. This suggested review process has assisted us with making decisions on what to replace and how to deal with a particular item.
First Review Sweep
- Assessment of item
All items referred to Research Services have been initially reviewed by Preservation Department staff, who have determined that they are brittle, irreparable, or require special protection. Once an item arrives in Research Services, staff do the following:
- Search copy and circulation information
- Locate record for item in *LBDATA, print bibliographic and circulation record. (If no record exists, look in public catalog. Look at charge slips if intact.)
- If other copies of item are in system, locate copies and determine condition of those items.
- If item is part of a set, determine condition of other set members.
- If item is a serial, determine holdings in all formats.
- Check for replacement options and availability in publishing reference sets.
- Serials - Determine if duplicate holdings are at HRC, CRL etc. Examine periodical microfilm sets to see if this title is included. Check to see if title or some part of holdings is available from Serials in Microfilm (UMI ).
- First Review Actions:
- If imprint has been published within past ten years and is only copy, order if available and funds available. If relevance of item is questionable, refer to bibliographer.
- If item circulates more than 10 times, order another copy if funds are available (even if duplicate is available). If significance of item is questionable, refer to bibliographer.
- If item is only copy but not available for purchase, put on shelf to search OCLC. (This can also include items where all copies are in poor condition or the whole set is in poor condition.)
- If item is not the last copy and none of the copies have high use, do not replace. Withdraw item and notify bibliographer.
Second Review Sweep:
- Check regional holdings
- If an item is not held within the region or fewer than 20 locations hold item. Recommend replacement by purchase or reformat if content significance is justified. Item's type of use and circulation data will also be considered. If replacement not possible or too costly, consider transfer of item to a safer location with a limited circulation status. Item may require a protective enclosure.
- Individual bibliographers may review items in the following categories:
- Imprint date older than ten years
- Replacement is not possible
- Value to the collection or region is in question
- Circulation or use low
- Review process has resulted in the withdrawal of item without replacement. At PCL, since bibliographers don't individually handle these items, bibliographers will be notified about items Research Services is not replacing. These items will be set aside for review.
- Serial titles will be referred to the individual bibliographer.
- Due to the complex issues surrounding serials, each case will be worked through on an individual basis dependent on our holdings, costs to replace, and significance to the collection. Some older serials may already be in microfilm sets but just not completely analyzed.
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