Duplication of Library Materials Policy
Library materials are duplicated or acquired in multiple copy to satisfy the needs of library patrons primarily on the basis of use. The restriction to duplication is expense, not only in acquisition costs but in processing and housing. In no instance should a title be duplicated either by purchase, regardless of source of funds, or gift unless a positive case can be made for such action based on the following guidelines. These apply regardless of type of materials (monographs and serials) or format (hardcopy and microform).
Numerical Limitations. In view of the limitations of funds and the multiplicity of its responsibilities and interests the University of Texas Libraries will acquire not more than two copies for all locations of any monographic title except for reserve or reference purposes where no more than ten copies may be acquired. All requests for additional copies of serials will be reviewed on an individual basis. Exceptions may be made only with the approval of the Associate Director of Research Services.
Duplication of Materials in the Same Location.
- Demand. Present or anticipated demand may be sufficiently heavy to justify duplication based on a variety of reasons: class use, topical subject matter, recognized status of a title as a "classic," identity of the author (e.g., a UT professor, a famous writer or cultural figure, etc.), favorable reviews in the major media, great local interest, and so on.
- Circulation. Purchase of an additional copy of a title should be considered when a hold or recall is placed on any title.
- Reserve. As a general rule copies will be purchased at the ratio of one to every fifteen students although heavy concentrated use my occasionally justify a ratio of one to ten. These ratios do not apply in cases of unusually large classes. In some instances if needed multiple copies are available in paperback, one hardback copy will be ordered and additional copies in paperback provided they are not to be bound and are likely to be outdated or not used for more than one year.
- Poor condition of present copy. If a frequently used work is showing serious signs of deterioration, it should be replaced before it is virtually unusable. Consideration should also be given to the need to duplicate such frequently used books.
- Preservation. Special collections may in certain instances acquire duplicate copies of titles to allow for present use of one or more copies and preservation of another for future use of later generations.
Duplication of Materials in Two or More Locations.
- Relevance. Duplication of a title in more than one location is made only when that title has direct relevance to the collecting policy needs of the other location.
- Convenience. Geographical distance alone is not sufficient reason to duplicate a title in an additional location. Primary factors in such a decision will be relevance, amount of use anticipated at the additional location, and expense of duplication. Convenience will be given consideration as a secondary factor.
If a particular item is in a collection where its circulation is restricted, there may be more justification for duplicating the item in another location.
Developed by bibliography staff.
Reviewed by Department Heads on October 2, 1974, December 5, 1974, and February 15, 1975.
Reviewed by Collection Development Committee and Reference Policy and Services Committee.
Recommended by Harold W. Billings, April 29, 1975.
Approved by Merle N. Boylan, April 29, 1975.
- Cost. Very costly items will obviously be duplicated with more reluctance than inexpensive items.
- Language. Foreign language materials are generally not duplicated although Latin American imprints are duplicated freely because of their use and difficulty of replacement. Important works of major foreign writers are frequently duplicated for Main and the Humanities Research Center. Translations of important works may be duplicated as need dictates in Undergraduate and Main or other locations.
- Reference. Public service considerations should encourage the duplication of reference materials in any unit that requires a title. However, care should be taken in duplicating general tools and bibliographies not bearing directly on a unit's specialization. (A reference Collection Policy should establish principles for location and duplication of reference materials.)
- Binding. Heavily used periodicals my require binding-copy subscriptions. Some titles might better have backfiles maintained in microform. (A Duplicate Binding Policy should establish limitations on the number of copies bound in the Library and guidelines on the format of subscriptions and backfiles.)
- Building program. While the emphasis on duplication is to meet current needs, consideration of duplication, especially of serials, should be made in light of anticipated changes in location of units.
- Photoduplication. Requests for duplication in Xerox copy or microform will be decided on their individual merits. (Refer also to Microfilming Policy and Xeroxing Policy.)
- Responsibility. Recommendations for duplication are the responsibility of bibliographers, branch librarians, and other unit or special collection heads. Final approval will be made by the Associate Director of Research Services Division, in consultation with the associate and other assistant directors.
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