Collections in storage

Scope

This guideline covers the storage of the Libraries' collection in locations on or off campus where no access is provided for public browsing. It does not cover Archives and Special Collections materials in storage.

Guidelines

1. Responsibility for storage of materials rests with the Associate University Librarian, Collections, or their designate.
2. Decisions regarding items to be placed in storage or removed from storage are the responsibility of Collections Management and the Collections Team. Any such decisions will be made considering the overall requirements of the Libraries.
3. Decisions regarding access to materials held in storage for borrowers rest with the Associate University Librarian, Collections.
4. The storage of materials is not intended as a substitute for weeding.
5. Libraries’ collection storage spaces may not be used for the storage of items from other University facilities or departments unless authorized by the Vice Provost (Libraries) and University Librarian.

General storage selection guidelines

• Only items which are seldom used should be placed in storage.
• Only items which are catalogued and barcoded, or are in some other way made accessible to the public (e.g., inventories, listings), will be placed in storage. A short-term exception may be made for gift collections not yet processed.
• Only one copy of a UML item should be held in storage, and it should ideally be the last remaining copy.
• Duplicates between storage and browsing collections in unit libraries should be avoided. If all other copies have been discarded, the last remaining copy may be a candidate for storage. Whenever possible, the last remaining copy should be the copy in the best physical condition.
• Items for storage must be dust- and mould-free and have a good binding.
• Various editions can be stored, but only one copy of an edition.
• New titles acquired may not be sent directly to storage without the approval of the Coordinator, Collections Management.

Annex specific guidelines

• Atypically sized materials (such as oversized or microformat) are not appropriate for the Annex and should not be sent there for storage.
• “Library Use Only” material may be sent to the Annex only if there are no other copies in the system.

Journal specific guidelines

• Journals with no electronic access may be suitable for storage.
• Journals for which the Libraries has electronic access only through an aggregator such as EBSCOhost may be suitable for storage.
• Journals with plates, illustrations, tables, poor quality digitization, etc., where the print copy is still required despite electronic availability, may be suitable for storage.
• One copy of a Canadian journal, even if digitized, may be suitable for storage.
• Journals that the Libraries have agreed to retain as a part of a shared print agreement may be suitable for storage.

If you have any questions, contact the Associate University Librarian, Collections.