Duplication of resources

The Libraries purchases materials which support the teaching and research interests of the University of Manitoba. To provide the broadest possible range of materials to support this focus, while also taking into account user needs and limitations of budget, space and staff resources, the Libraries does not generally purchase, or accept as gifts, duplicate copies of items.  

This guideline applies to a duplicate, multiple or added copy, which is defined as an exact replica of an item.  Duplicate materials may be available in more than one format (e.g. print, microform, electronic, audio or video).  A version that contains new, deleted, or revised information is a different edition and, therefore, not considered a duplicate copy. 

Duplication in general

Known or anticipated heavy use is the major criterion for deciding whether to duplicate a title or a class of material. Due to budget and space consideration, the Libraries cannot assume responsibility for providing multiple copies. It is the responsibility of individual liaisons to decide whether a title merits duplication by applying one or more of the following criteria: 

• Required to assist users who require an alternate format for accessibility reasons. Accessibility of collections
• Rare items of particular value or local interest (e.g. Manitobia), where it may be appropriate to hold both a physical and electronic copy, or multiple physical copies.
• Required because of heavy use (or anticipated heavy use) based on circulation/use records or personal knowledge.
• Required by students and faculty in a number of different disciplines.
• Required because it is a classic title in a particular discipline and is needed by students at all levels.
• Performance material, such as music scores, when required for performance purposes.
• Required by staff to carry out their work. 

Duplication of physical items  

• There are very few reasons to duplicate physical holdings.  For access and accessibility reasons, electronic is usually preferred, and is usually more appropriate for high-demand titles.
• Requests from faculty to purchase multiple print copies should be considered carefully.  The Libraries’ collection is intended to provide research materials and other resources which supplement the learning experience taking place in the classroom.  (See also Textbooks.)  If not already done, explore the option to acquire an electronic copy, or to put a physical item on reserve. 

Duplication of format: electronic/physical items 

• In general, electronic is preferred over physical for new book and journal acquisitions.  
• If a physical copy is already held, an electronic copy can be purchased for accessibility reasons.  If an electronic copy is already held, a print copy can be purchased for accessibility reasons.  A retention note can be added to the print accessible copy to reduce the risk of accidental weeding.  
• If a physical copy is already held, an electronic copy can be purchased if there is sufficient demand. In most instances it would then be expected that the print copy will be weeded.  

Duplication of electronic items 

• Ebooks which will be acquired through front-list deals or are available through evidence-based acquisition projects should not be duplicated by individual firm ordering or on approval plans.  
• Titles that the Libraries has access to through a subscription product should not also be purchased individually.  If items are being removed from a subscription product, their usage data can be reviewed to determine if alternate access should be purchased.
• Efforts will be made to minimize the duplication between ebooks acquired through package purchases, approval plans, evidence-based acquisition projects, subscriptions, and other centralized purchasing plans. 

Electronic item’s user license level (single, multi, etc.) 

• It may be difficult to determine if a title should be purchased as a single user, limited user, or unlimited-user level.  Not all titles are available at each level, and other considerations may need to be taken into account.  
• In general, it is recommended that single user access be purchased, unless there are specific circumstances a higher-use level should be acquired.  Such circumstances include, but are not limited to, knowing that a title will be used for a course, a title being a popular reference work, and significant differences in platform functionality.
• Many platforms allow for upgrading to a higher user level, or the purchase of additional single-user licenses if demand indicates the need. 

Duplication of subjects 

Where there is shared responsibility for collecting in a particular subject area, the librarians involved should work out an informal agreement which describes what aspects of the subject will be collected by each librarian in order to avoid unnecessary duplication. These agreements should be in writing and available to the other members of their Divisions. 

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