Collection care policies establish best practices or model approaches to library preservation. Possible collections care policies include collection development, collection management, emergency preparedness, environmental control, ethics, exhibition, handling and care, housekeeping, loaning, and reformatting/reproduction/digitization. Policies should be created for repeated and sustained use. For this reason, policies should be evaluated when the collection changes in size or focus.
Select Policies and Samples
Collection Development Policy
Outlines what the institution will collect, and the scope and breadth of the collections. May be included in the overall collection management policy.
University of Dallas Collection Development Policy
Goodson Law Library Collection Development Policy (PDF)
Collection Management (Preservation) Policy
Establishes procedures and best practices for accessioning, deaccessioning, access, ownership, stewardship, and loaning of a collection.
Columbia University Preservation Policy (PDF)
This is a sample decision memo to recommend a withdrawal action based on Goodson Library’s Collection Development Policy
Withdrawal or Deaccessioning Decision Memo Draft (PDF)
Digitization, Reproduction, and Reformatting Policy
Outlines the procedures for digitizing, reformatting, or reproducing items from a collection. The policy should include specifications for the selected process, a description of access to the new material formats, and preservation instructions for the new materials.
Rutgers University Media Digitization Policy (PDF)
University of Louisiana at Lafayette Digitization and Photoduplication Policy (PDF)
Yale University Divinity Library Reproduction Policy (PDF)
Emergency Preparedness and Disaster Response Policy
Details areas of collection vulnerability and institutional risk. Mitigation and recovery methods from emergencies and disasters, both natural and man-made, are included too. The policy will include staff and vendor contact information, prioritization of materials and collections during response and recovery, and the different procedures for recovering various material formats.
University of Cincinnati Libraries Disaster Recovery Memorandum (PDF)
Environmental Policy
Identifies environmental risks and establishes proper management levels. The policy may detail maintenance schedules and identify responsible positions or departments for environmental management.
Environmental Control (Preservation) Policy Draft (PDF)
Handling and Care Guidelines
Outlines the proper use or handling of collections materials by library staff and patrons. Typically includes the use (or restricted use) of gloves, lighting, writing instruments, cameras, food, and drink in collections areas.
