Systematic and ongoing evaluation
of the library’s collections - an integral part of the collection
management process - normally results in the withdrawal of materials from
those collections. The process, performed by the subject librarian assigned
to the respective fields, entails an awareness by them of the teaching,
research, and service needs of the respective departments; a familiarity
with the bibliography and literature of the respective fields; and a familiarity
with the relevant portions of the collection.
The withdrawal function shall be exercised discriminantly and in consultation
with the appropriate faculty members through their department. Materials
in the following categories are most often subject to systematic withdrawal:
- Materials containing obsolete or superseded information (e.g., superseded
editions of encyclopedias, indexes and abstracts subsequently cumulate,
outdated factual materials, preliminary reports).
- Worn, damaged, or badly marked items when readily available elsewhere
through interlibrary loan or, if heavily used, through the purchase of
- Duplicate copies of rarely-used materials which had been duplicated
for reserve use; duplicated due to strong, previously-current interests;
and duplicated inadvertently.
Disposition assumes an adequate withdrawal mechanism. The nature of, and
procedures for, the disposition of library materials is influenced by, and
subject to, such factors as potential value beyond the library, the prospects
of recovering any costs, the costs to the library, the library’s contractual
obligations, the manner in which materials were acquired, etc. Disposition
most usually shall proceed in the following sequence:
- In instances wherein it can reasonably be expected that dealers may
be interested in purchasing withdrawn materials - normally when there
are sufficient numbers of items with resale potential (e.g., runs of periodicals,
older editions of encyclopedias), quotations shall be solicited for purposes
of sales or trade-in allowances.
- In instances wherein it can reasonably be expected that other Utah libraries
may be interested in acquiring withdrawn materials, a list of appropriate
materials will be periodically provided to them, indicating a closing
- Items remaining will be offered for general sale with due notice to
the University Community. Proceeds from the sale will be used to purchase
additional information resources.
- Items remaining after the booksale will be recycled.
(Reviewed and revised