Withdrawal Policy


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  • Materials containing obsolete or superseded information (e.g., superseded editions of encyclopedias, indexes and abstracts subsequently cumulate, outdated factual materials, preliminary reports).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 replacement copies.

  • 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  • In instances wherein it can reasonably be expected that dealers may be interested in purchasing withdrawn materials - normally when there are sufficient numbers of items with resale potential (e.g., runs of periodicals, older editions of encyclopedias), quotations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  • In instances wherein it can reasonably be expected that other Utah libraries may be interested in acquiring withdrawn materials, a list of appropriate materials will be periodically provided to them, indicating a closing date.

  • 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 book sale will be recycled.


(Reviewed and revised 2003)