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The Ohio State University Libraries
Collection Development Office

Collection Memorandum Series
Memorandum #4
April, 1989


Disposing of Superseded (and like) Materials from the Collections


During the past few months The Libraries have regularly received requests to send superseded and like materials being removed from the collections to individuals and departments in the University. There have been similar requests from non-OSU organizations. Due to the number of these requests, and the varied ways in which they have been handled, a set of guidelines has been approved by the Executive Committee. They are as follows:

  1. Materials routinely discarded, such as paper copies of newspapers, scheduled disposal of pages of filing services, individual scattered issues of some periodicals, etc., are first made available to inquiring departments, offices, programs at Ohio State. Collection managers will need to establish individual review processes, about which they should consult the Collection Development Officer. To be clear: "Ownership" of these materials may not be transferred to an individual, but only to a university department, office, or program. A sample letter of agreement is attached.

  2. Materials being formally withdrawn, in the bibliographic, as well as the physical sense, may not be offered to any unit or individual in the University except through the withdrawal process that leads to the Friends of the Libraries book sale or other authorized disposal.

  3. When such materials are being offered to organizations outside Ohio State, collection managers should discuss each case informally with the appropriate assistant director and the Collection Development Officer.

  4. Materials that have routinely been made available to outside organizations may be disposed of in this fashion only with the understanding that the practice can be discontinued at the discretion of the L1braries. For example, should an Ohio State unit request the same materials, their request must take precedence. (Requests made by a faculty member on behalf of an outside organization may fall within this category}. It is important that we have a consistent posture when dealing with these requests. Clearly, we wish to be responsive and positive in our dealings with others. But we must also be sure that such arrangements do not work to the disadvantage of the University and that they are fair and equitable.


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