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The Ohio State University Libraries
Collection Development Office
Memorandum #2
October 1988, revised 8/20/02
The Ohio State University Libraries acquires, manages, and maintains its collections to support current and future curricular and research needs. In addition, the Libraries share in the cooperative maintenance and preservation of the nation’s research library holdings. The withdrawal of any item from the collections must, therefore, be considered very carefully within the context of both institutional and national programs.
Bibliographers are mandated to review all titles considered for withdrawal in light of teaching and research needs, its place in the historical record, inter-institutional collection commitments, preservation options, and availability of the items through alternative sources, such as the Center for Research Libraries. Collection managers will consult with appropriate constituent faculty as the first phase of any withdrawal program.
The Libraries may withdraw the last copy of any title, volume or item only under specific circumstances:
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The last copy of an item may be withdrawn, without further review, when it has been declared missing or lost for an extended period of time ( 12-18 months);
- The last copy of an item may be withdrawn, without further review, when its physical condition is so poor as to make it unusable and it has been reviewed according to pertinent preservation guidelines;
- The last remaining paper copy of a serial also held in microform may be withdrawn following formal review by the appropriate collection manager and in consultation with the Assistant Director for Technical Services and Collections;
- Other last copy items may be considered for withdrawal but require a formal review by the appropriate collection manager in consultation with the Assistant Director for Technical Services and Collections.
Other materials may be considered for withdrawal but require review by the Assistant Director for Technical Services and Collections in consultation with the appropriate collection managers. In the case of a multiple copy item it is incumbent upon the collection manager and/or the Collection Management Team to confer with other collection managers responsible for those collections in the University that hold copies of a specific title in order to ensure retention of that item in the best physical condition.
These guidelines do not apply to items that have a defined retention schedule, based on accepted collection management principles. Such items may include paper copies of newspapers, uncataloged vertical file items and similar materials.