Collection Management Guidelines

  • ePreference

    The Library will preference electronic formats to enhance access to the collection independent of time and location.

    Availability, price, demand, platform options, user numbers and licencing restrictions will be considered in relation to the e-preferred principle.

    While the library will make every effort to purchase electronic materials in preference to print materials, there will be exceptions. 

    Examples of possible exceptions:

    • Prescribed textbooks may require one print copy to be purchased for the High Use Collection.
    • Books with significant visual images may be best displayed in print format (e.g. art and architecture books.
    • Special Collections and Rare Books may require an archival print copy (in addition to an eBook) for titles eligible for the University Collection.
    • Those ebooks only available as part of a collection which the library does not acquire.
    • Those ebooks only available by subscription or through suppliers which do not sell to institutions.
  • Storage and disposal

    These criteria apply to all University Libraries’ collections and sites except Rare Books and Special Collections.  Nationally unique items will also be exempt. 

    These criteria represent the minimum basis for retention. 

    Consider for disposal:

    • Print runs that replicate holdings covered by digital archives; both owned and subscribed.
    • Closed and incomplete print runs with less than 10 year span of holdings.
    • Print holdings that replicate freely available online material.
    • Print runs that do not fit within the parameters of the Library Collection Policy principles.
    • Duplicated holdings with reference to borrowing activity and course offerings.
    • Superseded editions.
    • Out-dated publications including some directories, standards, technological and medical related content.
    • Obsolete formats (alternatively convert to digital format).

    Consider for move to store:

    • Back issues of physical journal runs that are not digitally owned or subscribed will be relegated unless there is a specific academic need to consult texts on open shelves.
    • Material without circulation activity within the past 5 years
    • Material without circulation activity within the past 3 years for rapidly developing STEM disciplines.
  • Donations

    The library will only accept donations of books and other items including music scores and sound recordings that meet Collection Policy criteria. The library is more interested in rare and unusual material not generally available.

    The library does not accept:

    • Items in poor physical condition;
    • Duplicate holdings;
    • Superseded editions of textbooks or reference works;
    • Issues of journals or magazines;
    • Juvenile or children’s literature;
    • Material outside the current parameters of the Library Collection Policy.

    Offers to donate library materials should be submitted in writing (via the web, email or letter) using the Library Materials Offer of Donation Form. Acceptance of the conditions of donation is required.

    Please do not deliver any items to the library in advance of submitting your offer. You will be contacted to notify the outcome of your offer within 15 working days.

    Conditions of acceptance

    • Unless determined to be Special Collections materials, donated material will be integrated into the existing collections, and is subject to the same conditions of use and disposal as those collections. The library is not able to accept general donations which have limitations or restrictions on their use or disposal.
    • Donations which are accepted will become the property of The University of Adelaide Library, and may not be claimed back at a later date.
    • Donated items which are not selected for inclusion in the libraries’ collections will be disposed of at the libraries’ discretion; this may include transfer to another institution, donation to students or to charity, or recycling.
    • The library does not cover costs of transport, freight or delivery without prior approval.
    • Significant donations will normally be acknowledged by letter on receipt and, where appropriate, considered for a bookplate with the donor’s name.
  • Recommending items for purchase

    • Recommendations for new purchases are welcomed from academic and professional staff, students and community members.
    • Recommendations should be submitted to the Manager, Collection Development and Analysis using the online form.
    • Recommendations will be progressed for purchase if they meet the policy principles outlined above and there are sufficient funds available.