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Storage Collections Policy

The Smathers Libraries has maintained a separate storage collection since 1997. The primary purpose of this collection is to augment active shelving space in campus libraries. Materials located in storage are publications not frequently accessed by library users, including inactive serial titles, older portions of active serial titles, or monographs. Collection Managers develop the criteria for placing items in storage, but coordinate any transfers with the Chair or Assistant Chair of Access Services. Once items have been transferred, Access Services is responsible for the maintenance, retrieval, and transfer of the material.

1. Responsibility for Storage Management

a. Collection Managers are responsible for determining which materials within their assigned collections are most appropriately located on the open shelves in the libraries and which should be placed in storage. These decisions must take into consideration the realities of available space and recognize the resources required to make the appropriate record changes.

b. The Access Services Department is responsible for organizing, managing, and providing access to the storage collections, regardless of which library originally housed the item. It is also responsible for monitoring collection growth and use, alerting Collection Management staff when additional materials must be selected for storage, and requesting a decision on whether a frequently used serial title should be returned to the active collection.

2. Information about Items Housed in Storage

a. When materials are placed in storage, the public catalog is altered to reflect the new location. If an item to be placed in storage does not have a catalog record, the item should be cataloged prior to being transferred to storage. Items of this nature will be a high priority for the Cataloging and Metadata Department.

3. Organization of Storage

a. Currently, items located in storage are organized by call number. With few exceptions, items sent to storage indicate a collection code of "General", regardless of format. However, there do remain a limited number of collections within storage that are housed in separate areas within the facility with distinctive collection codes.

4. Access to Storage Materials

a. Requests for storage materials may be made through the online public catalog via the request link or through the alternative form. Click on the following links for detailed instructions for using the request link or to use the alternative form. Materials in storage are retrieved twice daily, Monday through Friday, and once each day on Saturday and Sunday. Items are delivered within 24 hours of the request, and may be picked up at the Information Desk in the Marston Science Library.

5. Circulation Policy

a. Most storage items may be checked out for a minimum of three weeks, even if their loan periods might have been shorter (e.g., bound periodicals) if they were in the active collection.

6. Returning Items to the Active Collection

a. Collection Managers may arrange for the return of storage materials to the active collection if proven or anticipated use warrants this action.

b. Occasionally, titles located in storage need to be readily available to users for a limited time period. In these cases, materials will typically be held at the Information Desk at the Marston Science Library. In these cases, the use of shelving should be negotiated through Access Services, and materials will be kept on the Retrieval Shelves.

7. Storage Selections Necessitated by Space Problems

a. Because the collection grows unevenly and unpredictably, all Collection Managers should anticipate being called upon to identify materials that can be moved to storage. In addition, projects to review the collections systematically in collaboration with primary users should be conducted in anticipation of impending space problems.

i. As new materials are added to the collection, Access Services staff will inform the appropriate Collection Manager about space problems in specific shelving areas that require identification of materials for transfer to storage.

ii. Collection Managers will select monographs and sets in the area using established criteria.

iii. Access Services staff, informed of storage decisions, gather and process materials, alter the necessary records, deliver the materials to storage, and complete the necessary shifts in the active collection.

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