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Guidelines for Adding Gift Journal Issues

The following guidelines should be taken to apply to issues of journals which are offered to the Library by donors, and to issues available to the Library through exchange lists.

  1. Prime Consideration:

  2. There must be good reason to believe that the proffered issues will be used by Library patrons, if added to the collection. Among the factors affecting use will be curriculum, research interests of faculty and graduate students, the needs of special user populations, (e.g. health professionals), the quality of the journal and the age of the issues. The Library does not regard itself as an archival repository for materials whose age renders their use unlikely.

  3. Other General Considerations:

    1. Date of publication.

    2. Guidelines vary according to the subject area of the gift journal issues, as detailed below.

      1. Physical, Life and Health Sciences: journal issues published prior to [1980] will not be acquired, unless there is clear evidence of potential patron demand for those issues. For issues of journals held by the Library, the evidence shall consist of a record of use of older issues of the journal in question (within a five year period of the last date of the issues considered for acquisition) which averages two or more uses per year during a three year period. If no issues of the journal are held, Interlibrary Loan request records should indicate a similar level of demand, or there must be very good reason to expect, based upon curriculum and faculty/student research interests, that the issues will be utilized.
      2. Arts, Humanities and Social Sciences: journal issues published prior to [1960] will not be acquired, except under the conditions described in II, A, 1, immediately above.
      3. Exceptions may be made to these guidelines (II, A, 1-2) in the case of journal issues acquired to fill gaps in the collection (see III, A, 1). Exceptions may also be made for issues which are judged to have genuine historical interest, and therefore potential research use.
    3. Physical Condition:

    4. Issues which are in poor physical condition should not be added, though damage to an issue's cover may not be of consequence if it is to be bound.

    5. Replacement of/by microform:

    6. If gift issues in paper would replace issues which the Library possesses in microform, and there is a compelling reason to regard the paper issues as a superior resource (due, e.g., to photographic content), and significant levels of use are expected, then the gift may be added. If the microfilm in question is damaged or of a quality so as to make the legible reproduction of paper copies impossible, this constitutes an additional reason to make the replacement with paper, but anticipated use levels and the age of the issues must continue to be carefully considered. If microform is available as a gift to replace paper holdings, and the level of use of the available issues is anticipated to be low, it would be advisable to acquire the microfilm in order to conserve space.

    7. Space:

    8. At present, and for the foreseeable future, space for housing journals is at a premium. The Library will confront, probably within 5 years, the problem of coping with the exhaustion of the available space. Consequently, the Library must, while continuing to acquire materials which serve the needs of its patrons, avoid, as much as possible, adding materials which are likely to receive minimal use.

    9. Retention and Binding:

      Adding unbound issues of journals to the Library's collection may entail, at some future date, the cost of binding them. Binding decisions will depend upon current Bindery Department binding guidelines and relevant factors such as whether the journal is currently subscribed to, whether it would be retained indefinitely in paper form, the dates of the issues, their physical condition and format, etc. Potential binding expenses should be taken into consideration when gauging the overall value of gift issues to the collection.

    10. Regular Donations:

    11. If an arrangement with a donor involves the donation of issues on a regular basis, either as they are published, or at other regular intervals, the strictures below on the minimal time-span do not apply.

  4. Further Guidelines

    1. Issues of Journals currently subscribed to by the Library:

    2. Gift issues may be added if:

      1. They either fill gaps in the issue sequence of a held journal, or would fill such gaps that are anticipated to develop, due to damage, loss, etc. A gap to be filled may not exceed 10 years. Gaps may be filled which require issues published prior to 1980 or 1960 (depending on subject area) to do so.
      2. They extend the held run, but only if they constitute at least one complete volume, and do not extend holdings back in time beyond 1980 or 1960 (depending on subject area).
    3. Issues of Journals which are held by the Library, but not currently subscribed to:

    4. Gift issues may be added if:

      1. They fill gaps in the collection, under the conditions described in III, A,1, above.
      2. They extend the held run, either forward or backward in time, as long as the journal is deemed of sufficient value and usefulness to warrant the additions, and the extension would be at least a volume in length, but would not extend the run back in time beyond 1980 or 1960 (depending on subject area).
    5. Issues of Journals which have never been subscribed to by the Library.

      1. The considerations mentioned in I, and II, A-E must be satisfied to justify adding such gift issues. II, F is an important, but not determinative, factor.
      2. Indexing: The journal should be indexed by at least one major source which is readily available to Library users. An exception may be made for very old materials of historical value.
      3. Completeness and scope: The run of issues should be substantially complete and cover a minimum of one year's worth of issues.
      4. Value: As indicated in the "Prime Consideration", the issues must meet a need, i.e. there must be evidence that the issues will receive use by either the academic community, or a community of users (other than the general public) which the Library directly serves.
      5. Prospects for adding to the run: If there is a good chance that future gifts will continue the run in question, or that the journal will be subscribed to in future by the Library, there is added reason to add the issues in question. If, on the other hand, the prospects are that the issues will be orphaned forever, this is a strong reason not to add them.


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