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last updated: 9/19/2006

Selection Guidelines (ALF)

General Guidelines for Selection of Materials for the ALF

Guidelines for transfer to the ALF are discipline-specific and are being developed by the subject and area librarians in cooperation with the faculty of the relevant departments.

  1. Material selected for the ALF will not include high-demand materials in order to reduce inconvenience to users and to minimize retrieval costs. Materials that will particularly benefit from the closed stack shelving and optimal environmental conditions provided by ALF will be given preferential consideration for selection.
  1. All libraries will be reduced to and maintained at 80 percent of capacity. This is an accepted standard for libraries, allowing new materials to be added with only small shifts of materials, and permitting shelving or removal of items without damage to the materials. In most libraries on campus this will entail a reduction of no more than 20 percent of the holdings. In the Herman B Wells Library, however, a higher percentage of materials will be transferred, because its total capacity as outlined in the architects' plans for renovation will have to be reduced to meet environmental, safety and Americans with Disabilities Act (ADA) standards.
  1. All materials shelved in the ALF will be represented in IUCAT or by a finding aid appropriate to the format (e.g., for materials in University Archives).
  1. The materials shelved in the ALF will change, depending on the needs of users and the frequency of retrievals.
  1. Specific guidelines for transfer to the ALF will be discipline-specific and will be developed by the subject and area librarians in cooperation with the faculty of the relevant departments.
  1. All collections will be reviewed, and all subject and area librarians will participate in selection and review of materials for the ALF.
  1. This ALF selection process is not a full-scale collection review. Rather, it will follow the advice of the designer of the off-site shelving facility, Reese Dill: "if you bought it, you probably wish to preserve it and that is the purpose of this new facility." (The only major general exception to this principle is explicitly stated below and concerns duplicate serial runs.) Individual titles may be withdrawn as identified by a subject or area librarian but that is only an occasional byproduct of this review, not its purpose.
  1. Usage data exists for some materials already in several campus and off-campus interim shelving locations. That data will be reviewed by the appropriate subject or area librarian before moving the material to the ALF in order to identify any titles whose usage is high enough to require return to a library on campus. It is anticipated that most materials in these interim shelving locations will be transferred to the ALF.
  1. The following general categories will be transferred to the ALF:
• all pre-1821 monographs
• most monographs published before 1990 that have circulated three or fewer times
• journals published before 1995 that are available online (e.g. JSTOR titles)
• journals published before 1995 that are indexed, and so retrievable through online indexes (This last decision will allow us to leave un-indexed titles in the stacks so that they can be browsed.)

  1. Long serial runs will be given priority for transfer. Ceased and cancelled serials in particular will be reviewed for possible transfer. Typically only one copy of a serial run will be shelved in the ALF and every effort will be made to ensure that the run is as complete as possible for the years represented. Only by exception, approved by the Director of Collection Development, will a serial run be placed in ALF that duplicates another print copy in the Herman B Wells Library or a campus library. These duplicate serial runs will be approved when they represent important titles that have high artifactual, historical, or monetary value.
  1. Certain types of materials will remain in the libraries:

• cumulative indexes to transferred serials
• certain reference-type materials that may be consulted but are not often checked out
• certain large monographic sets.

  1. The continuing review of materials for transfer to the ALF will be an ongoing responsibility of every collection manager.
  1. Exceptions to these guidelines may be proposed by any subject or area librarian but will require the approval of the Director of Collection Development.

These guidelines were discussed and endorsed by the Bloomington Faculty Council Library Committee on February 22 and March 21, 2000.

Revised draft of April 19, 2000
Revised March 4, 2002
Revised September 2006

last updated: 9/19/2006