Binding and Repair
Library funds are dedicated to the acquisition of materials. While important, funding preservation is secondary. In 2012/2013 only $800 was spent on commercial binding.
Binding costs are charged to the acquisitions budget.
Priority is given to damaged out of print books. In the instance of scarce books or books whose physical characteristics are noteworthy, it may be decided to request a solander so that the original binding can be preserved without further deterioration.
Among the items not routinely bound are:
damaged books which are still in print or for which newer editions are available or can be repaired in-house.
print materials prone to rapid deterioration, such as newsprint.
Since 2006 we have relied to a greater extent on in-house expertise for the binding of monographs.
When items are withdrawn for the bindery, the status is noted on the Novanet record . An effort is made to delay the removal of in-demand volumes until such time as their binding will create the least inconvenience.
Library materials which are lost, stolen, or never returned, are all eligible for replacement using the General or Reference Funds of the acquisitions budget.
As well, the Collections Librarian routinely scans the discard lists sent from other libraries with particular attention to monographs or serial issues known to be missing from the collection.
It is important that the Cataloguing Assistant be notified of missing items, or the receipt of replacement copies, so that the Novanet record may be amended.
Reference staff will search for missing books on behalf of students and faculty. If a regularly scheduled search through the term proves unsuccessful, the missing books are considered for replacement at the end of the spring term. . Missing status is assigned to the record in the Novanet database. The Manager of Access Services also notifies the Collections Librarian about long-term overdue books so that replacement may be considered. If a patron has paid the replacement fee, this information is noted on the request for replacement prepared by Access Services.
Serial issues are rarely replaced. The Collections Librarian will decide if a replacement issue is warranted.
Weeding and Discards
Due to space limitations and the absence of a suitable storage facility on or off campus, weeding is necessary to accommodate newly acquired resources. Weeding is used to remove obsolete materials from the collection. The decision to weed is made by the Collections Librarian alone, or in consultation with reference staff and faculty.
When items are withdrawn permanently from the collection, it is necessary to remove or amend the record displayed in the Novanet catalogue. Delays may occur since the priority for staff is the cataloguing of new monographs and the updating of serials holdings as new issues are processed.
Obsolete books include those which contain out of date and/or misleading information. Superseded editions of non-fiction titles are withdrawn unless faculty indicate their continued utility. All books weeded from the main collection are shelved in the Technical Services area. Some superseded editions of reference books, if they are considered by the reference staff to be of continuing value to our patrons, may be moved into the general circulating collection. Care must be taken that out of date directories, legal and statistical compendia are not returned to the collection once they are withdrawn. All library users are encouraged to alert reference staff to the presence of obsolete editions.
Members of the University community are invited to survey the books on the withdrawal shelves. Faculty may recommend retention in the library or in a department as a desk copy. The materials remaining on the withdrawal shelves will be donated to other libraries or organizations, sold to raise funds either in the twice-yearly book sale or through the auspices of Better World Books, or discarded outright. All discarded books or books given to faculty as desk copies will be stamped Discard.
The library endeavors to preserve indefinitely in print or on microform the back files of scholarly journals which are indexed and for which there is no viable electronic equivalent . Most newsletters and all newspapers are discarded after a specified period of time. Trade magazines are reviewed on occasion, and will be discarded if there is evidence of little or no use. Before discarding serials, the holdings of area libraries will be checked to establish the presence of back files. It was agreed among members of the Novanet Collections Development Committee that a member library will consider transferring back files to another Novanet library under the following circumstances:
the serial has been cancelled, but a current subscription is maintained by the other library
both libraries have cancelled the serial, but the other library has the longer run
the serial ceased publication, but the longer run is in the other library’s collection.
By this means we can ensure the presence of the longest run at a single institution for the convenience of researchers. Our library gratefully acknowledges the generosity of area libraries in donating volumes to complete back files of several research journals to which we currently subscribe.
Due to the lack of storage space, withdrawn serials cannot be retained indefinitely. A list of discarded serial volumes and issues may be distributed to Novanet and regional libraries if library staff have sufficient time to compile such a list.