University of Arizona Library All-Format Duplication Policy

7/09/03

 

“Information sources will be funded in only one format.  Existing duplication among formats is being eliminated.  Exceptions will be made to comply with ADA needs and/or other specific customer needs.”—from “Guidelines for the Allocation of the Information Access Budget”  http://www.library.arizona.edu/library/teams/irdp/budalloc.html

 

In general, digital is the preferred format.

 

The following are examples of generally acceptable reasons that would meet the exception to duplicate resources for “other specific customer needs.”

 

1. High Use.  High use of print items is demonstrated by heavy customer demand or multiple holds on an item.  This might include items on reserve or items in a reference collection.  For Main Reference and Information Commons Reference see ‘Duplication’ and other appropriate sections of: “Main Reference and Information Commons Reference Collection Development Policy”     http://dizzy.library.arizona.edu/library/teams/irdp/Main-ICRefCDPolicy.html

 

2. Restricted Access.  This includes materials with limited or restricted access when access does not meet customer needs.  This may include items such as Arizoniana or other items placed in Special Collections for which a second circulating copy is needed to meet demand.

 

3. Archival Copy.  The Library will retain only one archival format.  For ‘archival’ purposes, the content must be the same, but the format may be different from other existing formats.  Examples might include: 

                        a. retain microfilm copy of newspapers originally received in paper format;

                        b. retain print or microfilm copy, if our electronic subscription only includes access and we do not own the rights;

                        c. retain print copy of books or journals, when images or content is missing from the electronic version;

                        d. retain print edition, when electronic version is not cumulative or is offered as current edition only (e.g. Ulrich’s Periodical Directory or some online handbooks);

                        e. NetLibrary books: In any e-book selection, the selector should take into consideration all of the above.

 

4. Reference Items in Multiple Locations. Exceptions are made if reference material is needed in more than one location. For example, some reference items are needed in the Information Commons Reference and Science Reference areas, or other reference areas.  For Main Reference and Information Commons Reference see ‘Duplication’ and other appropriate sections of: “Main Reference and Information Commons Reference Collection Development Policy”   http://dizzy.library.arizona.edu/library/teams/irdp/Main-ICRefCDPolicy.html

 

5. Performance Material. Additional copies of chamber music scores may be needed for performance purposes.

 

Other Duplication Issues:

 

1. Office Copies. Duplicate copies of material in the collection for use by individuals in the library are not supported by the Information Access Budget.  These can be purchased using team operations funds.

 

2. Project Team Copies. Duplicate resources needed to support project teams or Action Planning Team work are not supported by the Information Access Budget.  These can be purchased using funds from the Strategic Long-Range Planning Team or other funding sources.