Avon Lake Local History Collection Policy
I. Purpose of the Collection
The purpose of the Avon Lake Local History Collection is to preserve the past, present and future documentary history of Avon Lake, Ohio, located in Lorain County, Ohio, and to provide access to this history for the research needs of residents, students and scholars of Avon Lake history.
II. Scope of the Collection
The Avon Lake Local History Collection includes both original materials and reproductions in a variety of formats including, but not limited to, books, manuscripts, photographs, postcards and correspondence, newspapers and periodicals, maps, realia, sound recordings, films and electronic media (analog and digital). Also included are higher level business, club and organization records, which may be scrapbooks, photographs, minutes and publications.
III. Addition of Materials
Acceptance of donations or purchases for the Collection will be made based on the following factors:
1. Educational value
2. Fit with the purpose of the Collection
3. Available provenance and documentation
4. Local authorship
5. Clear title
6. Asset value of the item
7. Authority and authenticity
8. Ability of the Library to utilize, store and maintain the item
9. Intrinsic value of the item
10. Cost of repair, handling and storage of the item
The determination of whether to accept specific donations to the Collection will be the decision of the Assistant Director in conjunction with the Director. When rejecting offered donations, the Library wishes neither to offend the donor nor denigrate the value of the donation offered, but recognizes that there may be other organizations whose mission and available resources create a closer match with the donor and offered items.
The Library will not accept materials without a legal transfer of title, deed of gift (Addendum A), or other official acknowledgement. All materials donated to the Avon Lake Local History Collection become the property of Avon Lake Public Library. All donations must be offered free and clear without restrictions as to use or future disposition. The Library will not accept collections which are to remain closed to public access. Documents and materials must be in good condition and free of mold, pests and dirt.
The Library will not accept large artifacts (e.g., furniture, outdoor signs), most original newspapers, materials duplicated elsewhere in the collection, lower level business records (e.g., receipts), and material tangentially related to Avon Lake history. *
Avon Lake Public Library reserves the right to discard items or materials found among donations that do not belong, are in too poor condition to be useful, are deemed extraneous, are duplicated elsewhere, or are not clearly valuable or relevant to the Collection. On a case-by-case basis, these items may be returned to donors or sent to other institutions. Furthermore, the Library reserves the right to withdraw, de-accession and dispose of any materials in the Collection if the item is no longer relevant or useful to its purposes. Withdrawals or elimination of unneeded materials will follow the de-selection procedures of the Collection Maintenance Guidelines contained in the Library’s Materials Selection Policy (Addendum B).
· A – Deed of Gift form
· B – from Materials Selection Policy:
VI. Collection Maintenance Guidelines
* Some materials may be collected if support is provided by the donor for cooperative storage, preservation and description. The Library is interested in providing description of other collections of Avon Lake-related materials held off-site, if reasonable access by interested parties can be arranged.
Avon Lake Public Library
Board of Trustees
Resolution # 2090-12
12 July 2012
Avon Lake Public Library
Deed of Gift
I, ________________________________________, hereby donate the materials described below or on the back of this form or by attachment, to Avon Lake Public Library (“the Library”).
I am the owner of these materials and now give and assign to the Library, without restriction, legal title, property rights and all rights of copyright which I have in them, including the rights to reproduce, publish and display the materials.
Description of Materials
Please include any information that will help in future interpretation of this material, i.e., dates, names, location, photographer, artist, craftsperson, etc.
Donated material is accepted with the understanding that any donated item is evaluated according to the Library’s Avon Lake Local History Collection policy (see, www.alpl.org). The cost of processing, the availability of space, the suitability of format and the physical condition of the item are factors in the selection process. The Library accepts donated materials only with the understanding that they are used or disposed of as the Library determines is appropriate.
No donated item can be accepted with restrictive conditions unless the conditions are specifically approved by the Director or their designee.
The Library cannot provide evaluations of donated items for tax purposes. ~ March 2008
ADDENDUM B – from Materials Selection Policy:
VI. Collection Maintenance Guidelines
A. Weeding – The weeding of the Library’s collection is a form of selection, in reverse. Weeding is a thorough and conscientious effort to achieve a well-balanced collection suitable to the clientele served and should be a continuous, consistent process. Factors to consider in weeding are:
- Materials worn out through use.
- Ephemeral materials which are no longer timely.
- Materials no longer considered accurate or factual.
- Materials which have had little recent use and are of questionable value.
- Excess copies of titles no longer in demand.
- Materials no longer used frequently enough to justify their space in the collection or the staff time to maintain them.
- Retention of local materials and materials by Ohio authors.
B. Disposal of Library Materials – Materials discarded from the Library are in unusable condition, present obsolete information, or have been weeded from the collection for reasons outlined in VI. A.
- Certain materials are discarded from time to time, which may be of use to another library, e.g., duplicates purchased to fill a demand which no longer exists. Any recognized social or civic organization may have these materials by request with permission of the Director. In general, the Library will not transport or mail discarded material to any location for another organization.
- When replaced by new editions, encyclopedias may be placed into the circulating collection until supersedure, at which time they will be sold, if possible.
- Any reference material, which is replaced by a later edition, may be added to the circulating collection or transferred to another library or sold.
- Withdrawn materials may be included in the on-going book sale of the Friends of Avon Lake Public Library, with proceeds used by the Friends to enhance Library services and programming.
- If a patron damages library material beyond repair and pays for its replacement, the patron may have the damaged item, if she/he so requests. The decision to replace the damaged material is weighed with regard to several factors: number of duplicate copies; extent of coverage of the subject area; other similar material in the collection; patron demand; and budgetary considerations.
C. Patron and Staff Recommendations – The Library welcomes suggestions for purchase of library materials or for the inclusion of links to specific Internet sites. Decision for purchase or inclusion is made by the selecting staff person according to the Materials Selection Policy.
D. Challenged Materials – A patron critical of materials in the Library’s collection can record their complaint on a “Citizen’s Request for Reconsideration of Library Materials” form. This form must be signed by the individual challenging the item. The item will be reviewed by the Director, as per the selection criteria; an appropriate reply will be sent to the individual. If the challenger is not satisfied, she/he may request that the item be reviewed by the Board of Library Trustees, whose decision is then final.
A. Donated material is accepted with the understanding that any donated item is evaluated according to the Materials Selection Policy. The cost of processing, the availability of space, the suitability of the format and the physical condition of the item are factors in the selection process. The Library accepts donated materials only with the understanding that they are used or disposed of as the Library determines is appropriate. No donated item can be accepted with restrictive conditions unless the conditions are specifically approved by the Director. (See also, Gifts.)
B. The Library will not provide evaluations of donated items for tax purposes.
A. A gift for the Library collection may consist of materials or of funds for the purchase of materials. Funds may be given for acquiring materials recommended by Library staff or for the purchase of specific items suggested by the donor. The Library encourages gifts not earmarked for specific items in order to permit the most flexible use of the donation for the enrichment of the collection.
B. Gifts are accepted subject to the following limitations
- The Library retains unconditional ownership of the gift.
- The Library makes the final decision on its own use or other disposition of the gift.
- The Library reserves the right to decide on the conditions of display, housing and access to the materials.
- The Library does not commit itself to accepting all donations of materials.
Resolution # 1425-04
11 November 2004