Library Collection Management Policy - Draft
1. Purpose of library
The ARANZ Library is a professional collection for reference by ARANZ members only. It is a small and developing collection comprising journals, newsletters, monographs and reports focusing on the whole of the records continuum, from records management to archives administration, and related issues. Its purpose is to function as a resource for members wishing to extend their professional knowledge and skills.
2. Collection Management Policy
The collection will be surveyed and policy and procedures will be reviewed periodically and updated as required.
ARANZ Library Collection Management Policy provides guidelines for the management of library material for the purpose of providing access to archival publications not easily available and which ARANZ owns for ARANZ members’ use.
3. Library Accommodation Agreement
The accommodation agreement will be reviewed and renewed as required.
4. Physical management of the collection
The Collection is to be:
- physically housed in an institution approved by ARANZ Council and the arrangements to be protected by a formal written agreement regarding terms and conditions for housing the ARANZ Library.
- managed, preserved and maintained by an ARANZ member appointed by the ARANZ Council
- organised according to format, arranged alphabetically by title, or organisation, in one logical sequence
- fully accounted for (including annual inventory and report to ARANZ Council)
- made accessible to ARANZ members
5. Collection of library materials from ARANZ PO Box in Wellington
- Library items will be forward from the PO Box to the Librarian.
6. Collection management procedures
- check-in currently received issues and claim any missing issues if necessary
- photocopy and file contents pages of each issue in a folder
- advise members (eg via flyer in newsletter or Archifacts) of contents of issues recently received
- supply photocopy of article(s) on request from member(s) providing full citation
- record use of collection
- acknowledge annually donations and reciprocal agreements for exchanges of publications
7. Acquisition policy
The ARANZ Library collects library and information resources that will add value to the membership’s body of knowledge. These include:
- Publications, usually printed journals and newsletters, received through journal exchange agreements or as "complimentaries" through its exchange arrangements with other archives related organisations which publish their own materials exchanging these publications for works produced by ARANZ.
- Selected publications that meet predetermined criteria, acquired through purchases approved by Council or donation, that will enrich members’ professional knowledge of archives and records management, increase their awareness of the activities and initiatives of kindred associations, and provide a resource base for material otherwise unavailable to ARANZ members.
8. Document Delivery Service
From March 2003, a library Document Delivery Service will be offered to ARANZ members. An online Request Form will be available for members to request library material and copies of articles from our holdings.
The Library supplies, on request, photocopies of articles in journals, and lends monographs, books, and reports for a 4-week loan period.
The Document Delivery Service is available, free of charge from March – September 2003, to current ARANZ members requesting photocopies of articles in journals and books.
8.1 Requests
Requests will only be accepted if made on the library Request Form. Requests will be met within 7-10 days of receipt of the Request Form. Requests on a Request Form will be accepted by post. Telephone requests will not be accepted.
The Library will supply only one request per Request Form. Requests should provide the correct citation as indicated on the Request Form. Requests citing inaccurate or incomplete references may take longer.
8.2 Copying
Copies of library material are made for members’ private study or research. The Copyright Act 1994 prohibits the sale, letting for hire or copying of copies.
Copying will be compliant with copyright and other legislation for the protection of ARANZ.
The Library will copy:
- no more than 2 articles per issue at a time from one issue
- only 1 chapter of a book at a time
- up to 10% of a publication, but not a "substantial part of a work" - interpreted to mean no more than 10% of a given work
The Library will not photocopy:
- complete books, or entire issues of periodicals as that contravenes the Copyright Act 1994.
8.3 Terms and Conditions for Library Users
Material is loaned at the discretion of the Library. The ARANZ Library reserves the right to suspend a member’s Document Delivery Service privileges at any time. Privileges are based on fair use and will be suspended should the service or library material be abused. The Secretary is to be advised immediately of any suspension of rights. Any suspension of rights must be confirmed by Council a the first Council meeting following suspension. Members are liable for the replacement or repair costs of library materials in their possession if loss or damage occurs.
