Subject: RE: [Genealib] sample donation forms

Thu May 31 11:21:00 EDT 2007

Thank you.  

Kim Adele Kroll
Director
Lena Armstrong Public Library
(254) 933-5832
P.O. Box 120
Belton, Texas 76513
-----Original Message-----
From: genealib-bounces at mailman.acomp.usf.edu
[mailto:genealib-bounces at mailman.acomp.usf.edu] On Behalf Of Libby Feil
Sent: Tuesday, May 29, 2007 5:40 PM
To: genealib at mailman.acomp.usf.edu
Subject: Subject: RE: [Genealib] sample donation forms

Absolutely!  When I first started here, we had no formal collection 
development policy or procedures for our area of the library.  To 
help in creating one, I put out some general calls on various 
listservs, including this one, and many people were kind enough to 
share samples of their donation forms, collection development 
policies, etc.  I drew on a variety of sources, including those 
samples, to create our policy, so of course anyone is welcome to do 
the same with ours.  Dealing with donations and collection 
development issues is something we all have to grapple with!

>Message: 1
>Date: Tue, 29 May 2007 09:37:36 -0500
>From: "Library" <library at ci.belton.tx.us>
>Subject: RE: [Genealib] sample donation forms
>To: "Librarians Serving Genealogists" <genealib at mailman.acomp.usf.edu>
>Message-ID:
>	<8BEDDF1BCBE6A34688138CD650BCEFB49CACD0 at CITY-EX.belton.local>
>Content-Type: text/plain; charset="us-ascii"
>
>Could I adapt your form to use at my Library?
>
>
>
>Kim Adele Kroll
>Director
>Lena Armstrong Public Library
>(254) 933-5832
>P.O. Box 120
>Belton, Texas 76513
>________________________________
>
>From: genealib-bounces at mailman.acomp.usf.edu
>[mailto:genealib-bounces at mailman.acomp.usf.edu] On Behalf Of Libby Feil
>Sent: Friday, May 25, 2007 11:18 AM
>To: Librarians Serving Genealogists
>Cc: Linda Koch; Barbara Hill
>Subject: Re: [Genealib] sample donation forms
>
>I'm attaching a copy of the donation form we use here at my library.
>(The spacing at the top is odd because we print it out on letterhead.)
>
>Additionally, the collection development policy for my area of my
>library says the following about donations:
>
>Donations
>
>Only materials that meet the criteria outlined above will be accepted.*
>In addition to meeting the collection development goals regarding
format
>and subject, all materials donated must also:
>
>o       be of genealogical or historical significance
>o  be in good condition or inexpensively repairable
>o       not duplicate an item already in the collection (except for use
>as a backup copy of a particularly significant or deteriorating work)
>o  utilize viewing or listening software or hardware in common use that
>we have or can easily get
>
>Once accepted, items become the property of the St. Joseph County
Public
>Library.  Donors do not retain any rights in the item, and items cannot
>be reclaimed by present or future generations related to the donor.
The
>Library may keep or deaccession any item in its possession.  The
Library
>may also scan and digitally post out-of-copyright items.
>
>When an item is given to Local & Family History Services, the donor is
>given information about Library procedures relating to material
>donations and is asked to sign a form acknowledging the donation.
>
>Loans will be accepted for exhibits only and only for specified periods
>of time.
>
>
>*"The criteria outlined above" include subject areas that we focus on,
>as well as the following information about material and formats:
>
>Materials and Formats
>
>Local & Family History Services currently houses many different
material
>formats that relate to its purpose, including print materials (such as
>books, maps, pamphlets, periodicals, and unpublished documents),
>microfilm, online databases, CDs, DVDs, videos, and some photographs.
>
>Going forward, printed materials will be actively favored for
>collection.  These items have the longest life and hold up best under
>library conditions.  In addition, certain items on microfilm such as
>newspapers and local area records will be acquired, and our historical
>newspaper holdings will be microfilmed if possible.  Online databases,
>both departmental and subscription, will also be actively favored.
>
>Due to their unpredictable shelf life and low circulation, CDs and DVDs
>will be less actively collected.  Materials on CD and DVD will be added
>only if they fit into a high priority collecting focus and if an
optical
>disk is the only format in which they are available and likely to
become
>available.  Materials on videocassette will be retained but, due to the
>lack of new materials being created in this format, will not be
actively
>collected.  Materials on microfiche cannot be viewed, will no longer be
>collected, and will be deaccessioned.
>
>Periodicals (magazines, journals, newsletters, and family newsletters)
>present unique challenges for collection development.  Our policy is to
>retain and bind only periodicals that pertain to St. Joseph County,
>surrounding counties, and Indiana.
>
>Three-dimensional objects present difficulties and costs in terms of
>display space, storage space, lack of expertise, and preservation/care,
>and generally will not be added to the collection.  Binders present
>similar challenges and again generally will not be added to the
>collection.
>
>--
>
>Elizabeth "Libby" Feil, Librarian
>
>Manager, Local & Family History Services
>St. Joseph County Public Library
>304 So. Main Street
>South Bend, IN  46601
>
>574-235-4181
>l.feil at sjcpl.org
>AIM:  sjcpllibby
>http://www.libraryforlife.org/localhistory/
>
>To subscribe to our monthly Local & Family History
>e-newsletter, email me at l.feil at sjcpl.org
>
>Learn, discover, and enjoy at the destination library for St. Joseph
>County research!

-- 

Elizabeth "Libby" Feil, Librarian

Manager, Local & Family History Services
St. Joseph County Public Library
304 So. Main Street
South Bend, IN  46601

574-235-4181
l.feil at sjcpl.org
AIM:  sjcpllibby
http://www.libraryforlife.org/localhistory/
To subscribe to our monthly Local & Family History
e-newsletter, email me at l.feil at sjcpl.org

Learn, discover, and enjoy at the destination library for St. Joseph 
County research!
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