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“Gift” is a Four Letter Word

“Gift” is a Four Letter Word. Setting expectations for gift management at the UO Ann Miller, Head Collection Services. Setting the scene. Has been a concern for a while Gift policy was revised in 2009 Not fully implemented Changes in Acquisitions and staffing. New collection guidelines .

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“Gift” is a Four Letter Word

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  1. “Gift” is a Four Letter Word Setting expectations for gift management at the UO Ann Miller, Head Collection Services

  2. Setting the scene • Has been a concern for a while • Gift policy was revised in 2009 • Not fully implemented • Changes in Acquisitions and staffing

  3. New collection guidelines • Alliance 3 copy mandate • Shared serial and periodical repositories • Using data to drive collecting

  4. Do gifts circulate? • For Knight Library, monographs (excluding theses), the numbers are: • 2007-08 33% compared to 59% for all items • 2008-09 29% compared to 53% for all items • 2009-10 14% compared to 44% for all items

  5. Challenges • Establishing how gifts benefit our collections? • Establishing the ability to “pre-screen” gifts. • Practicing saying “No” • Ensuring subject specialist follow through. • Refining existing documentation • Existing backlog

  6. Prescreening parameters • Duplicates of an identical edition in the UO Libraries’ collection • Addition of holdings to Summit beyond the three copy threshold • Textbooks older than 5 years • Individual issues or short runs of journals or magazines • Serials: reference works, directories, conference programs • Highlighted or underlined materials • Water-damaged materials • Mold-damaged materials • Materials in poor physical condition (e.g., broken binding, brittle, torn or missing pages, etc.) • Off-prints of journal articles or book chapters • Programs for conferences that do not include the papers presented or the abstracts of the papers • Mass market paperbacks • Personal recordings of broadcast media • US Government publications • Obsolete formats: 8-track, 5.25” or 3” computer disks

  7. Still on the horizon • Acknowledgement letters • Matching library administration and donor expectations with staffing realities • Revising workflows so that gifts can bypass Acquisitions (eg. East Asian) • Establishing decided priorities rather than default priorities for acquisitions and cataloging

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