Acquisitions Staff Resources

PROCEDURES FOR THE DISPOSAL OF GIFTS AND WITHDRAWN MATERIALS

Gift books that are not added to the collection and materials withdrawn from the collection for any reason should be disposed of according to UVa Procurement Services Department procedures.

When books are withdrawn from the collection due to irreparable damage they may be discarded or recycled rather than disposed. If the book has mold damage it should be discarded as a threat to the other materials in the collection. Mold is also a potential health hazard and the book must be withdrawn and discarded. Other seriously damaged materials should be discarded or recycled if they are deemed unusable. These could include water-damaged materials, clay-coated pages which have blocked, tapes and discs that have cracked or broken, and volumes missing multiple pages or parts of pages.

Withdrawn books should be completely processed before disposal (see http://www.lib.virginia.edu/cataloging/manual/chapters/chapviif.html). Pack the withdrawn books in a sturdy box and send to the Acquisitions Department, Alderman Library with your regular LEO delivery. Do not send it to the attention of an individual. Label the box "Withdrawn--Surplus" or "Withdrawn--Videos." Please do not mix formats in the same box.

Gift books not added to the collection need to be evaluated for identifiable markings or writing. If the books are not identifiable pack them in a sturdy box and send to the Preservation Department, Attention:  Melanie Williams, Alderman Library labeled "Gift Books-Surplus." If there is any indication in the book that would identify the owner then gather those books and pack them in a sturdy box. Send to the Preservation Department, Attention:  Melanie Williams, labeled "Gift Books-Personal Collection."

As needed the materials will be taken to the Surplus Property warehouse and auctioned. Proceeds from the auction are returned to the Library. An alternative to the auction is using a contracted vendor to resell or recycle the materials. This option will be used for identifiable gifts not added to the collection.