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Revised: February, 2004
Relevant sections of BPM:
The purpose of the following guidelines is to enable circulation and technical services staff to determine when unwanted monographs, journals, or U.S. or California depository materials should be forwarded to the Main Library Gift Division; when they should be forwarded to selectors; and when they should be locally discarded. Unwanted monographs or journals are monographs or journals withdrawn from Berkeley's collections or are gifts not needed for Berkeley's collections. Unwanted documents (U.S. and California) are U.S. or California documents received on deposit and no longer needed for Berkeley's collections.
Any questions about these guidelines should be directed to the Gift Division, Technical Services Department, extension 2-3318.
The Gift Division is charged with the sale or reuse of unwanted gifts and withdrawals. Despite initial cost, the value of this material consists solely in its potential for reuse or in its sales value. Because revenue realized from the sale of Library discards is deposited in a fund administered by the AUL for Collections, materials with reuse or sales value may not be traded or sold by branch libraries. Materials with reuse or sales value may never be given away. Branches are obliged to offer unique material to other selectors, if appropriate.
All gift or withdrawn monographs not needed for library collections should be forwarded to the Gift Division. Exceptions may be discussed on a case-by-case basis.
Journals are ordinarily not of re-use or resale value and are often best discarded locally in order to save on the high cost of shipping, storage, and handling. Questions should be referred to the Gift Division. If not sent to the Gift Division this material may be recycled outright or left on a "free table" at the discretion of the branch librarian. Whenever possible, branches should notify the Gift Division of titles to be withdrawn so that Divisional staff can determine appropriate action.
Exceptions:
Branches should decline offered gifts of journals unless it can be verified that a need exists or unless public or user relations benefits dictate acceptance. Gifts entail explanation of federal tax law; acknowledgment; University and Library record-keeping; and extensive storage and processing costs. A gift is useful if it can be incorporated into Library holdings or if it can be sold. Branch librarians unwilling to accept a gift offer but reluctant to offend the potential donor may refer the offer to the Gift Division.
Branch librarians who wish to withdraw U.S. depository material or California depository material should route the item to the appropriate U.S. or California selector in the Government and Social Science Information Service. U.S. depository material is stamped "USSD" or "U.S. Depository" and California depository material is stamped "LDA" or may be unstamped. Send a sample issue to the appropriate selector if the material is a serial or MVM. If the title considered for withdrawal is still active, branches must indicate to the selector if they want the item continued as a depository item or dropped. The Government and Social Science Information Service will either retain the title for Main or allow it to be withdrawn. Ephemera such as folders, dated announcements, etc. , which do not have machine-readable records may be discarded without notification. Other government documents may be withdrawn through regular library procedures and without notifying the Government and Social Science Information Service.
After all necessary changes have been made to the GLADIS records to reflect the withdrawal of unwanted monographs (http://www.lib.berkeley.edu/Staff/BPM/7a.html) or serials (http://www.lib.berkeley.edu/Staff/BPM/8k.html), branch staff should: