Gift is a four letter word
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“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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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

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

New collection guidelines

  • Alliance 3 copy mandate

  • Shared serial and periodical repositories

  • Using data to drive collecting


Do gifts circulate

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


Challenges

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


Prescreening parameters

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


Still on the horizon

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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