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Information Resources Management Committee

Controlled Access Guidelines

Guidelines:

  1. Controlled Access (CA) is used for protecting library material that is at risk. Special Collections, on the other hand, holds material which requires special care and handling because of its early publication date, association interest, physical condition, or aesthetic value.
  2. If the CA collection becomes overcrowded a review will have to be conducted.
  3. Selectors will assign a retention period when they place material into CA. Material can be placed into CA:
    • On a permanent basis using the materials normal material type and existing loan period i.e., Reference, Abstract, Periodical, Book or Phonotape
    • On a permanent basis using 'No Term Loan' period for Books.
    • On a temporary basis for one term with existing loan period. The material will automatically be removed at the end of term.
    • On a temporary basis with short loan period (1 hour, 3 hour, 1 day, 3 day). The material will automatically be removed at the end of term. The short loan periods will have a generic material type and will not reflect the items' permanent material type. Basically, this means that statistics will not be included for these items under their normal material type. (Statistics can be generated for individual items.)
    • Until the next edition is received.
    • For X number of years and then transferred to the stacks.
  4. If an item that a selector wants to be placed into CA with a short loan period has another copy on Reserve for a course the selector's item will also be added to the Reserves course.
  5. Library material must be catalogued before being placed onto Reserves or into CA.

Jan. 17, 2001

Information Resources Management Committee
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August 4, 2005