Curated collection development and management guidelines

ACU Library’s curated collections hold a diverse range of material that support research, teaching, community engagement and public outreach.

The development and management of curated collections is informed by:

• Library Services and Facilities Policy
• Library donations guidelines
• National and State Libraries Australasia – Position statement: Indigenous Cultural and Intellectual Property (ICIP)

1. Purpose/Focus

Responsibility for collection development lies with the Library and the following guidelines are intended to serve as a framework for the development and ongoing management. They will be utilised as a planning and management tool to guide:

1. Acquisition of curated collection items through purchase, gift, donation, bequest or exchange.
2. Additions to existing collections or new standalone collections where there is strong subject alignment or significant provenance may be considered.
3. Any costs associated with the acquisition and collection maintenance ensuring financial sustainability.

2. Selection principles

1. The Library has limited storage capacity and does not actively seek to expand its curated collections.
2. Potential acquisitions will be assessed against the following selection criteria:
1. Reflect or facilitate ACU mission, identity and values by supporting teaching, research and community engagement.
2. Have enduring research value for academics, students and the community. Emphasis is placed on primary source material and unique, rare, historic or intrinsically valuable items.
3. Formats must be accessible, in good condition, or can be stabilised with available resources.
4. Digital material must meet the Library’s preferred preservation formats and metadata standards or be converted to these.
3. The Library does not accept:
1. Duplicate records or widely available publications unless annotated or unique.
2. Hazardous materials or materials with contamination issues including:

• Heavy physical damage
• Mould
• Pest infestation
• Chemical contamination

3. Donations

1. Donations, gifts and bequests are accepted in accordance with the Library donations guidelines and using the above selection criteria.
2. Approval may be granted by the Library Director, Associate Director or the Curated Collections Librarian.
3. Donations may require additional documentation prior to acquisition depending on the type of material or circumstances surrounding the donation.
4. The Library reserves the right to refuse or deaccession donations that do not meet selection criteria, are unsuitable, or meet requirements for deaccessioning.
5. Donations are not generally accepted if the donor wishes to place any limitation on its use or disposal. Any restrictions placed must be first agreed upon in writing by the Library Director.
6. Donations are accepted with the understanding that material becomes property of the Library and may not be claimed back by the donor, donors’ estate, family or any other associate of the donor.
7. The Library reserves the right to accept, decline, limit, or terminate any loan request and does not assume permanent custodial or preservation responsibility for loaned material.

4. Deaccessioning and disposal

1. Curated collection resources owned by the Library may be withdrawn if any of the following criteria apply:
1. Unnecessary duplication.
2. Short-term value for the ACU community.
3. Better suited to another institution/collection.
4. Unsafe or poor physical condition.
2. Consultation with stakeholders, including Indigenous communities for Indigenous Cultural and Intellectual Property (ICIP) material may be undertaken where relevant.

5. Access

1. The Library has multiple curated collections located on specific campuses. Standard conditions of use for all collections include:
1. Materials must be viewed in designated areas.
2. Hands must be clean and dry before handling collection material.
3. No annotation or marking of collection material allowed.
4. No food, drink or pens allowed.
5. Material will be re-shelved by Library staff.
6. Reproduction requires library staff approval and must comply with Copyright and Indigenous Cultural and Intellectual Property (ICIP) protocols.
2. Additional conditions for specific collections may apply.
3. Collection material may be available for online access depending on library resources, copyright and resource condition.

6. Access restrictions

1. Once acquired collection material becomes property of the Library and is made publicly accessible.
2. Some material may have the accepted restrictions below:
1. Defined restricted access periods agreed prior to acquisition.
2. Content sensitivity including personal sensitivity, Indigenous Cultural and Intellectual Property (ICIP) sensitivities or copyright.
3. Format or condition restrictions if resource is fragile, unstable or hazardous.

7. Digitisation

1. Digitisation may be undertaken to improve access and reduce handling of fragile or high-use materials. Priorities include resources with:
1. Items of high teaching or research value.
2. Strong community or outreach potential.
3. At-risk material requiring preservation intervention.
2. Digitisation will follow best-practice technical standards and metadata requirements to ensure long-term accessibility.

8. Content sensitivity

Resources in curated collections do not reflect the Library’s views.

1. Material is provided in historical context and reflects the perspectives/biases of the time and may contain offensive or distressing content.
2. The Library will work with relevant internal and external stakeholders to ensure respectful handling, care, and access.
3. Consultation and Indigenous Cultural and Intellectual Property (ICIP) protocols will guide decision-making for culturally sensitive material.

9. Preservation and conservation

1. The Library is committed to the long-term preservation of its curated collections however it cannot guarantee long-term or intensive conservation treatment for all material.
2. Preservation activities will be undertaken within the limits of available funds, staffing, and facilities.
3. Proactive preservation measures are prioritised, including safe storage, careful handling practices, and digitisation where feasible.
4. Under specific circumstances following item evaluation, external specialists may be sought for active conservation advice or treatment.

10. Copyright and reproduction

1. Reproduction of collection material through photocopying, scanning or photography may be permitted at the sole discretion of Library staff.
2. Reproductions must comply with copyright law, Indigenous Cultural and Intellectual Property (ICIP) protocols and preservation standards.
3. Library staff may refuse reproduction requests where risks exist, including:
1. Copyright or Indigenous Cultural and Intellectual Property (ICIP) compliance.
2. Fragile condition or conservation concerns.
3. Financial costs or resourcing requirements.

11. Review of this document

This document will be revised as necessary to reflect the changing information environment and the changing needs of clients of ACU Library.

12. Further assistance

For further assistance, please contact the Library.