Collection Management Plan: Special material types and collections


Reference collections

Reference resources are designed for consultation rather than continuous reading and give introductory information on a subject, or they index full text material and assist rapid retrieval of information. Separate physical reference collections are maintained in some libraries.

Reference resources typically include:

  • Encyclopaedias: general, national, subject-specialised
  • Dictionaries: language, biographical, subject-specialised, thesauri
  • Bibliographies: subject-specialised
  • Concordances, directories, research guides, companions, handbooks, manuals, style manuals
  • Almanacs, annuals, statistics compilations, yearbooks
  • University calendars and guides, guides to scholarships and grants, indexes/abstracts of theses
  • Indexes and abstracts, book review and newspaper indexes, current news digests
  • Geographical sources: atlases, maps, gazetteers
  • Key works of significance, eg, legislation, legal reports, sacred books

Trade directories, directories of organisations, associations and agencies, career guides, travel guides and overseas university calendars are not generally acquired for reference collections.

Preference is given to electronic format although printed reference books continue to have a place in the collection and duplication may be justified in some instances.

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Special collections

Special collections include materials in any format which need special care and handling and are intended for permanent preservation.

Printed materials that were published before 1851 will be retained, preferably in a secure environment.

The general criteria for printed materials to be added to Special Collections are:

  • Value
  • Intrinsic worth
  • Rarity
  • Works to which access is restricted (eg, fragile condition or legal conditions)
  • Age

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Archives and manuscripts

Archives and manuscripts are the non-current records and papers of organisations and individuals which are of permanent retention value. The Library acquires these in any format including born-digital records. The General Library Special Collections is the main repository, but distributed archives and manuscript collections are also held in other libraries.

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Course readings

Course readings are items that are prescribed or recommended by teaching staff for specific courses.

Excluded are model answers, tests, course readers or collections of readings, student research essays or assignments, lecture notes or PowerPoint slides.

The following terminology is used for course materials:

  • Prescribed: essential to the course
  • Recommended: supplementary to prescribed
  • Further: extended reading

Students are expected to have their own copies of prescribed texts.

Physical course materials

Short Loan collections are provided in all libraries to manage access to physical material in heavy demand.

Electronic course materials

Electronic course materials include journal articles, book chapters or extracts, conference papers, case law and parliamentary materials. They are provided in compliance with the Copyright Act, the CLL licence, the Screenrights licence, the Print Media licence, the APRA/AMCOS and PPNZ Music licence or full-text database and electronic journal licences.

Relegation and deselection

Resources are relegated or deselected when the course is completed or no longer taught, the course reading list has changed or the resource has not been used sufficiently.

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Exam papers

Official University of Auckland exam papers are available online to all enrolled students and members of staff.

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Locally created digital collections

Collections include text, image, audio and video formats, and are either born digital or digitised from the original. The Library supports the principle of open access, but for copyright or cultural reasons some locally created digital collections are restricted to authorised members of the University of Auckland. Digitisation Activities: Best Practice Guidelines provide a framework for digitisation projects and activities.

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Theses

Two copies of a successful University of Auckland PhD and Masters theses are deposited in the Library. One copy of each PhD and Masters thesis is deposited in digital format in the University of Auckland Research Repository, ResearchSpace, and one or two copies are deposited in print format, one of which is treated as the archival copy. Masters theses and some PhD theses deposited before 2011 may be available in print only, in which case there will be an archival copy and a borrowing copy. Details of accessibility, format, presentation and other information is available in the Guide to Theses and Dissertations.

Research portfolios, research projects and dissertations are not deposited in the Library, although the supervisor or Head of Department may recommend the inclusion of a work considered to be of outstanding merit and a valuable addition to the Library collection.

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Maps and architectural drawings

The Library collects a wide variety of maps and plans, both print and electronic. Preference is given to the collection of topographical and thematic maps for New Zealand and the Pacific, although maps from the rest of the world are selectively collected. Architectural drawings are largely archival in nature and have a strong Auckland focus.

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Audiovisual material

The Library collects and provides access to a wide range of audiovisual material, including online formats. DVDs are preferred to videocassettes for physical format due to their high image quality, storage capacity and space requirements. A significant portion of the collection supports Media, Film and Television but also contains material for other Arts subjects as well as Business & Economics, and Science.

All items held in audiovisual collections are provided in compliance with the Copyright Act 1994 or the Universities Screenrights Licence.

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Sound recordings

Sound recordings are held in various formats that include vinyl, tape, CD, DVD, and online, although CD and DVD are the preferred format for current acquisitions of physical material. Music sound recordings are chiefly held in the Music and Education libraries; archival sound recordings are held in Special Collections, the Chapman Archive and the Archive of Maori and Pacific Music.

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Review period

The Collection Management Plan will be reviewed and presented to the Library Committee every three years.

March 2015

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