1.0 Policy Purpose
The purpose of this policy is to define how the Brown University Library re-evaluates and reappraises materials, and deaccessions them when deemed appropriate.
2.0 To Whom the Policy Applies
This policy applies to Brown University employees who re-evaluate and reappraise materials and deaccession them when deemed appropriate.
3.0 Policy Statement
Over time, collections or items acquired or gifted to the Brown University Library may no longer align with its mission or collection guidelines. The Brown University Library reserves the right to re-evaluate and reappraise materials and to deaccession them when deemed appropriate.
It is important to note that not all reappraised materials will be deaccessioned. Deaccession does not apply to items removed or discarded in the course of regular archival appraisal and processing of incoming collections, nor does it apply to records transferred to Special Collections for temporary storage until they are scheduled for destruction according to the University’s records retention schedule. Deaccessioning can be executed through four different methods: transfer, return to donor, sale, repatriation, or destruction.
3.1 Rationale
The Brown University Library may use reappraisal and possible subsequent deaccessioning to achieve any of the following objectives:
- To improve overall access to materials
- To reunite split collections
- To assess and prioritize backlogs
- To correct faulty appraisal at the time of acquisition
- To comply with the law
- To comply with current institutional collection policies and retention schedules
- To assess collecting strengths and refine collecting focus
- To better balance research potential of collections with the necessary allocation of resources (space, staff, time, and conservation resources) for their care and preservation
3.2 Evaluation of Materials
Special Collections and/or University Archives may periodically reappraise and deaccession based on predetermined criteria and careful review; however, any materials or collections to be reappraised will warrant a full appraisal report before a final decision to be deaccessioned will be made. All reports and collections will be reviewed by the Associate University Librarian for Special Collections as well as any curator responsible for the collection. The review of each collection or material(s) should consider the following questions.
- Do the materials reflect criteria laid out in the current collecting policy?
- In addition, does the collection or materials reflect the specific criteria laid out for its unique collection guidelines?
- Does the collection or materials exist in another repository, or does it exist in a viable digital format?
- Is the collection or materials significantly compromised in any way? i.e., deteriorated or damaged beyond repair or conservation treatment, contain harmful substances.
- Would deaccessioning this material have a significant effect on the Brown University community, future researchers, and/or the public?
Once material has been identified for reappraisal and/or deaccessioning, it is the responsibility of the curator or appropriate parties to go through the necessary processes outlined in the Reappraisal, Deaccession and Abandoned Loan Standard Operating Procedure in conjunction with Rhode Island General Law Title 34, the Rhode Island Museum Property Act. Once this process has been thoroughly conducted, the curator or appropriate parties will submit the Reappraisal and Deaccession Report to the Associate University Librarian for Special Collections.
It is important to note that the method of disposition of materials can vary by collection, responsible curator/subsequent party, and donor (if applicable). The Brown University Library reserves all rights to determine and execute the method it deems most desirable.
3.3 Disposition of Materials
Materials to be deaccessioned may be returned to the donor, transferred to other academic institutions, libraries, archives, or museums; put up for public sale; or destroyed. No donated item will be deaccessioned within seven years of its acquisition unless its condition poses a threat to other collections or staff. Materials deemed to have significant research or financial value will be governed by the following considerations:
- Materials must be free of all legal impediment. No materials will be deaccessioned when this action is contrary to any written agreement between Brown University and/or the Brown University Library and the donor.
- Reasonable attempts will be made to contact the donor, their heirs, or relative parties when materials are being considered for deaccession.
- Reasonable attempts will be made to determine if other University collecting units have interest in the materials/collection.
- No private sale or gifts of materials will be made to Brown University staff, faculty, administrators, or board members and their immediate families.
- Any proceeds of sales of materials will be used solely to further the preservation, development, and collection of materials for the Brown University Library.
- The method of disposition of materials will be decided upon by the Associate University Librarian for Special Collections in collaboration with the appropriate curator and staff members.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Reappraisal (or retention review):
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The process of identifying materials that no longer merit retention at Brown University and are candidates for deaccessioning. Reappraisal is part of the process of reevaluation.
- Deaccessioning:
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The process by which previously accessioned materials are permanently removed from the library’s collection(s).
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure compliance with it.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws, and requirements.
7.1 Related Policies:
- Brown University Deaccession Policy
- Bell Gallery Collections Policy
- Campus Collections: Art Collection Policy
- Haffenreffer Museum Collections Management Policy
7.2 Related Procedures:
- Reappraisal, Deaccession, and Abandoned Loan SOP
7.3 Related Forms
N/A
7.4 Frequently Asked Questions
N/A
7.5 Other Related Information:
- Rhode Island General Law Title 34, Rhode Island Museum Property Act
Policy Owner and Contact(s)
Policy Owner: Provost
Policy Approved by: Corporation
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Policy number was changed from 01.25.01 to 02.15.01 on October 14, 2020, to facilitate website searching.
Webpage Updated on March 14, 2022