Discard, Donation, Exchange Policy and Procedures

Document No. LPPCT918
Created: 01.09.18
Last modified: 15.12.23

Paragraph 1. Responsible persons for discard

This policy outlines the framework for the development, management, and use of library collections. Its primary purpose is to ensure that the library's resources support the educational, research, and informational needs of its users.

Resources for all categories (print materials, digital resources, audio-visual media, and special collections) recommended for discard should be reviewed and approved by the acquisition librarian and collection manager. The decision to discard must be endorsed by the library director and the administrative authority supervising the library and information services department, assets, and procurement department. Discard processing may apply to all library collections. Before initiating the weeding/discard procedure, the Library is required to share the list of discarded items with the relevant faculty or faculty members. Additionally, the Acquisition Sub-unit is responsible for maintaining records of discard statistics and related documentation. Items removed from the collection should be processed as discarded materials, and appropriate documents need to be prepared.

Paragraph 2. Types of physical information resources subjected to discard

• Monographs;
• Serials (newspapers, journals and etc.);
• Documents and reports;
• AV Materials:
• Maps, photographs, architectural plans

Paragraph 3. Mediums of physical  information resources for weeding 

All physical information resources of the library collections can be objects for weeding: books, CDs, DVDs, audio books, computer games, magazines, journals, newspapers, serials, maps, plans, photographs.

Paragraph 4.  Evaluation criterias of library physical information resources for weeding   

• Materials with no academic and historical value;
• Duplicate copies and materials with exceedingly low usage or no factual statistics;
• Deteriorated, mildewed, or other unreadable or unusable materials (the physical information resources with  folded/smashed/torn pages, pages with highlighted lines, written edges, made notes, stained surfaces with liquid substances);
• Serials (newspapers, journals, magazines, serial monographs) older than 3 years;
• Non-circulated items as determined by usage reports;
• Obselete and nonuseful statistics / analytical data;
• Obsolete subject matter not aligned with curriculum or research.

Paragraph 5. Further procedures after discard

“The Law of the Republic of Azerbaijan on Librarianship” states that:

“Print resources and other materials not included in the registry of national-cultural resources of the Republic of Azerbaijan may be irreplaceably handed over from one library to another according to certain procedures. Print resources that are non-profile, duplicate, rarely used, as well as those saved for donations, and other library materials are located in the exchange collection of the library.”

The discarding of an item consists of two processes:

• Partial discard involves changing the locations of resources. Resources may be transferred from one library branch to another or moved to a deposit collection. In this case, the librarian should either remove the discarded resources from the catalogue or suppress them from public view.

• Physical discard occurs when the library decides to remove resources from the library, donate, or recycle them. During the physical discard processing the labels, barcodes should be removed and resources must be deactivated. The stamps should be replaced with the discard notes, catalogue records should be updated.

• 5.1 Transfer to deposit and exchange collection

Deposit collection is located in the Technical Services Unit:

1. This collection includes reserve copies for general collection;

2. Provides materials for interlibrary loan (ILL) services;

3. Provides exchange of information resources.

5.2 Donation

See Document No. LPPC1018

Library Gifts and Donations Acceptance Policy and Procedures

According to Collection Development Policy, the ADA University Library may donate  gifted materials (see discarded criteria) to partner libraries.

ADA University Library is responsible for:

• Analysing and listing of materials;
• Packing of materials;
• Preparing handover act in 2 copies;
• Acceptance and signing of handover documents.

Partner institution is responsible for:

• Transportation and delivery of materials;
• Sorting and processing of materials;
• Acceptance and signing of handover act copy N2.

Paragraph 6.

ADA University Library has the responsibility of revising and updating this policy. The revision is made every year, in the month of August.