Preservation

Preservation of last copy

The Library will endeavour to retain one copy (last copy) of all works in the library collection, if necessary reformatting the item to increase its longevity. Where the library holds a title in multiple formats only one may be retained.  The library may as an alternative transfer ownership of last copies to the CARM Centre, the high-density storage facility jointly owned by CAVAL member libraries, including Monash University Library.

Access vs. preservation

All means shall be used to enable continued access to Library collection items, whether by repairing or replacing damaged items if possible, or updating items held in technologically obsolete formats.

Physical treatments

The physical treatment of collection items will vary from item to item, but can include strengthening of existing binding, rebinding (particularly of journal issues), boxing, and use of acid free materials in the preservation process.

Environment

Preservation of fragile or damaged items by placing them in a closed access collection, or in a climate-controlled area such as the Rare Books Collection will be considered.

Reformatting

Electronic and audio visual resources held in technologically obsolete or short-life formats shall be considered for replacement with a more up-to-date and secure version if available, or otherwise reformatted. Transcription or reformatting can only be justified by the research value of the content and can only be carried out in accordance with copyright law.

Reformatting includes microfilming and digitising.

Long term access to digital resources

The Library will endeavour to provide long term access to digital resources by pursuing archival contracts with database suppliers, providing local hosting or collaborating with other institutions to provide long term access to resources.

Replacement of  lost or missing items

Items reported missing or lost will be considered for replacement, particularly single copies.  The decision to replace will be based on the relevance of the work to Monash University teaching and research, the importance of the edition, availability and cost of a replacement copy, and access to copies elsewhere.

July 2006

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