Collection Policy and Preservation Standards

April 1, 2001
Partially revised May 20, 2006
Partially amended October 4, 2007
Partially revised June 1, 2022

1 Introduction

　The Hosei University Library established a "Collection Policy" in April 2001, which has been partially revised three times since then.
　The collection policy established earlier stipulated that, in order to fulfill the social mission of the university library, the library will collect materials and build its collection so that the educational and research objectives of the university will be embodied in the materials in its collection. In addition, in order to build an appropriate collection, a clear collection policy and practical selection criteria were established. Furthermore, in order to inspect and reconstruct the established collection, standards for preservation and disposal were also established.
　Currently, the University Library has as its first goal "to support the learning, teaching, and research activities of students, faculty, and staff by appropriately selecting, collecting, and providing a diverse range of scholarly information from around the world. The library's first goal is to "support the learning, teaching, and research activities of students, faculty, and staff by appropriately selecting, collecting, and providing diverse academic information from around the world.
　Academic information is becoming increasingly diversified, including digitization. Since the diversification is expected to further accelerate and expand in the future, it has become necessary to revise the collection policy to accommodate new media such as electronic resources. On the other hand, there is also a great deal of scholarly information that is published only in print form, and the continued collection and appropriate preservation of this information is as important a mission of university libraries as ever.
　However, storage space is limited, and the narrowing of the stacks has become a serious problem for the university library. In order to solve the problem of narrow stacks, a review of preservation and disposal standards is required.
　In light of these circumstances, we are establishing a new "Collection Policy and Preservation Criteria" in place of the previous "Collection Policy".

　In order to contribute to the maintenance and development of Hosei University's education, research and learning activities, library materials will be collected and preserved in accordance with the following collection policy. Specific details of the standards are set forth in the following sections and thereafter.
　(1) The library will comply with the "Declaration on Library Freedom" (adopted in 1954 and revised in 1979 by the Japan Library Association).
　(2) Respond to users' requests for materials, based on the collection of scholarly materials that contribute to education and research.
　(3) To collect widely and systematically from a long-term perspective. (3) To realize an appropriate composition of the collection, paying particular attention to the composition of faculties and trends in academic research.
　(4) Respond promptly and in good faith to requests for materials from users and to suggestions for improving the composition of the library's collection.
　(5) The Library Director has the final selection authority and responsibility for the collection and preservation of materials.
　(6) This policy and standards will be reviewed periodically to address developments in the content of education and research, diversification of information, and changes in the times.
　(7) Revisions to this policy and standards will be decided by the Library Director after consultation with the Library Committee.

　In the following paragraphs and following sections, one or a combination of the following categories of materials will be described.

(1) Classification by purpose of use

　　　a. Research.
　　　　　Materials intended primarily for research use by faculty and graduate students. This category also includes items requested and purchased by faculty members for research use.
　　　b. Learning
　　　　　Items that are expected to be used primarily for teaching and learning by undergraduate students. Items recommended or designated by faculty members to be held for undergraduate students. Items that are intended to serve as a reference for the general life of undergraduate students.
　　　c Reference
　　　　　A reference to an item for research purposes. Bibliographies, catalogs, indexes, dictionaries, maps, handbooks, yearbooks, law books, etc. fall under this category.

(2) Classification by media

　　　a. Paper media
　　　　　Printed books and serial publications
　　　b. Online
　　　　　E-books, online journals (OJ), databases (DB)
　　　c Other
　　　　　CD-ROMs, microfilms, audio and visual materials

(3) Classification by subject

　　　Books are classified using the Nippon Decimal Classification (NDC).

(4) Classification by accounting classification

　　　 Classification according to Article 21 of "Rules for Procurement and Management of Books and Materials" (Regulation No. 364).

　　　a. Property books
　　　　　A part of reference books and research books fall under this category.
　　　b. Non-asset books
　　　　　Books other than a part of reference books and research books fall under this item.

　The collection of materials purchased by the library and donated small books and materials shall be classified by both type and subject according to the following criteria. Rare materials are handled in accordance with the "Hosei University Library Standards for Handling Rare Materials", and donated materials are handled in accordance with the "Guidelines for Accepting Donated Books and Materials" (Regulation No. 923).

(1) Collection standards by type and classification

　　　 Materials shall be classified into the following categories: research, study, and reference. The collection will be judged and collected based on the following collection standards for each type and category, combining the three categories and classifications: paper, online, and other.
　　　 Collection levels are indicated in the following five levels: focused [A], active [B], selective [C], carefully selected [D], and not collected [E]. In principle, there will be no duplicate copies, but the following will be used depending on the classification.

　　　a. Research
　　　　　Depending on the subject, duplicate copies may be made among the Ichigaya, Tama, and Koganei libraries (hereinafter referred to as "the three libraries"). Duplicate copies may be made between Ichigaya, Tama, and Koganei libraries.
　　　b. Study
　　　　　Duplicate copies may be made among the three libraries depending on the subject. In addition, duplication of books within one library is permitted when designated by a teacher.
　　　c. Reference
　　　　　Duplication among the three libraries is permitted for basic materials necessary for study that should be available in hardcopy form.

Focused [A], Active [B], Selective [C], Carefully selected [D], Not collected [E] *Not applicable [-].

(2) Collection standards by subject

　　　 Priority is assigned among the three libraries based on the composition of faculties and curricula according to the collection criteria for each subject category, and the collection is divided according to the level of assignment.
　　　 The level of collection sharing is indicated in the following five levels: Priority [5], Active [4], Selective [3], Selective [2], and Do not collect [1].
　　　 The target materials are paper books selected by the library, and those requested, recommended, or designated by faculty members are, in principle, collected at the library of the campus where the faculty member belongs.

(1) Collection standards by type and category (2) Collection standards by subject

With the exception of a few, books are shown in 100 categories (secondary categories) of the NDC classification, but for acceptance, 1,000 categories (tertiary categories) are used depending on the field of study.

(1) Preservation criteria

　　　 a Paper media
　　　　　(a) Books
　　　　　　　　(a) Research books
　　　　After 15 years from the date of acceptance, the duplicated books among the three libraries resulting from the collection at each library will, in principle, be held by only one library with the highest collection level in the subject field,
　　　　　　　　　　In principle, only one library with the highest collection level in the subject field will hold the duplicates, and the others will be removed from the collections.
　　　　The results of building the collection from the past will have future value and represent the uniqueness of the University's libraries, and will be preserved without regard to the number of times they have been checked out or their evaluation as old or new.
　　　　　　　　(b) Study books
　　　　The old editions of books whose contents have been revised and new editions have been accepted shall be deleted. When a teacher's designation of a book is cancelled, the duplicate copy shall be erased.
　　　　　 　　　　　After a certain number of years have passed since the book was received, it will be removed after setting conditions based on the number of times it is checked out and the collection level of each library by subject classification, and based on the condition of the shelves at each library.
　　　　　　　　　　However, even if the conditions are met, some materials, such as complete works, will not be removed if it is not appropriate to remove a part of them.
　　　　　　　　　　In addition, if the contents of the book are deemed appropriate, the book will be converted to research books for storage and preservation.
　　　　　　　　(c) Reference books
　　　　　　　　　　Books whose contents can be replaced by electronic books or databases shall be removed or deleted.
　　　　　(b) Serials
　　　　　　　　In principle, back numbers of duplicated titles among the three libraries shall be preserved at only one library.
　　　　　　　　However, exceptions will be made possible after careful consideration of whether online supplementation with repositories, databases, websites of publishing institutions, etc. is possible in terms of continuity and searchability.
　　　　　　　　(b) Bulletin
　　　　　　　　　　Titles of extramural bulletins that can be viewed in the repositories of universities and other organizations to which the publishing institution belongs will be examined to determine whether or not they hold current titles.
　　　　　　　　　　Even for titles that are held as current, the period of holding current and the holding of back numbers will be considered, taking into account the timing and contents of the repository.
　　　　　　　　(b) Journals
　　　　　　　　　　In principle, back numbers of titles duplicated among the three libraries should be kept only at one library.
　　　　　　　　　　If back numbers of foreign journals are purchased as back files of online journals, the library will consider not to hold them.
　　　　　　　　C. Newspapers
　　　　　　　　　　In principle, back numbers (reduced-size editions) of titles duplicated among the three libraries should be retained by only one library.
　　　　　　　　(d) Government publications
　　　　　　　　　　In principle, back issues of duplicated titles among the three libraries should be preserved only at one library.
　　　b. Others
　　　　　(a) CD-ROMs
　　　　　　　　CD-ROMs that can no longer be used because their operating environment is no longer maintained, and those whose contents can be replaced by databases, shall be erased.
　　　　　(b) Microfilm
　　　　　　　　Microfilms of the library's own materials will be considered for digitization. If online materials are available to replace the contents, purchase them as necessary and consider deleting them.

(2) Expulsion and deletion criteria

　　　　The Library may remove books from the collection and delete books that are not part of the collection in accordance with Articles 17 and 19 of the "Rules for Procurement and Management of Library Materials" (Regulation No. 364) when the following conditions apply.
　　　　f. "When the value of the materials has been lost" shall be judged according to the preservation criteria.
　　　　a. When damage or defacement is so severe that it cannot be repaired. b. When the whereabouts of the material has been unknown for more than two years.
　　　　(b) When two or more years have passed since the whereabouts of the material became unknown.
　　　　(c) When a report of loss is received.
　　　　(d) When a change of management is made.
　　　　(e) When the quantity is corrected.
　　　　(f) When the material has lost its value.

Above.