|
Library Services Procedure Manual R C P Online Resources ROBERT CROWN
LAW LIBRARY REVISED COLLECTION RETENTION POLICY General Policy The
Robert Crown Law Library is an academic research library, which supports
current legal enquiry as well as historical legal research. Significant legal materials, including
primary sources, are generally retained indefinitely. But older or little used materials may be
retained in alternative formats to save space, and multiple copies may be
reduced in number. Non-legal materials,
or marginally law-related materials, are retained if they have continuing
research value to the The
following policy provides more specific guidelines for the retention of
particular categories of materials. In
cases where the retention of materials is discretionary (marked *), and if
space is available, the retention period may be extended further. But in such cases the retained materials
should not generally receive further bibliographic attention, such as binding,
barcoding, or reclassification. Administrative Regulations see Codes Advance Sheets - Retain until replaced by bound volumes
or later cumulation Agency Decisions see Reporters ALI-ABA see Continuing
Legal Education Almanacs see Reference
Books American Law Institute see Restatements Archives - Retain SLS or other legal archival
materials indefinitely - Rely on SUL and Hoover Archives to
retain general SU materials Atlases - Retain current edition only, except - Retain all editions of The Times Atlas
of the World Audio-Visual Materials - Retain legal AV materials as long as
they are physically useable and have research value, but - Assess legal AV materials for
retention value after 10 years* - Assess non-legal AV materials for
retention value after 5 years* Biography - Retain one copy of legal biography
indefinitely - Retain one copy of major American
political biography indefinitely - Retain one copy of other biographies
for 10 years* - Rely upon SUL for access to earlier
biographies Briefs see Court
Records Bulletins see Law
School Bulletins - Retain at least one edition of all - Retain only current edition of - Rely upon SUL for earlier editions of - Exception: retain Casebooks - Retain multiple copies of current
edition - Retain only one copy of all previous
editions and supplements, plus - Retain two additional copies of all
editions by current SLS faculty (retain one copy in faculty
collection) Catalogs see Law
School Bulletins Citators - Retain only latest cumulative edition
or supplement - Rely upon electronic citators for
little used jurisdictions* - Exception: retain all Shepard’s
statute citator bound volumes Code of Federal Regulations - Retain current edition and one copy of
all previous editions in paper - If shelving space is limited: - Replace earlier editions with
microform copies* Codes - Statutory or Regulatory - Retain current and superseded volumes
indefinitely - This includes official and unofficial
editions - May be retained in microform for
lesser used jurisdictions* - Supplements are not retained if
superseded by a later cumulation Committee Prints - Retain current Congress and all
previous Congresses in paper -
If shelving space is limited: - Replace earlier editions with
microform copies,* or - Remove earlier editions to
remote storage* - Exception: retain legislative
histories indefinitely Condition - Defective - Assess materials in defective
condition for repair, replacement, or discard - Replacement may be in an alternative
format - Exception: rare books may be retained
in any condition Congressional Record - Retain current Congress and 4 previous
Congresses in paper -
If shelving space is limited: - Replace earlier editions with
microform copies,* or - Remove earlier editions to
remote storage* Continuing Legal Education Materials - ALI-ABA - Retain current edition and one
copy of all previous editions - - Retain current edition and one
copy of all previous editions - Practising
Law Institute: - Series: Retain indefinitely - Monographs: Retain current
edition and two previous editions* - Other
CLE Materials - Retain one copy for 5 years* Court Records and Briefs - Generally retain in microform only* Court Reporters see Reporters Court Rules - Retain current edition and one copy of
all previous editions Cumulative Editions - Do not retain issues, parts, or
supplements combined into a later cumulative edition Decisions see Reporters Digests - Retain current edition and one copy of
all previous editions Dictionaries -
Legal -
Retain current edition and one
copy of all previous editions -
Non-Legal - Retain current edition only - Exception: Retain one copy of
earlier unabridged editions, including OED Directories - Legal - Retain current edition and one
copy of all previous editions - Non-Legal - Retain latest edition only,
except: - Serials Directory: Retain
latest in Tech Services, prior edition in Reference - Ulrich’s: Retain latest in
Tech Services, prior edition in Reference Encyclopedias - Retain one copy of all earlier
editions of legal encyclopedias - Rely upon SUL for earlier editions of
non-legal encyclopedias* - Exceptions: - E Britannica: Retain all
editions - E of Associations and E of
International Organizations: - Retain latest edition
in Reference, prior edition in Tech Services, and all earlier
editions in basement Federal Register - Retain minimum of 10 years in paper - Rely upon microfiche for earlier
years* Fiction - Retain 1 copy of legal fiction
indefinitely (may include fiction about legal
topics, or fiction by lawyers) - Retain non-legal fiction for 5 years* - Rely upon SUL for access to earlier
fiction Formbooks - Retain current edition only Gazettes see Government
Gazettes Government Documents - Code
of Federal Regulations (see above) - Committee
Prints (see above) - Congressional
Record (see above) - Federal
Register (see above) - Hearings
(see below) - Non-law-related
Documents - Rely extensively upon Stanford
University Libraries* - Discard in accordance with GPO
policy Government Gazettes - Retain for 10 years in paper - If shelving space is limited: - Replace earlier editions with microform
copies* or - Remove earlier editions to
remote storage* Hearings - Retain current Congress and all
previous Congresses in paper -
If shelving space is limited: - Replace earlier editions with
microform copies,* or - Remove earlier editions to
remote storage* - Exception: retain Judiciary Committee
hearings in paper onsite indefinitely Historical Materials see Archives (includes SU and SLS historical
materials) Hornbooks see Treatises
- Legal Journals see Periodicals Law Reform Commissions - Retain all publications indefinitely - Establish separate retention policy
for each school (see schedule attached) - Microform copies are retained
indefinitely Laws
see Codes;
Session Laws; Slip Laws Looseleaf Services (excludes looseleaf editions of
treatises) - Assess all superseded looseleaf
services for retention value - Bind superseded volumes selected for
indefinite retention - Discard other superseded volumes after
5 years* Microforms (may include microfilm, microfiche,
microcards) - Retain legal microforms indefinitely - Assess non-legal microforms for
retention value after 5 years* - Rely upon SUL for access to earlier
non-legal microforms Monographs see Treatises Newsletters - Retain legal newsletters for 5 years* - Retain non-legal newsletters for 5
years* Newspapers - Establish separate retention policy
for each title (see schedule attached) - Paper copies are generally retained
for a maximum of 1 year - After 1 year only microform copies are
retained - Exception: legal newspapers are
retained in paper for 2 years - Exception: American Lawyer is retained
in paper indefinitely Nutshells see Outlines Offprints - Library does not add or retain article
offprints - The term includes articles printed
from electronic publications Opinions see Reporters (includes Attorney General Opinions;
Judicial Opinions) Outlines, Nutshells, etc - Includes Gilbert’s, Nolo - Retain all copies of current editions - Retain only one copy of the previous
edition Periodicals - Legal - Retain indefinitely, but - Retain only one copy of all
periodicals older than 5 years - Exceptions: - Retain multiple copies of
periodicals published by SLS - Retain multiple copies of
significant periodicals having anticipated heavy use - Retain Packer Room periodicals
for 10 years* Periodicals - Non-Legal - Assess each title for retention value* - Retain Vrooman Room periodicals for
one year (if published monthly) - Retain Vrooman Room periodicals for
six months (if published weekly) - Exception: for classified VR
periodicals, assess each title for retention value* Periodicals - Discontinued - Generally retain discontinued legal
periodicals indefinitely, but - Rely upon SUL for discontinued
non-legal periodicals (if held by SUL) Periodicals - Incomplete - Assess each title for retention value Pocket Parts see Supplements Popular Works - Retain for 5 years* Practising Law Institute see Continuing Legal Education Rare Books - Retain indefinitely Reference Books see
also Atlases, Dictionaries, Directories, Encyclopedias, Statistics - Legal - Retain current edition and one
copy of all previous editions, except: - Legal Newsletters/Looseleafs
in Print: - Retain latest edition
in Reference, prior edition in Tech Services -
Non-Legal - Retain current edition only - Rely upon SUL for earlier
editions - Exceptions: - English Thesauri: Retain one copy of all previous editions - Statesman’s Yearbook: Retain one copy of all previous editions - Statistics: Retain one copy of all previous editions - World Almanac: Retain one copy of all previous editions Reporters (includes agency decisions,
attorney-general opinions, judicial opinions) - Retain indefinitely - May be retained in microform for
lesser used jurisdictions* Restatements - Retain at least two copies of current
edition and latest drafts - Retain two copies of all earlier
editions and drafts Session Laws - Retain indefinitely - May be retained in microform for
lesser used jurisdictions* Shepards see Citators Slip Laws - Retain until replaced by bound volumes Statistics - Legal
and Non-Legal: Retain one copy of all previous editions - City
& Statutes see Codes,
Session Laws, Slip Laws Study Aids see Outlines,
Nutshells, etc Superseded Materials - Policy varies - see under specific
type of material eg Looseleaf Services Supplements - Retain until replaced by bound volumes
or later cumulative supplements - Exception: retain one copy of casebook
supplements indefinitely Textbooks see Treatises Treatises - Legal (may include multi-volume sets;
looseleaf editions; textbooks; supplementation) - Retain current edition and one copy of
all previous editions, plus - Retain one additional copy of every
edition by current SLS faculty (retain in faculty collection) Treatises - Non-Legal - Assess all non-legal treatises more
than 10 years old for retention value* - Generally rely upon SUL for access to
non-legal treatises more than 10 years old Trials - Retain one copy of each edition
indefinitely Uniform Laws - Retain current edition - Retain only one copy of all previous
editions Working Papers - The Library does not add or retain
working papers or articles in draft form. Retention.001
LAW SCHOOL BULLETINS 1.
Bulletins catalogued, bound, and retained indefinitely Cornell Harvard Stanford Yale 2.
Bulletins retained for current year only Brigham Young Fordham Golden Gate Harvard: JFK School Govt Hastings Hawaii Loyola LA McGeorge NYU Pepperdine San Diego Whittier 3. All other law school bulletins Retain microform copies only 02/05/2002 NEWSPAPERS Art Newspaper Classified; retained indefinitely after routing Business Journal (San Jose) Latest 3 issues in Vrooman; latest
year in Basement Christian Science Monitor Latest week in Vrooman; latest
year in Basement Financial Times Latest 3 issues in Vrooman; latest year in
Basement Independent (incl Sunday ed) Latest 3 issues in Vrooman; latest year
in Basement Investor’s Business Daily Current week in Vrooman; latest
year in Basement Los Angeles Times Current week in Vrooman;
latest year in Basement Mail & Guardian Latest 3 weeks in Vrooman;
latest year in Basement Manchester Guardian Weekly Latest 2 issues in Faculty Lounge; next 3
issues in Vrooman;
latest year in Basement Navajo Times Latest 2 weeks in Vrooman; latest year
in Basement New York Times c.1: Current week in Vrooman; latest year in
Basement c.2:
Latest week in atlas stand Palo Alto Daily News Latest issue in atlas stand; latest
year in Basement Palo Alto Weekly Latest 3 issues in Vrooman; latest year in Basement San Francisco Chronicle (2 copies) Current week in atlas stand San Francisco Examiner Current
week in atlas stand San Jose Mercury News Current week in atlas stand San Jose Post Record Latest 2 years in Basement Stanford Daily Latest year in Vrooman Stanford Report Latest 6 months at Circulation; all earlier issues
retained Times (London) Latest 3 issues in Vrooman; latest year in
Basement USA Today Current week in Vrooman Village Voice Latest 6 months in Vrooman Wall Street Journal Current week in Vrooman;
latest year in Basement 02/05/2002 |