Phillips Developing Collection Policies

Developing Collecting Policies for Manuscript Collections
Author(s): Faye Phillips

Source: The American Archivist, Vol. 47, No. 1 (Winter, 1984), pp. 30-42
Published by: Society of American Archivists
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30 American Archivist / Vol. 47, No. 1 / Winter 1984
Developing Collecting Polici

Manuscript Collections
FAYE PHILLIPS
Abstract: Collecting policies should be a component of programs that

eliminate future problems, lessen competition, and provide an avenue
sioning. Collecting policies can also assist the curator in fulfilling the missi
manuscript collection, but guidelines for producing such policies have n
formulated. A method for dealing with the complexity of manuscript colle
be devised. The American Library Association does provide a beginnin
"Guidelines for the Formulation of Collection Development Policies,"
guidelines are not designed for manuscript collections. A model that ca
develop a well-planned, written collection policy for manuscripts is nee
in this study are suggested ways of developing written collecting polici
script collections. Also considered are such matters as goals and objecti
sioning, research potential of materials, and procedures for carrying out po
basis for a model outline for formulating collecting policies is developed
examination of appropriate literature.
About the author: Faye Phillips is director of the Troup County Archives in
Georgia. She has been an archivist at the Southern Historical Collection (197
University of North Carolina at Chapel Hill; the Atlanta Historical Society (19
Southern Labor Archives of Georgia State University (1975-78). She received
M.A . degrees in history from Georgia State University in 1976 and 1979 and a Ma
in Library Science from the University of North Carolina at Chapel Hill in
member of the Society of American Archivists and vice chairman of the Manuscr
member of the Society of Georgia Archivists and an editorial board member and
(1978); and a member of the American Association for State and Local Histo
Association of Records Managers and Administrators. Phillips has been a consu
National Endowment for the Humanities and a project director for several grant
she currently serves as a part-time faculty member of the History Department of
lege.
Developing Collecting Policies 31
Sporadic, unplanned,
Written collecting policies are not competitive,
as
and overlapping
prevalent for manuscript manuscript collecting
collections as
has led to collections,
they are for library book the growth of poor collections
but
the failure of manuscripts curators
of marginal value. David Gracy and
advises
archivists to create such manuscripts curators does
policies to "define clearly
not
eliminate the need for them. What to in their policy statements, the fields in
collect, how to collect it, and the prob-which they will collect," and to
lems of competition and deaccessioning"prepare formal statements of policies
play important roles in archival explaining the functions and services the
literature and archival practice and are archives will, and will not perform. . . .
central themes to collecting policies for The policy matters most commonly in-
manuscript collections. Ruth B. Bordin cluded are the collecting purpose and
and Robert W. Warner have advised us goals, the name of the repository, a
that "to collect successfully there must description of how the material will be
be a plan, not a spur of the moment in- received, handled, and used, and the
spiration but a carefully drawn, establishment of an advisory
thoughtful program that implements the committee."4 Gracy continued this
main purpose of the library."1 discussion in a 1975 article in which he
Kenneth Duckett has referred to the showed how collecting has evolved from
use of manuscript collecting policies as a a philosophy of collecting virtually
modern idea "based upon the intellec- everything to the philosophy of apprais-
tual concept that a scholar can best ing manuscripts to weed out the nonar-
study like or related materials together chival materials. In the past, archivists
and upon the economic premise that a collected, and were grateful for,
curator who is a specialist rather than a whatever they could find - whatever
generalist can best conserve the institu- items had survived. Gracy stated that
tion's resources of talent and money."2 "the traditional approach of setting up a
In manuscript collecting as well as in repository to collect like a vacuum
book collecting, guidelines for collecting cleaner within a given geographical area
are scarce, for "until recently little in- is unrealistic for twentieth-century
formation has been published which material."5
could be of use in deciding how to go Although it may be a strong motiva-
about producing a collection develop- tor, competition in collecting may also
ment statement."3 Currently, contro- be detrimental. Competition is a recur-
versy exists in several areas of manu- ring problem; but like others, it can be
script collecting, including the definition alleviated by usable, well-defined, writ-
of purposes, collecting competition, the ten collecting policies. Established goals
research value of materials collected, and purposes can be met without com-
and deaccessioning of materials. petition and by communication among
'Ruth B. Bordin and Robert W. Warner, The Modern Manuscript Library (New York and London:
Scarecrow Press, 1966), p. 28.
2Kenneth Duckett, Modern Manuscripts (Nashville: American Association for State and Local History,
1975), p. 62.
'Marion L. Buzzard, "Writing a Collection Development Policy for an Academic Library," Collection
Management 2 (Winter 1978): 317-328.
4David B. Gracy II, "Starting an Archives," Georgia Archive 1 (Fall 1972): 23-24.
5Gracy, "Peanut Butter and Spilt Milk: A New Look at Collecting," Georgia Archive 3 (Winter 1975):
22.
32 American Archivist / Winter 1984
collecting areas.6 As develop as a research

early as collection.
1957 An ar-
ac-
chivists emphasized the need to quisition policy presupposes a definite
plan.10 Vail and Mearns stressed that
eliminate duplicate collecting by abjur-
ing "persistent, acrimonious, ex- single manuscript items should be ac-
travagant rivalries . " 7 quired only if they fill gaps in already ex-
It is clearly specified in archival isting collections, and items peripheral
literature that collecting policies should to the collecting field should be refused,
be components of programs that seek to for waifs and strays hold no research in-
eliminate future problems, lessen com- terest.
petition, and provide an avenue for For any collection, definition of pur-
deaccessioning. Collecting policies can pose and clear identification of collec-
also assist the curator in fulfilling the tion orientation - geographic, chrono-
mission of the manuscript collection, logical, or subject - are critical. In 1964
but guidelines for producing such Thomas Easterwood compiled a detailed
policies unfortunately have not yet been listing of geographical-, chronological-,
formulated. A method for dealing with and subject-oriented collections and dis-
the complexity of manuscript collectingcussed several examples. He emphasized
should be devised. The American a subject approach to collecting and op-
Library Association does provide a posed geographically defined collecting
beginning with its "Guidelines for the policies, since "regionalism in collecting
Formulation of Collection Development led to regionalism in research, or to anti-
Policies," but these guidelines are not quarianism."11
designed for manuscript collections.8 Bordin and Warner have pointed out
A philosophy of planned collecting the importance of proper collecting
appeared as early as January 1957 when methods. Collecting areas shape the
R.W.G. Vail edited an issue of Library character of a library and collecting pro-
Trends devoted entirely to manuscripts grams affect growth and development.
and archives. In his introduction, Vail The kinds of material sought alter col-
defined manuscript collecting as an art. lecting methods. Illuminated and
He advised manuscripts curators to medieval manuscripts require purchase;
systematically identify and collect the other types of manuscripts require
papers of distinguished families, famous donor solicitation. Therefore, the
authors, and great collectors.9 David C. curator must be a shrewd purchaser as
Mearns emphasized that a field of col- well as a diplomat. Bordin and Warner
lecting interest should be narrowly de- recommended that a theme for collect-
fined with strict adherence to an estab- ing be chosen, first with practical con-
lished collecting policy in order for thesideration of the availability of materials
collection to gradually and logically and then with an emphasis on quality to
6Steve Gurr, "The Perspective of an Historian/Archivist," Georgia Archive 3 (Winter 1975): 37.
7David C. Mearns, "Historical Manuscripts, Including Personal Papers," Library Trends 5 (January
1957): 314.
'"American Library Association Guidelines for the Formulation of Collection Development Policies,"
in Building Library Collections, by Wallace John Bonk and Rose Mary Magrill, 5th éd. (Metuchen, N.J.:
Scarecrow Press, 1979), pp. 363-368. These guidelines were approved by the ALA board of directors in
August 1976.
•R.W.G. Vail, éd., "Manuscripts and Archives," Library Trends 5 (January 1957): 309-310.
10Mearns, "Historical Manuscripts," p. 314.
"Thomas J. Easterwood, "The Collecting and Care of Modern Manuscripts," Call Number 24 (1964):
5.
follow. According to Bordin and The American Association for State

Warner, selection necessarily plays a and Local History has demonstrated its
role in all collecting, but it becomes concern by publishing technical leaflets
much more important and more difficultrelating to the issues of collecting. Bruce
when dealing with contemporary papers.Dearstyne reemphasized the points made
in earlier literature: that systematic col-
"Selection, by its very nature, not only
solves problems but creates a whole new lecting priorities should be based on
roster of problems."12 geographical areas, historical topics, or
Selection of contemporary papers time periods and should build upon the
causes problems, as do contemporary strengths of the collection. He remarked
donors. Barbara Kaiser has pointed out that a well-developed collecting policy
some of these. Many donors of can guide the institution and also "per-
twentieth-century material are alive mit the agency to gracefully decline un-
when their papers are received by a wanted items." David Hoober has pro-
manuscript collection; therefore, a per- moted the same ideas, recommending
manent and lengthy relationship must be that the archivist decide on goals at the
established between the donor and the inception of the collecting program,
institution. Policies for retention, write policy statements that establish
disposal, use, and restrictions must becollecting fields, and outline the ad-
clearly outlined and firmly established inministrative procedures for the collec-
the early negotiations. These policiestion. The collecting policy must be based
should be provided to the donor, agreedon the needs of users, on other
upon, and signed by the donor and therepositories' collecting goals, on budget
archivist. Clarity helps to eliminateallocations, and on complimentary and
future problems and insures continuedsecondary research materials.15
receipt of the donor's papers.13 Certain- In 1980 Linda Henry disagreed with
ly proper donor relations must be con-Vail' s concept of collecting papers of the
sidered by any institution establishing elite. She argued that even subject col-
collecting policies. Maynard Brichfordlections are guilty of following policies
has described the problems encounteredthat advise collecting only the papers of
in collecting the papers of university distinguished members of society. The
faculty members. Although previously historical trends of the 1960s required
unimportant, the papers of faculty collecting the records of forgotten
members may become an essential com-groups of people: women, blacks, the
ponent of college and university archives poor, and immigrants. As a result, sub-
and of some manuscript collections. ject repositories increased; but collecting
Some faculty materials represent an im- policies are still criticized by historians
portant body of original resource itemsand archivists for being biased in favor
that should be preserved.14 Again, of the elite. Henry advocated that ar-
policies must be clear before collecting chivists identify themes of American
begins. history and design collecting strategies
12Bordin and Warner, The Modern Manuscript Library, pp. 25, 27, 70.
"Barbara J. Kaiser, "Problems with Donors of Contemporary Collections," American Archivist 32
(April 1969): 104.
MMaynard J. Brichford, "University Archives: Relationships with Faculty,*' American Archivist 34
(April 1971): 177-178.
1 JBruce W. Dearstyne, "Local Historical Records: Programs for Historical Agencies," Technical Leaflet
No. 121, History News 34 (November 1979); David H. Hoober, "Manuscript Collections: Initial Pro-
cedures and Policies," Technical Leaflet No. 131, History News 35 (October 1980).
refusing tosamples
that preserve representative lure manuscripts
ofaway
a from
already established
particular universe. Broad coverage collections.
is Com-
prehensiveness can be achieved through
now one priority for collecting.16
the exchange
Priorities for collecting can also of information
lessen about col-
collecting competition lections
among and related microform collec-
agencies.
Competition has always tions. The collection development policy
confronted
manuscripts curators should andbecontinues
written, followed, to and re-
do so today. Communication viewed frequently.19
of collect-
ing priorities can help Competition to decrease in collecting
com- may also
petition. David Duniway bring uphasethical empha-
questions. Philip Mason
sized that conflicts in collecting discussed some of them in 1977. Perhaps
between
historical and archival theagencies
most unethical center
collecting is the
on their collecting philosophies solicitation of a partial
based collection,
on the
geographical or subject major part of which has
interest. been donated to
Because
family manuscripts are another repository. This
relevant foris particularly
state, local, university, business, or true if the division lowers the research
presidential libraries, their disposition value of the entire collection. Mason
can create conflicts among pointed out that sometimes collecting
repositories.17 policies themselves border on the
Washington University choseunethical. This occurs when an institu-
to build
a collection of twentieth-century tion has far-reaching collecting pro-
English
and American literature without com- grams but is unable to process and ad-
minister the collections it acquires. This
peting with other collections. The facul-
ty was canvassed for "names of poetshas happened in many archival agencies,
and novelists whose abilities they par- and they have become so overcommitted
ticularly respected and who they feltthat they can neither administer their
stood a good chance of being important holdings nor accept additional in-
in fifty years." The policy of describingstallments to collections they have ac-
whose works would be collected evolved quired years earlier. Also, this type of
from the list compiled after the elimina-mismanagement can cause an institution
tion of the names of people whose works to lose the opportunity to make impor-
were already collected by other reposi-tant new acquisitions. Mason empha-
tories. Thus competition was decreasedsized that archivists must "give the
and a defined collecting area estab- highest priority to establishing appraisal
lished. Because of well-defined limits, standards and guidelines, and to
which were adhered to, the collection developing cooperative rather than com-
has been successful.18 petitive collecting programs."20
Other archivists have discussed the Edward Kemp also deplored collect-
importance of avoiding competition.ing in a field that competes with another
Mary Lynn McCree contended that established program. While he pro-
competition could be minimized by com- moted an aggressive collecting policy, he
municating collecting areas and by did not advocate accepting everything
"Linda J. Henry, "Collecting Policies of Special-Subject Repositories," American Archivist 43 (Winter

1980): 57-58.
17David C. Duniway, "Conflicts in Collecting," American Archivist 24 (January 1961): 55-63.
••William Matheson, "An Approach to Special Collections," American Libraries 2 (1971): 1151.
"Mary Lynn McCree, "Good Sense and Good Judgment: Defining Collections and Collecting," Drexel
Library Quarterly 11 (January 1975): 33.
"Philip P. Mason, "The Ethics of Collecting," Georgia Archive 5 (Winter 1977): 45-47.
offered. Guidelines are needed that con- discussed the problem of deaccessioning
sider the types of materials, size and public records; however, his concerns
scope, and subject specialties of the col- apply to manuscript collections as well.
lection. Only those materials within theHe questioned how records of peripheral
repository's collecting spheres should bevalue come into repositories and why
accepted. Written collection policies they are kept. Rapport proposed that
assist in establishing recognition of these holdings be periodically and systematic-
spheres and should contain a discussion ally reappraised in order to avoid prob-
of what a donor can expect in terms of lems and eliminate nonarchival
processing, use, and maintenance of materials.24
materials.21 Copies of policies should be A symposium on the deaccessioning
given to potential donors. of research materials in rare book and
Cooperation can be extended when manuscript libraries was held at Brown
repositories take the responsibility to in- University in June 1981. Approximately
form others of the location of special seventy rare book and manuscripts
subject materials and urge donors to curators, book dealers, auctioneers, col-
deposit materials in the most ap- lectors, scholars, and donors attended.
propriate locations. To do this, The impetus for the symposium was the
repositories should develop comprehen- sale by the John Carter Brown Library
sive collecting strategies and coordinate of nineteen Western illuminated manu-
field work and survey projects. Archi-scripts dating from the twelfth to the six-
vists should cooperate, once policies are teenth centuries. The Brown Library's
reoriented to define collecting areas. Ar- Committee of Management authorized
chivists should be aggressive collectorsthe sale as part of the formulated "plans
in order to broadly cover subjects.22 F.for the future growth and development
Gerald Ham, in speaking to an of the Library as a scholarly institution"
American Association for State and and "to strengthen the financial base of
Local History conference on collecting the Library, carry out that growth, and
in the twentieth century, advocated meet
a the needs imposed by the uncertain
"need to change our perspective, from state of financial support shared by all
our egocentric need to build up our owncultural institutions today."23
archival institutions to a common con- Historian Oscar Handlin, Director of
cern to build up information linkages the Harvard University Library, dislikes
between institutions."23 the term "deaccession" but agrees that
Another serious concern in manu- the process of deaccessioning should be
script collecting is deaccessioning.part of collection development. Handlin
Although the subject has not been readi-added his support to other symposium
ly accepted by manuscripts curators andattendees who argued that collecting
policies must reflect changes in environ-
archivists, one article on deaccessioning
has appeared in print. Leonard Rapport ment and society with viable acquisitions
2 'Edward C. Kemp, Manuscripts Solicitation for Libraries, Special Collections, Museums and Archives
(Littleton, Colo.: Libraries Unlimited, 1978), pp. 92-94.
"Henry, "Collecting Policies," p. 63.
"Betty Doak Elder, "Collecting the 20th Century," History News 36 (November 1981): 11.
"Leonard Rapport, "No Grandfather Clause: Reappraising Accessioned Records," American Archivist
44 (Spring 1981): 143-150.
"Thomas R. Adams, Introduction, "Walpole Catalogue," Sotheby, Parke, Bernet and Company, Lon-
don, May 1981.
policies.26 Deaccessioning, like

strengths while taking collect-
into consideration
ing, must be donethe needs of the institution's
rationally. Each public item
and
must be examined to determine whether the institution's resources.29 Mary Lynn
it should be sold, transferred, or re- McCree emphasized the importance of
turned to the donor. The mission and collecting policies that aid in gaining
purposes of the collection must always prestige and recognition from the
be kept in mind. Also important is the scholarly world. She stated that collect-
relationship of the item to the scope ing of should be defined by subject,
the collection, and this scope should be geography, or time period; should take
under constant review. Before gifts can into consideration the institution's
be sold, transferred, or discarded, the resources, funds, and secondary
terms of the original gift must be resources; and should assess the collec-
viewed carefully. Donors are of great tion's users, the collecting policies of
importance to manuscript collections, other institutions, and the responsibility
and deaccessioning must be done onlytoifestablish a collection that will be of
legal under the original terms. A state- continuing research value.30
ment regarding deaccessioning and itsDaniel R. Porter reviewed some recent
moral and ethical implications must collecting
be problems and echoed the
part of every collecting policy. Deacces- theme of those who became activist ar-
sioning centers on the fact that "first chivists. Certainly this movement
and foremost must be the question of evolved from the social movements of
what your institution is attempting to thedo 1970s and the opinion, held by most
and whether the continued retention of scholarly communities, that scholars
certain materials is in keeping with that should be active, not passive, in their
mission."27 work. Porter indicated that controver-
If they are to alleviate many of the sies regarding collecting and administra-
problems discussed above, policies must tion of manuscript collections developed
precede active collecting rather than be in part because of the change from col-
developed as an afterthought. Richard lecting for concensus history to collect-
Lytle has discussed the importance of ing for the purpose of documenting
setting priorities. These priorities human progress laterally as well as
"should be to define a rational collec- horizontally. He stressed that collection
tion program, to gain elementary con- policies must serve the institution's
trol over all archives/manuscripts public and stand as guideposts to use in
materials, and to communicate time of crisis.31
knowledge of holdings to the scholarly In library literature authors have
community."28 Paul McCarthy stressed recognized that written collecting
policies assist libraries. The American
this further by suggesting that all institu-
tions identify and build on their Library Association has long been con-
"Daniel T. Traister, "Selling Off: A Plain and Easy Pathway to Health for Rare Book and Manuscript
Libraries," American Book Collector (September-October 1981): 35-43.
"David H. Stam, "Trove All Things: Hold Fast That Which is Good'; Deaccessioning and Research
Libraries," College and Research Libraries 43 (January 1982): 5-13.
"Richard H. Lytle, éd., "Management of Archives and Manuscript Collections for Libraries," Drexel
Library Quarterly 11 (January 1975): 4.
"Paul McCarthy, Jr., "Overview: Essentials of an Archives or Manuscripts Program," Drexel Library
Quarterly 11 (January 1975): 6.
30McCree, "Good Sense and Good Judgment," pp. 21-33.
31Daniel R. Porter, "Principles for the Long Haul," Georgia Archive 3 (Winter 1975): 16-19.
should
cerned with planning and include the following
evaluation and elements of
the
in 1976 developed a set ofALA guidelines:
"Guidelines
for the Formulation of Collection
Detailed analysis of collection
Development Policies . ' ' Manuscripts development policy for subject
curators can and should evaluate and fields. For each subject category
emulate ALA's work in this area. ALA's (i.e., classification number or group
stated purpose for these guidelines is of numbers), indicate the following:
"the belief that collection development (1) Level of collecting intensity
codes to indicate:
policy statements must be comprehensi- (a) existing strength of collec-
ble, and that they must be comparable, tion
particularly if they are to prove useful in (b) actual current level of col-
lection activity
the implementation of long-range goals
(c) desirable level of collecting
for sharing of resources."32 While the to meet program needs
sharing of resources of manuscript col- (2) Language code or codes
lections differs in some ways from that (3) Chronological periods collect-
ed
of book collections, the ALA's "Guide-
(4) Geographical areas located
lines" are helpful for formulating col-
(5) Forms of material collected
lecting policies for manuscript collec- (or excluded)
tions. (6) Library unit or selector with
ALA states that a written collection primary selection responsibili-
development policy statement is a tool ty for the field33
that assists acquisitions personnel in Discussion of collection development

working consistently toward defined policies for books contains suggestions
goals, thus insuring stronger collections that are applicable to manuscript collect-
with wiser use of resources. A written ing policies. The best recent monograph
policy also informs patrons, employees, on book collection development is Col-
and administrators of the nature and lection Development in Libraries: A
scope of the collection and of future Treatise, by Robert D. Stueart and
plans for development. Libraries should George B. Miller, Jr. Stueart and Miller
identify the requirements of their discuss the early days of book collecting
patrons and establish priorities for in the United States as an era of laissez-
fulfilling them. A collection develop- faire when all gifts were accepted. This
ment policy statement should address led to collections that were "uneven in
the breadth and depth coverage of the quality and varied greatly in quantity."
collection's focus, whether it be In their study of American library col-
geographic, subject, or periodic. Policy lection growth, they found that develop-
statements should be regularly reviewed ment was limited to individual libraries
so that changes in collecting areas can beand that no cooperative programs ex-
indicated. Detailed analysis of the col- isted. Today, however, more planning
lection development policy for form col- goes into collection development, and
lections (microforms, manuscripts, and quality is a recurring theme.34
maps) is suggested by ALA. Where Sheila T. Dowd added to Stueart's
possible a form collection should follow and Miller's discussion. Although
a subject classification and its policy libraries and manuscript collections can
32ALA "Guidelines," p. 363.

"Ibid., section 2.2.2, p. 367.
"Robert D. Stueart and George B. Miller, Jr., Collection Development in Libraries: A lreatise, fart a
(Greenwich, Conn.: JAI Press, 1980), p. 3.
be developed without a collection for an already established collection,

development policy statement, most change is inevitable. Considerable effort
is required to achieve change in manu-
great ones have developed with the aid
of one. Dowd outlined design require-script collections because the services
ments for the policy statement, the sub-they provide tend to be complex and dif-
ject structure, the elements of the state-ficult to evaluate. Most collections are
ment, and a standard language and gave part of nonprofit organizations, which
useful procedural suggestions for for- must respond to changes in community
mulating the policy.35 Marion L. Buz-norms, legal systems, and technology,
zard provided guidelines and models to especially if they are to survive.
Operating in such a complex and
follow in writing collecting policies. He
provided a step-by-step method for dynamic environment necessitates cons-
writing a policy and a sample selection tant change on the part of an organiza-
policy. Buzzard believes policies are tion in order for it to adapt to the in-
needed, as budgets and space shrink, to stability. Alternative courses of action
plan, develop, and evaluate the collec- and flexibility are necessary components
tion. He is particularly concerned with of collecting. A manuscript collection in
collection development policies for today's environment must introduce
academic libraries.36 changes more frequently than in yester-
What consensus on collecting policies day's less complicated society. The com-
can thus be ascertained from the plexity and the inherent instability of the
literature? Although papers of the environment,
dis- however, make the man-
tinguished, famous, and great are stillof change more complicated.37
agement
being collected, subject-oriented collec- The manuscripts curator must set the
tions have gained new importance. The on a predetermined course of
collection
problems of what to collect, how to action. Written planning documents are
eliminate competition, and deaccession- outlines of the steps to be taken to reach
ing still remain. Even though the future goals and are "today's design for
American Library Association has de- tomorrow's actions." Policies should
veloped a set of guidelines, they must be be: (1) reflective of the objectives and
modified for the purposes of manuscript plans of the organization; (2) consistent;
collections. Model collection policies are(3) flexible, so they can be changed as
needed that take into consideration com- new needs arise; (4) distinguished from
petition, research needs, ethics, institu- rules and procedures (policies allow for
tional resources, and deaccessioning. latitude but rules and procedures remain
In order to develop collecting policies firm); and (5) written.38
and to carry them out, the manuscripts We need models to follow in plan-
curator must be a planner who can ning, evolving, and changing collecting
develop policies that serve as guidelines policies for the future. A model should
to direct decision making in a tactical assist manuscripts curators in develop-
manner. In planning a collecting policy ing written collecting policies. Also, if
"Sheila T. Dowd, "The Formulation of a Collection Development Policy Statement," in Collection
Development in Libraries, by Stueart and Miller, p. 67.
"Buzzard, "Writing a Collection Development Policy for an Academic Library," pp. 317-328.
"Robert A. Cooke, "Managing Change in Organizations," in Management Principles for Nonprofit
Agencies and Organizations, Gerald Zaltman, ed. (New York: American Management Association, 1979),
pp. 156-157.
"Robert D. Stueart and John Taylor Eastlick, Library Management (Littleton, Colo.: Libraries
Unlimited, 1981), p. 32.
the form of, andV.the terminology

Cooperative agreements af- used
in, collecting can be standardized,
fecting the collecting policyit will
enable comparison among
VI. Statement institutions
of resource sharing
and encourage cooperative policy programs.
Thus a model collecting policy for
VII. Statement of deaccessioning
manuscript collections should contain
policy
the following elements:
VIII. Procedures affecting collect-
I. Statement of purpose of the ing policy and its expedition
institution and/or collection.
IX. Procedure for monitoring de-
II. Types of programs supported velopment and reviewing col-
by the collection lection development guide-
A. Research lines.
B. Exhibits
C. Outreach (community pro- I. Statement of purpose
grams) The business of the organization
D. Publications should be defined in the statement of
E. Other (specify) purpose or mission statement. It must be
III. Clientele served by the collec- periodically reviewed and analyzed. The
tion manuscript collection's statement of
A. Scholars purpose must be in agreement with, and
B. Graduate students flow from that of, the institution of
which the collection is a part. A manu-
C. Undergraduates
D. General public script collection in a university must
function within, and help fulfill the mis-
E. Other (specify)
sion of, the university as a whole. For
IV. Priorities and limitations of
example, the mission statement of the
the collection
Winthrop College Archives, which con-
A. Present identified strengths tains a manuscript collection, is "to
B. Present collecting level provide physical protection for
C. Present identified weak- historically valuable materials and to
nesses make them available to individuals in-
D. Desired level of collecting terested in researching and writing about
to meet program needsthe history of South Carolina."39 The
E. Geographical areas col- statement of purpose of the Troup
lected County Archives, which maintains a
F. Chronological periods col- manuscript collection, is "The Troup
lected County Archives collects, protects, and
G. Subject areas collected makes available for research the local
H. Languages, other than government records of Troup County
English, collected and LaGrange, Georgia; and manu-
I. Forms of material, other scripts, audio-visual, and printed
than manuscripts, collected materials relating to the history of
J. Exclusions Troup County and LaGrange,
Georgia."40
"Francis X. Blouin and Ann Morgan Campbell, "Planning for Archivists." Paper delivered at
annual meeting of the Society of American Archivists, September 1981, in Berkeley, California.
40Troup County Archives, Policies, 1982. Typescript.
II. Types of programs Rights or permission

supported to publish should
by the
collection be obtained with an eye toward future
publications. Publications also serve as
A. Research: The manuscripts curatoroutreach activities. In addition to
must be aware of the level of research to
publishing manuscripts from the collec-
be served by the collection. This is tied
tion, a curator may develop newsletters
closely to the collection's clientele and
or bulletins, journals or magazines, or
should reflect the needs and require-
ments of that clientele. Is the collection even pictorial publications. E. Other:
to be an exhaustive one in a certain field Other types of program activities should
or a complementary one to other re- also be specified. Many programs can

sources? Few, if any, manuscript collec- overlap as outreach, exhibits, and
tions can become exhaustive sources of publications. A lecture series, for exam-
manuscripts for a given subject, ple, would be part of an outreach pro-
geographic designation, or time period.
gram; and exhibits and publications
could result from it. Acquiring grants
Therefore, manuscripts curators should
from agencies such as the National En-
define research as it applies to their
dowment for the Humanities is another
organization. B. Exhibits: Manuscripts
program type. Patrons and donors will
curators who plan to make exhibits part
want to know when funds are available
of their programs should specify this in
for special projects such as microfilming
the collecting policy. The physical type
or retrospective cataloging. Inclusion of
of exhibit - exhibit cases, traveling ex-
these elements in collecting policies
hibits, free-standing exhibits, etc. - is
serves to inform the public, the ad-
also important to explain. Patrons and
donors need to know if exhibits of
ministration, and staff of the planned
activities and programs of the collection
manuscripts will be available as an aid to
research and as a use of their donations.while providing for flexibility in pro-
gram planning. It also enables curators
Some donors may request that their gifts
not be exhibited. C. Outreach: Com- to avoid becoming involved in un-
planned activities.
munity programs referred to as outreach
are significant to manuscript collections
III. Clientele served by the collection
in the way that exhibits are. They pro-
vide advertisement for the collection, Programs of the collection are af-
draw researchers and donors to the col- fected by the clientele served, and pro-
lection, and inform the public about the grams must be geared to them. A.
work of the collection. If outreach pro- Scholars: A definition of terms is a
grams - slide presentations, lecture critical part of the collecting policy. Are
series, workshops, tours, classes, etc. - only professors considered scholars or
are a part of the collection's programs, are free-lance writers and others includ-
the clientele and the donors need to be ed? If letters of introduction or iden-
informed. Permission to display itemstification are needed for access, this
must be obtained from donors. D. should be specified in the policies. B.
Publications: Manuscripts curators who
Graduate students: Although self-
plan publications should outline the explanatory, some clarification may be
types of publications that will be part of needed as to credentials. C. and D.
their program. These should be stated in Undergraduates and general public:
the collecting policies; and donor gift Some manuscript repositories do not
forms, which allow for the acquisition permit amateur historians, genealogists,
of literary rights, should be developed. and pre-college students to use their
does it includecurator
materials. The manuscripts manuscripts from
must all
periods?
specify for whom the This information
materials arehelps the
being
collected. A manuscript collection
manuscripts curator for
to focus collecting
activities
the use of genealogists canand tovary
avoid acquisitions of in-
distinct-
appropriate materials. G. Subject
ly from one for post-graduate areas
scholars,
collected:will
and collecting activities The collection
vary mayaccord-
be a theme
ingly. collection, such as women's history or
the history of science; or a geographical
IV. Priorities and limitations of
area such as the southeastern United
the collection
States or Troup County, Georgia can be
A. What are the present strengths of the subject. H. Languages, other than
the collection? How do these strengths English, collected: Again, this informa-
meet the needs of the clientele served tion aids the manuscripts curator in
and the programs of the collection? planned acquisitions. /. Forms of
Identifying present strengths may in- material, other than manuscripts, col-
clude specifying which fields - litera- lected: Specify what will be collected -
ture, history, etc. - are represented most microforms, audio-visual items, printed
voluminously or qualitatively in the col- materials, computer records, or others.
lection. B. Present collecting level: What J. Exclusions: Mention of any exclu-
manuscripts, fields, types, or subjects sions must be included in the collecting
are collected to an exhaustive or compre- policy. For example, an archives might
hensive degree? Is the collection's pur- collect twentieth-century American
pose to collect all manuscripts relating to organizational records except for those
a particular person or subject, or is it to of labor unions or professional associa-
collect a representative sample of all tions.
fields and subjects for a particular time V. Cooperative agreements
or region? It is necessary to specify
which collecting areas are comprehen- Each individual manuscript collection
sive and which are minimal. A minimal will, in some manner, overlap with
collecting level would indicate that only another. Family records may contain the
a few general manuscripts would be col- papers of congressmen, academicians,
lected in a specified subject, time, or scientists, women, blacks, and organiza-
place. C. Present identified weaknesses: tions, and may cover numerous time
This tells the manuscripts curator what periods and places. Cooperative agree-
types of manuscripts are minimally ments may be developed that state that
represented in the collection and if these although a collection focuses on a cer-
are to continue to be accepted or if they tain time period, the papers of a specific
are to be concentrated on to a compre- individual will not be collected because
hensive level. D. The desired level of col- another repository covers that person
lecting to meet the program needs: This comprehensively. Of course, coopera-
will affect all of the priorities and limita- tive agreements can take many forms
tions of the collection. Once program and may be as simple as an agreement to
needs are identified, collecting can inform a fellow curator of acquisitions
become more focused. E. Geographical in a certain field.
areas collected: Specify if the collection VI. Statement of resource sharing policy
is limited to a particular area. F. Chron-
ological periods collected: Is the collec- Resource sharing can be a viable part
tion focused on a specific time period or of a manuscript collection's program.
Manuscript groups guidelines

that for carrying been
have out the collecting
divid-
ed among institutions
policy. pose a problem
for researchers in terms of time and
IX. Procedure for monitoring and re-
travel. If institutions develop microfilm
viewing
programs to share these resources, prob-
lems can be minimized for researchers A built-in evaluation monitor that is
and a wider audience can be reached. continuous should become part of the
Other resource sharing may include total program operation, for it can
duplicating audio-visual items for, or detect early any imbalance between ob-
donating duplicate printed items to, jectives and policies. A time framework
another collection. These policies must should be part of the monitoring plan.
adhere to gift terms, must be legally ac- Whether part of a six-month or five-year
ceptable, must not adversely affect the plan, all policies and procedures must be
collection, and must be within the evaluated by staff, administrators, and
budgetary constraints of the collection. even patrons to determine if the mission
of the collection is being met.
VII. Statement of deaccessioning policy
Manuscripts curators must plan for
The deaccessioning policy of a collec- the remainder of this century as well as
tion must reflect the mission statement, the new century. Acceptance of the
be legal under the terms of gift agree- model presented above can aid in im-
ments, and specify the need for deacces- proved quality of manuscripts collec-
sioning. tions, decreased competition, and more
careful use of limited resources. It is
VIII. Procedures affecting collecting
hoped that presenting this model to the
policy
archival community will generate discus-
These procedures should indicate sion of the theory of collecting policies.
what a collection's staff will and will not Further research will then be stimulated
do in regard to gifts, purchases, exhibits, in the areas of competitive collecting,
special programs, research, photocopy- quality collecting, and deaccessioning.
ing, and liability. Of course, there are Models can be developed on which to
other functions that can also be con- base deaccessioning. Without applica-
tained in collection procedures. The tion of the model, sporadic, com-
main purpose of these procedures is to petitive, and low-quality manuscript col-
give staff, administration, and patrons lecting will continue.

Phillips Developing Collection Policies

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Phillips Developing Collection Policies

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Developing Collecting Policies for Manuscript Collections

Author(s): Faye Phillips

Developing Collecting Polici

Abstract: Collecting policies should be a component of programs that

collecting areas.6 As develop as a research

follow. According to Bordin and The American Association for State

"Linda J. Henry, "Collecting Policies of Special-Subject Repositories," American Archivist 43 (Winter

policies.26 Deaccessioning, like

that assists acquisitions personnel in Discussion of collection development

32ALA "Guidelines," p. 363.

be developed without a collection for an already established collection,

the form of, andV.the terminology

II. Types of programs Rights or permission

or a complementary one to other re- also be specified. Many programs can

Manuscript groups guidelines

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