Principles for Admitting Special Collection Libraries

September 21, 1995

To: Governing Board

From: Tom Sanville

Subject: Addition to OhiolINK Policy Handbook B.4 - Approved Resolutions: Principles for Admitting Special Collection Libraries


U of Cincinnati wants to add a non-university affiliated special, private collection called the Lloyd library. It is a collection of 35,000 titles (books and serials) specializing in pharmaceuticals and botany. Lloyd is open to the public but has no standing patrons or general mission to the public and is only of value to the researcher.

These records would be loaded into the UC catalog as a holding library collection and uploaded to central although they will all be local use only. UC will be responsible for any impact on their local system capacities or III loading costs, etc.

Across the state there could be similar situations where the knowledge of and improved access to a special collection would be of benefit to our users. There will no doubt be grey areas (e.g. Are historical societies or museums okay or not?) but for many collections it should be straightforward.

It is confirmed with III that there are no special costs involved beyond capacity and loading in these situations. In each case we would want to confirm this with III. Here is their general statement:

From III - 6/5/95

Innovative Does reserve the right to review each case as it comes up to determine if a load of
records represents a special collection and/or branch of an institution or whether it represents
the inclusion of another institution. (e.g. private colleges)

Generally, we will consider the following situations to be included as part of the single

1. Schools, Branches, Institutes which are part of the same institution, with overall governance by the same body. This would incude a Law School, Medical School, etc. of a College or University.

2. Special Collections which have no specific user population.

The example of the Lloyd collection fits into this definition.

For the above, local costs would include any increase to database size. Most often, a special collection and/or branch will also require a specialized load table, which would be an additional cost payable to Innovative.

Special collections could be merged with the institution's catalog, or they could be loaded as a special collection in an additional database residing on the same system (i.e. reference database). Records stored in a reference database could be accessed via the institution -- they would not load to OhioLINK Central or be eligible for borrowing via pcirc.

Policy - Principles for Admitting Special Collection Libraries

  1. There needs to be full participation in all of the OhioLINK common agreements (e.g. no ILL charges, OhioLINK access to the local collection on the same basis as any local users, etc.).
  2. Each admission will be considered on a case by case basis.
  3. Institutions which wish to partner with a present OhioLINK member may do so only if both institutions and III agree.
  4. The petitioning institution has no defined/primary user population.