Call for Annexing and Training Bulletin #19

By Ann Snowman

insideaccessannexAlong with the annual call for annexing on February 5 came the recommendation to review Training Bulletin #19: Guidelines for Preparing Collections for Scheduled Transfer to the Annex . This newly revised document outlines the steps to be taken by the selector and sending library staff, the steps taken by Annex staff, and strengthens the role of Annex staff in monitoring duplication. Training Bulletin #19 should be consulted together with the Policy Statement for Annex Storage Facilities that provides guidance for selecting materials for off-site shelving and discourages the duplication of collections in storage. On rare occasion duplication is appropriate, but as the Policy Statement advises, “selectors should endeavor to record in the catalog record their reasoning for both posterity and Annex processing staff, who are authorized to question duplication as it is noted.” Training Bulletin #19 advises, “In the course of processing incoming collections when Annex staff identify a duplicate print volume or run of a periodical, they will withdraw the incoming duplicate. Duplicate monographs will be returned for the selector’s review unless the record has been annotated by the selector with justification to retain duplicate copies.” These more stringent measures are necessary as we near the end of our capacity to store collections off-site. Every effort must be made to conserve the existing storage space, adequate only for 2-3 more years.