Subject: Policy/Procedures for Transfers

Purpose: Transfer of materials within and among library departments/areas


I. POLICY

The purpose of this policy is to specify (A) who makes decisions on transferring materials into and out of various collections of the LSU Libraries, (B) which departments are responsible for updating the database when a transfer occurs.

A. Responsibility for Transfer Decisions

• Under the general supervision of the Collection Development Coordinators for Humanities/Social Sciences and Physical/Natural Sciences and in accordance with the written collection development policies of the LSU Libraries, subject liaisons make decisions on transferring material into or out of the general collections in their respective areas. Decisions on transferring materials into or out of Special Collections also require the approval of the curator of Special Collections.
  EXCEPTION: Dewey materials housed in compact that are being used may be reclassed and transferred to the stacks at the discretion of the Head of Circulation.
• Disagreements concerning transfers that cannot be resolved by discussion among the parties involved and/or their supervisors will be referred to the Dean of Libraries for resolution.
• Transfers involving 10 or more volumes should not be initiated before consulting the Head of Circulation and Head of Database Management to determine shelving availability and a timetable for effecting the transfer.

B. Responsibility for Updating the Database

1. Permanent Transfers

• Database Management (DBM) staff are responsible for revising location information in the database for all formats and for performing retrospective conversion or reclassification on records for materials being transferred which need it.
  EXCEPTION: Special Collections staff are responsible for updating the database for materials transferred within Special Collections (e.g. from Rare to LLMVC).

2. Temporary Transfers

• In general, temporary locations are assigned, encoded, revised, and removed by staff in the department in which the material resides.

3. A copy of the form to be used for transfers is available at http://www.lib.lsu.edu/collserv/colldev/FormPage.html