Faulkner University

Weeding and Archival Policy

Follow the general rules unless instructed otherwise in the specific materials sections.

GENERAL RULES

Archive only one copy of any superseded material. Keep supplements or pocket parts belonging to the retained superseded volume with that volume.

Discard superseded pocket parts or supplements immediately, unless the volume connected with the pocket part is superseded. If the volume is superseded, any supplements or pocket parts belonging to that volume remain with that volume.

Discard yearly index volumes and other similar finding aids when new volumes arrive.

Discard advance sheets when replaced by bound volumes or other cumulative supplementation.

Microfiche volumes are kept indefinitely in the collection, unless replaced by the vendor/publisher.

FEDERAL ADMINISTRATIVE MATERIALS (FEDERAL REGISTER, CFR, LSA)

Keep the most recent five years of the paper copy of the Federal Register in the collection. Keep the most recent five years of the index. Discard prior years after following proper government documents procedures.

Keep the most recent five years of the paper copy of the Code of Federal Regulations in the collection. Discard prior years after following proper government documents procedures (except for Title 3, which is kept indefinitely with the current materials).

Keep the most recent five years of the paper copy of List of Sections Affected in the collection. Only four volumes of LSA need to be retained during the year: the March, June, September, and December issues.

FEDERAL CODES & LEGISLATIVE MATERIALS

Archive superseded volumes of the United States Code (USC), including supplementation that belongs to the volumes when they are superseded.

Keep the most recent five years of the paper copy of the Congressional Record in the collection. Keep the most recent five years of the index. Discard prior years after following proper government documents procedures.

GOVERNMENT DOCUMENTS

Retain all government documents in compliance with federal depository rules.

JOURNALS AND PERIODICALS

Retain in the periodical collection law reviews that cease publication or are no longer purchased until a decision by the Director is made to discard or archive them.

Keep back issues of casual reading newspapers and magazines as shelving space permits, with a goal of keeping the past 1 month of newspapers, the past 3 months of weekly magazines, and the past 12 months of monthly magazines.

NEWSLETTERS

Retain current year issues. Keep the immediate past year in the collection unless otherwise directed. Example: In the year 2007, keep all of the 2007 issues. Unless otherwise directed, also keep the 2006 issues. When all issues in 2007 have been received, discard the 2006 issues.

Retain all JSL-produced newsletters (e.g., library newsletters, student organization newsletters, staff newsletters) indefinitely for historical purposes. These may be removed from the circulating collection and placed in the historical archives.

REFERENCE

The Director will decide where materials removed from Reference shall be placed (in the regular collection, in Archives, or discarded).

Superseded materials moved out of Reference into the general collection will be labeled "Current Edition in Reference."

ALABAMA MATERIALS

Retain in Alabama section prior editions of CLEs. Yearly sets (such as Opinions of the Attorney General) are kept in the Alabama section.

Archive all superseded volumes of codes and encyclopedias, except for yearly index volumes and other finding aids.

Discard slip laws when superseded by bound copy of the session laws. Discard slip opinions and slip attorney general decisions/opinions when superseded by bound copies.

Retain in the Alabama section all superseded volumes of Alabama court rules.

RESERVE

Materials withdrawn from Reserve are placed in the appropriate section (e.g., general collection, Reference section) unless they are to be discarded.

Superseded materials moved from Reserve into the main collection will be labeled "Current edition in Reserve."

TREATISES (LOOSELEAF)

Discard all superseded replacement volumes and replacement pages. Discard ephemeral contents such as "new developments" and current awareness sheets. If the entire set is replaced with a new edition, keep the most "recent" volumes (including supplementation) of the older edition in the collection with appropriate labeling.

TREATISES (NON-LOOSELEAF)

Retain in the collection the current edition. Retain in the collection and appropriately label the two prior superseded editions. Discard any prior editions. If a set is partially superseded, retain in the collection and properly label superseded volumes until the entire set has been superseded. Archive any superseded treatises with authoritative or historical value that are not kept in the regular collection, after properly labeling them.

Discard multiple copies of superseded or outdated works and damaged books that cannot be preserved at reasonable cost.

OTHER MATERIALS

Digests - Discard all superseded volumes and pocket parts. If the entire set is replaced with a new edition, retain the most "recent" volumes (including supplementation) of the older edition.

Directories - Discard superseded volumes of most sets. Exceptions to this discard rule are:

  • BNA's Directory of State and Federal Courts, Judges, and Clerks (Place the most current year in Reference, and all others in Career Services)
  • Encyclopedia of Associations (Place the most current year goes in Reference, the next most current year in the general collection, and the next most current year in Career Services)
  • Yellow Books ( Place the most current edition in Reference and the next most current year in Career Services; discard all other editions)

Encyclopedias - Discard all superseded encyclopedia volumes and pocket parts.

Federal Court Rules - Retain in the collection the current edition and all superseded editions.

Formbooks - Discard all superseded volumes.

Hornbooks - Retain in the collection all superseded editions. Hornbooks moved into the main collection will receive a sticker stating "Current Edition in Reserve."

Nutshells - Retain in the collection the prior two editions. Nutshells moved into the main collection are labeled "Current Edition in Reserve."

State codes (other than Alabama) - Discard superseded volumes, pocket parts, and supplements. If a set is partially superseded, retain in the collection and properly label superseded volumes until the entire set has been superseded.

Telephone books - Discard all superseded volumes.

Shepards - Discard all superseded volumes.

 
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