Last Copy Procedures
For the purposes of this document, last copies refer to the last physical item attached to a
bibliographic record. Because this is often the last opportunity to consider a work and its value
within our collection, greater thought must be given to last copies than to other items in the
collection maintenance process.
Last Copies at Branch Libraries
When looking up an item in Millennium note whether it is the sole extant item record attached
to a bibliographic record (missing or billed items are not consider to be extant). If the item is a
candidate to withdraw from your branch but is still in good condition, follow these procedures:
Books
Adult - Books in the adult collection should be sent to the relevant subject department at the
Main Library. Librarians should send books in languages other than English to the International
Languages Center at the Main Library.
Branch adult services librarians are also encouraged to send books to Main selectors that are
not the final item if the Main collection no longer has any circulating items.
Children – Books in good condition should be sent to the Main Children’s Center. Do not send
paperback fiction or books in non-fiction “weed” categories (see Juvenile Collection
Maintenance Guidelines). Consult with the Children’s Collection Development specialist about
non-English language titles.
Teen - Last copies may be withdrawn and recycled or they may be sent to Community
Redistribution.
AV Material
Any staff reviewing their collection can withdraw last copies of floating English-language AV
material. The sole exceptions are for last copies of VHS recordings when a DVD version is not in
SFPL’s collection, or of an unabridged audio book on cassette when a spoken word CD version is
not in SFPL’s collection. In these few cases, send the bibliographic information about this
material to the Audiovisual Collections Specialist in CDO before discarding.
COLLECTION MAINTENANCE GUIDELINES FOR BRANCH COLLECTIONS
SAN FRANCISCO PUBLIC LIBRARY
Update February 2014
International Language and Community Interest AV Last Copies Procedure
For Community Interest (including LGBT and African American interest) and International
Languages AV, send last copies to the branch, department, or center with the largest collection
of the particular language, or with the corresponding Community Interest collection. If the item
is damaged, send the bibliographic information via email instead. Librarians responsible for
these collections make the final decision for these materials. For more information, see the
“Collection Drift” section concerning International Languages and Related Community Interest
found in Chapter 11 of the Circulation Manual. Any last copies of international language AV
material may also be sent to the International Languages selector in CDO.
Last Copies at the Main Library
Retention or withdrawal of last copies at the Main Library depends heavily upon Collection
Levels set forth in the Library’s Collection Development Plan. Factors to consider include the
subject matter, the material type (print, audiovisual, etc), the audience (Children’s, Teen,
International Languages, Deaf Services, etc…), or inclusion in a specialized collection (San
Francisco History, Books Arts and Special Collections, Government Documents, Dorothy Starr
Collection, etc.)
Upon receiving last copies from branches, Main selectors keep in mind the relevant collection
level and the guidelines outlined in the Collection Development Plan. They should also consider
whether this material contributes to an attractive and high quality collection. Other factors to
consider include:

Is the book in good condition? Does the significance of the work merit repairing it? Can
the damaged item be readily replaced? Can a comparable title be ordered to meet
subject demand? If you are uncertain, err on the side of caution and work with
preservation to find out what is realistic.

Compare the item with other editions or printings of the work (which may be found
through a title and/or call number search in the OPAC). Factors to consider when
looking at multiple editions are currency, completeness, and the inclusion of special
introductory or end material.

Look up the title in Link+ to see whether other circulating copies are available to our
patrons.

Is the information still current or relevant? Is there popular interest in the subject
matter?

Is the work well-illustrated? Can it serve as a pictorial resource?
COLLECTION MAINTENANCE GUIDELINES FOR BRANCH COLLECTIONS
SAN FRANCISCO PUBLIC LIBRARY
Update February 2014

Consult bibliographies, indexes and reference guides to determine whether the item is
considered to be a significant title within its subject.

Consult with colleagues.
Any Main librarian who is weeding the last copy of any item – in any format – which may have
value or relevance to one of the Library's research or community interest collections or centers
will send the item to that collection manager for review.
Materials relevant to the library’s Book Arts & Special Collections — including the Grabhorn
Collection on the History of Printing & the Development of the Book, Harrison Collection of
Calligraphy & Lettering, Schmulowitz Collection of Wit & Humor, and other special collections
should be sent for consideration to the Book Arts & Special Collections Center. Pre-1801
imprints and fine press books should be sent to Book Arts & Special Collections for
consideration/transfer. Relevant materials published after 1801 will be considered on a caseby-case basis. Contact the center librarians before sending materials.
Gay and Lesbian Center The last copy of a book reflecting an aspect of gay and lesbian culture
should be sent to the Gay and Lesbian Center within General Collections.
San Francisco History Center Adult materials on any aspect of San Francisco history and culture
should be sent to San Francisco History for review.
Children’s Center Librarians should consider whether the book belongs in the Effie Lee Morris
Historical and Research Collection of Children’s Literature.
If the item does not have a place in the Main collection, you should consider contacting staff at
a branch with focused collections such as: African American interest at Bayview, Chinese
interest at Chinatown, Filipino interest at Excelsior, LGBT interest at Eureka Valley, Japanese
interest at Western Addition, and Latino interest at Mission Branch.
COLLECTION MAINTENANCE GUIDELINES FOR BRANCH COLLECTIONS
SAN FRANCISCO PUBLIC LIBRARY
Update February 2014