Dover Public Library Archives
Collection Policy
Updated by Claire Kandle, 2013 April 19
The mission of the Dover Public Library Archives is to collect, preserve, and make available
records relating to the Dover Public Library. The archives acquires records that pertain to library
staff, programs, policies, and building and grounds in order to support the needs of the
repository as well as research and education of the history of Dover Public Library.
History of the Archives
Prompted by the library’s 110th anniversary, an MLIS student created the Dover Public Library Archives
in 2013 from collected historical and administrative material. Preserving original order where possible,
the student assembled the material into an organized body of records, created a finding aid, collection
policy, and preservation policy. She created a digital collection to compliment the physical collection and
increase access of certain materials.
Description of Acquisition Development Guidelines
The Dover Public Library Archives acquires material that serves the long term administrative needs of
Dover Public Library. It also acquires archival material that serves the research and teaching needs of the
community. Acquisitions include:
Institutional records
Meeting minutes of the Board of Trustees, By-Laws, correspondence, annual reports, and statistical
circulation records.
Institutional publications
Seasonal newsletters published in print and online.
Historical research file
Scrapbooks, newspaper articles, ephemera, photographs, and slides.
Types of Material and Formats
The institutional records are textual in nature. The archival material includes textual records,
photographs, 35mm slides, scrapbooks, and electronic files.
1
Dover Public Library Archives
Access Policy
The Dover Public Library Archives maintains a finding aid for the collection that is available on the Dover
Public Library website. The finding aid will be updated as new additions warrant. Physical documents are
available for research upon request and in accordance with preservation guidelines and restrictions.
Digital documents are made available on the website at the discretion of the library director.
Photocopying Policy
Photocopies may be used only for the purposes of research and private study, and must not be used for
any other purpose without the express authorization of the copyright owner. Responsibility regarding
questions of copyright that may arise in the use of such copies is assumed by the recipient.
Photocopying of material will be done by staff as times permits, on the condition that the material is in
good condition. In exceptional cases, at the discretion of staff, users will be given permission to use the
self-serve photocopier.
Use Restrictions
Some material contains sensitive information and will be restricted by library staff.
2
Dover Public Library Archives
Preservation Policy
All textual documents
Unfold and remove all metal fasteners, and place in acid free folders with a date label affixed to
the tab.
Newspaper
Photocopy articles (use color copies for photos) and place in acid free folders with a date label affixed to
the tab (even years on the left, odd years on the right). Discard originals. If the entire newspaper section
is to be preserved, place original in oversize acid free folder, affix date label, and handle using cotton
gloves. Make a use photocopy for the file.
Guidelines
At a minimum clip the masthead, including date and banner headline, and the article with the date from
the page on which the article appears. This preserves the minimum amount of context needed for
research. Ideally, photocopy the top half of the front page and the article page, including dates. All
photocopies should fit on an 8 ½ x 11 sheet of paper – no folding. See examples from the newspaper
file.
Newsletters
Remove metal fasteners and photocopy each newsletter. Place the original in an acid free folder with a
date label affixed to the tab, and place the photocopy in the director’s office.
Board of Trustees, meeting minutes
Bound volumes
Place in archival quality record carton.
Minutes in binders
Remove from binder, remove all metal fasteners, and place in legal sized acid free folder with a date
label affixed to the tab.
Photographs and Ephemera
Scan photograph/item and add to digital collection folder (with appropriate file name and all known
metadata) if desirable. Place photograph in acid free folder with viewing window, include date and
subjects if known, and add to document box. Place ephemera in appropriate subject folder.
Slides
Preserve slides in the polypropylene pages. Keep the pages inside the box and keep the box in the
refrigerator.
3
Dover Public Library Archives
Digital Collection
Backup all digital documents and maintain the files in three places. Currently the digital files reside on
1)DPL laptop, 2)DPL flash drive, and 3)DPL basement computer. Migrate the files to other systems or
media as necessary.
4