Collection Development
Policy for Special
Collections at the
University of Bradford
Special Collections
J.B. Priestley Library
University of Bradford
Bradford. BD7 1DP.
Email: special-collections@bradford.ac.uk
Web: http://www.brad.ac.uk/library/special-collections
Tel: +44 (0) 1274 235256
June 2013
ABOUT THIS DOCUMENT
Author: Alison Cullingford.
Version: 1.00.
Document history: Incorporates feedback from colleagues and stakeholders
following circulation of 0.02 in April 2013.
Date: June 2013.
Audience: Public document.
Copyright: University of Bradford. Readers are welcome to share it
under the terms of our Creative Commons licence: AttributionNonCommercial-NoDerivs 3.0 Unported (CC BY-NC-ND 3.0).
http://creativecommons.org/licenses/by-nc-nd/3.0/
Special Collections welcomes feedback on its documentation. Please
contact us if you have any comments, if you need to view this in an
alternative format, or if you wish to use it in any way not covered by the
Creative Commons licence: special-collections@bradford.ac.uk
CONTENTS
Mission statement.......................................................................................1
Decision-making .........................................................................................1
Publication history ......................................................................................1
Background to the 2013 edition ..................................................................2
Typology of Special Collections ..................................................................2
Developing the Heritage Clusters ...............................................................3
J.B. Priestley .........................................................................................3
Collecting priorities ..........................................................................3
Stakeholders ....................................................................................4
Other organisations .........................................................................5
Jacquetta Hawkes .................................................................................5
Collecting priorities ..........................................................................5
Stakeholders ....................................................................................6
Other organisations .........................................................................6
The history of the University ..................................................................6
Collecting priorities ..........................................................................6
We do not collect .............................................................................7
Future directions ..............................................................................7
Theses and dissertations .................................................................7
Other organisations .........................................................................8
Peace and nonviolent social change .....................................................8
Collecting priorities ..........................................................................8
We do not collect .............................................................................8
Future directions ..............................................................................9
Stakeholders ....................................................................................9
Other organisations .........................................................................9
Note on New Atlantis and Mitrinović Library and Archive...............10
Bradford, the West Riding, and the Yorkshire Dales ...........................10
Collecting priorities ........................................................................11
We do not collect ...........................................................................11
Future directions ............................................................................11
Other organisations .......................................................................11
Archaeology ........................................................................................12
Collecting priorities ........................................................................12
We do not collect ...........................................................................12
Other organisations .......................................................................12
Other subjects .....................................................................................13
Understanding the Legacy Collections .....................................................13
Notes on key Legacy clusters .............................................................13
Quaker books ................................................................................13
Yugoslav material ..........................................................................14
Other factors in collecting decisions .........................................................14
Arrangement .......................................................................................14
Audiences and use ..............................................................................14
Condition .............................................................................................14
Date ....................................................................................................15
Format .................................................................................................15
Language ............................................................................................16
Legal issues ........................................................................................16
Copyright .......................................................................................16
Data Protection ..............................................................................16
Partners...............................................................................................16
Size of collection .................................................................................17
Collecting processes ................................................................................17
Purchasing ..........................................................................................17
Donations and deposits .......................................................................18
Unsolicited donations .....................................................................18
Pro-active collecting ............................................................................18
Duplicates ...........................................................................................19
Printed books .................................................................................19
Archives .........................................................................................19
Transfer from Main stock and Commonweal Library ...........................19
Accessioning and cataloguing .............................................................20
Deaccessioning ...................................................................................20
Deaccessioning UD material..........................................................20
Deaccessioning non-UD material ..................................................21
Review of this edition ................................................................................21
Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
MISSION STATEMENT
Special Collections at the University of Bradford collects, cares for and makes
available unique and distinctive (UD) archives, rare books and other heritage
material1 in support of the University’s teaching, research and community
engagement. The collections offer a unique selling point for the University and
hence are also invaluable in its marketing, fundraising and other management
activities.
Such material because of its special nature needs to be managed separately
from the main library collections which support current teaching and research. It
requires specialist storage (closed access, regulated and secure environment),
different kinds of access (supervised in reading room) and a wide range of staff
skills and expertise in the management of archives and rare books. Hence
Special Collections is managed as a distinct service reporting to the Head of
Library Services.
Unlike record offices, Special Collections is under no statutory or other obligation
to collect any particular material. The University was founded too late for us to
develop the kind of generalist special collections typical of older research
libraries. Instead we aim to build on our existing strengths and move into new
areas in ways that are cost-effective and help us fulfil our mission.
DECISION-MAKING
Special Collections materials are intended to be retained permanently. This has
long-term financial, legal and managerial implications for the University. Thus the
decision to add new material is not taken lightly. Decisions are made by the
Special Collections Librarian, based on her experience and expertise. The Head
of Library Services must approve the addition of new archive collections and new
collecting clusters. The views of subject librarians, academic staff, external
experts, other collecting organisations and colleagues in the sector are also taken
into account.
PUBLICATION HISTORY
This document supersedes the last approved CDP for Special Collections (2007)
and subsequent drafts. It contains all the information recommended in the
National Archives checklist for CDP contents2. After approval by the Head of
Library Services and consultation with relevant subject librarians, it will be
circulated to organisations with overlapping collecting interests for comment. On
final approval, it will be made available online and shared with The National
Archives and other interested parties.
1
The award-winning 100 Objects exhibition offers an easy way to understand our collections
http://100objectsbradford.wordpress.com/
2
http://www.nationalarchives.gov.uk/documents/information-management/archive-collection-
policy.pdf
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
BACKGROUND TO THE 2013 EDITION
Comparison with previous editions shows that our collecting areas and decisionmaking factors have not greatly changed since the founding of the Special
Collections service in 2000. However, we have refined our thinking, following
years of reflection, observation of users, statistical evidence, and discussion with
stakeholders and professional contacts.
Moreover, this new edition appears against a background of turbulence in our
sector, unprecedented levels of technological change, and changes in
professional practice. To survive, Special Collections services must actively
demonstrate their value to their organisations. Fortunately new technologies
make this easier and offer new ways of enhancing and building collections (proactive collecting is the future). New technologies also make heritage collections
stand out more as unique selling points, in contrast to generic electronic
resources.
Our profession is thinking more deeply about the meaning of “special collections”.
The concept of “Unique and Distinctive (UD) Collections” has been most helpful
when writing this policy. Considering these qualities encourages us to focus on
user interests and resonance with local expertise, history and strengths. These
match up to mission more easily than traditional criteria for special collections
such as age and financial value (though these remain significant). We hope in
the future that improved discovery technologies will make it easier to identify
unique and distinctive material e.g. the COPAC CM tools3.
Note that individual items within archive or book collections may not in
themselves be unique or distinctive BUT they become so by virtue of their place
in a unique or distinctive collection4.
We have also found our adaptation of the Leeds typology invaluable in guiding
our thoughts on collecting, as explained below.
TYPOLOGY OF SPECIAL COLLECTIONS
This document uses the types suggested in the January 2013 discussion
document Towards a Typology for Special Collections to identify collecting
priorities. All our Special Collections have been mapped onto this structure,
although this policy does not list them all in detail. The decision as to which type
a collection or cluster fits into is taken by the Special Collections Librarian based
on knowledge of the collections and their users and of wider networks of heritage
material elsewhere.
1. Heritage. Collections or clusters of collections which are unique, distinctive
and relevant to our mission. We are recognised as and expected to be
specialists in these areas for historic and geographic reasons. These areas
are our priority for collection development.
3
http://copac.ac.uk/innovations/collections-management/aboutcollectionmanagement/
4
For instance, an edition of a novel by J.B. Priestley common in the second-hand trade and
libraries. It becomes distinctive as part of our major collection of his published work, alongside his
archive, and linked to the expertise of staff and our contacts.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
2. Legacy. Like Heritage collections, these materials are unique or distinctive.
However they are a lower priority for collecting because they are less relevant
to our mission, already collected by others with a stronger claim, or already
complete with little scope for enhancement. They are to be retained for the
foreseeable future because they are important materials which are well used,
but we will only add where this is essential to enhance or interpret existing
materials.
3. Self-renewing. Special Collections will very selectively collect material which
is not unique and distinctive and which is intended to be self-renewing, to
support our services to visitors and enquirers and/or to assist Special
Collections staff and volunteers in their work. Examples include reference
works, reading copies in remote offices, librarian and archivist textbooks,
professional standards, manuals and reports.
4. Finite. Material which is not or is no longer relevant. We aim wherever
possible to deaccession this material, to enable us to concentrate resources
on material which is relevant, and to allow it to be more useful in a different
context.
DEVELOPING THE HERITAGE CLUSTERS
J.B. Priestley
The Bradford-born author, journalist and broadcaster is immensely important for
understanding of 20th century politics, society and culture. Our most popular
collection by any measure, the J.B. Priestley Archive allows us to engage with
academics and scholars in social sciences and humanities, schoolchildren,
theatres, literary societies and festivals, broadcasters and media, and many other
audiences. It offers scope for all kinds of activities and partnerships.
Special Collections holds:
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Priestley’s Archive, as donated by his Estate during the 1990s and
subsequently, enhanced by other donations and pro-active collecting.
Collection of Priestley’s published works, acquired from many sources
including the Estate, individual donors, and transfers from main stock and
other libraries.
Records of the J.B. Priestley Society, along with their small collection of
exhibition material, on deposit.
Collecting priorities
Archives and ephemera
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Archive material created by Priestley e.g. manuscripts and typescripts, letters
to and from him.
Archive material and ephemera concerning reception of Priestley’s life and
works: play productions, literary festivals, book reviews, exhibitions, societies.
Photographs and other images of Priestley.
Selectively, objects belonging to Priestley – if relevant to his life and works.
Selectively, material concerning family and friends – where this sheds light on
his life and works.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
Publications
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Copies of all book-length works authored by Priestley or to which he
contributed (Day5 A and B). Not necessarily mint copies, but in good
condition with dustjackets. We aspire not only to acquire first editions, but to
build understanding of the way Priestley’s works were received by collecting
later editions, paperbacks, re-issues, audio versions, television adaptations,
translations, study notes and other editions and adaptations of Priestley’s
works.
Text of all Priestley contributions to newspapers, journals and magazines
(Day C). This may be in the form of the original journal, as a press cutting or
in digital form.
Copies of works by Priestley with significant provenance (e.g. personal
inscriptions by Priestley or belonging to family or friends).
Other published works with evidence of having belonged to Priestley or other
significant provenance concerning his family or friends.
Biographies of Priestley and monographs about aspects of his work (Day H).
Text of articles about Priestley in newspapers or journals (Day H), on
websites, blogs and elsewhere, in the form of original journals, press cuttings,
or in digital form. These include book reviews, reviews of plays, news pieces,
memories and think pieces, letters to the Editor, etc. We only collect pieces
about or making substantial references to Priestley, not ones making passing
allusions or sharing commonly used Priestley quotations.
All publications of the J.B. Priestley Society, in paper and/or digital form.
Collections elsewhere
In addition to the works held in Special Collections, we encourage our subject
librarian colleagues to maintain and develop the existing strong collection of
Priestley publications in main stock. This allows audiences to enjoy his popular
works without having to access Special Collections.
We support the development of other collections of published works by Priestley
for the benefit of audiences elsewhere, as at Senate House London.
Future directions
Priestley online. Many documents published in paper form in the past are now
published online (e.g. reviews of play productions), while blogs and other social
media offer new ways for people to discuss and share Priestley. We are
exploring ways to curate and preserve this content.
Priestley remembered. Many people have memories of working with or meeting
Priestley. However, such individuals are now ageing and their insights being
lost. With the Society, we are exploring ways of capturing and preserving this
information while it is still available.
Stakeholders

5
J.B. Priestley Estate.
“Day”: Day, Alan. J.B. Priestley: an annotated bibliography, with a supplement. Hodgkins,
2001.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
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J.B. Priestley Society.
Other organisations
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Archives with other Priestley material, particularly letters which belong in the
archive of the recipient or play production material which goes to the archive
of the theatre.
Harry Ransom Center, Texas, has Priestley manuscripts and letters acquired
during the 1960s.
Libraries in Bradford area notably Bradford Central, Mechanics’ Institute.
Senate House Library.
West Yorkshire Archive Service.
Jacquetta Hawkes
Archaeologist and poet Jacquetta Hawkes is of interest partly because as the
wife of J.B. Priestley their Archives are parallel and interlinked for almost fifty
years. However, she is important for many other reasons, including her network
of archaeological, artistic and literary contacts and her campaigning. Jacquetta’s
ideas about the value of the natural world and the deep past are being
rediscovered by new generations: they tie in with the University’s Ecoversity
concern. Her life and works appeal to scholars in many disciplines, to
broadcasters and publishers, to artists and writers, and many more.
Special Collections holds:
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Jacquetta’s Archive, donated by her son in 2004, and enhanced by other
donations and pro-active collecting.
Collection of Jacquetta’s published works, acquired from many sources
including the Shakespeare Centre, individual donors, and transfers from main
stock and other libraries.
Material concerning the work of Dr Christine Finn, Jacquetta’s biographer.
Collecting priorities
Archives and ephemera
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Archive material created by Jacquetta: manuscripts and typescripts, letters to
and from her.
Archive material and ephemera concerning reception of her life and works.
Photographs and other images of Jacquetta.
Selectively, objects belonging to Jacquetta – if relevant to her life and works.
Selectively, material concerning family and friends – where this sheds light on
her life and works.
Publications
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Copies of all book-length works authored by Jacquetta or to which she
contributed. We are not necessarily aiming for mint copies, but for volumes in
good condition with dustjackets. We would also collect later editions,
paperbacks, re-issues, and any other adaptations of these works.
Text of all her contributions to newspapers, journals and magazines. This
may be in the form of the original journal, as a press cutting or in digital form.
Copies of works by Jacquetta with significant provenance (e.g. personal
inscriptions by her or belonging to family or friends).
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
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Other published works with evidence of having belonged to Jacquetta or other
significant provenance concerning her family or friends.
Biographies of Jacquetta and monographs about her.
Text of articles about Jacquetta in newspapers or journals, on websites, blogs
and elsewhere, in the form of original journals, press cuttings, or in digital
form. These include book reviews, reviews of plays, news pieces, memories
and think pieces, letters to the Editor, etc. We only collect pieces about or
making substantial references to Jacquetta, not ones making passing
allusions or sharing commonly used Jacquetta quotations.
Future directions
Jacquetta online. Many documents published in paper form in the past are now
published online while blogs and other social media offer new ways for people to
discuss and share Jacquetta’s ideas. We are exploring ways to curate and
preserve this content.
Jacquetta remembered. Many people have memories of working with or
meeting Jacquetta. However, such individuals are now ageing and their insights
being lost. As with our other Heritage clusters, we are exploring ways of
capturing and preserving this information while it is still available.
Stakeholders
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Her Estate.
Dr Christine Finn.
Other organisations
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Bodleian Library (Archive of Christopher Hawkes, her first husband).
Archives with collections of her letters etc. within the collections of people she
knew.
The history of the University
Special Collections plays a key role in maintaining the memory of its parent
institution and in supporting the use of its heritage for marketing, fundraising and
other business. The University’s history is also that of the city and hence
overlaps with our local collecting cluster in terms of audiences and scope.
Special Collections holds:
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The Archive of the University of Bradford and of its predecessors Bradford
Institute of Technology and Bradford Technical College.
A collection of publications concerning the history of the University, mostly
transfers from main library stock.
Archives of key individuals in the history of the University (administrative and
academic staff e.g. Ted Edwards, Adam Curle).
Archives of honorary degree holders (e.g. W.R. Mitchell).
Collecting priorities
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The University’s historic record including Council, Senate, significant
committees, calendars, degree ceremonies, prospectuses, photographs,
press coverage, maps and plans, periodical publications, publicity material.
Records of our predecessor organisations (BTC and BIT).
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
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UBU/Students’ Union historic record.
Works published by the University: Bradford University Press and
departmental publications.
Grey literature produced by the University.
Papers of significant individuals in the history of the University (Chancellors,
Vice-Chancellors etc., academic staff - bearing in mind the claims of other
repositories).
Selectively, publications by University staff, students, alumni and honorary
degree holders from other publishers. We aim to collect comprehensively in
subjects which are represented in our other Heritage clusters (e.g. Yorkshire,
archaeology, peace) and to sample publications in other subject areas.
Selectively, publications about University staff, students, alumni or honorary
degree holders.
We do not collect
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Staff or student records. These are managed in accordance with legal
requirements in the relevant University departments. Survivals of this kind in
the Archives of predecessor institutions are retained because of their historic
interest and are managed in accordance with the provisions of the Data
Protection Act. We collect published biographical material about staff (e.g.
book blurbs) to enable us to answer enquiries.
Transient financial and other operational records.
Records of organisations which developed from common roots but are not
part of our historical record (Bradford School of Art, Bradford College).
Future directions
Following relocation of stock, we are at last in a position to weed the physical
University Archive after 40 years of unplanned collecting. This will enable us to
move forward more confidently in filling gaps in the physical collection, and to
work with colleagues to tackle the challenge of collecting the University’s borndigital Archive.
The University’s 50th anniversary in 2016 (and other anniversaries of individual
departments notably Peace Studies 40th in 2013) offer exciting opportunities to
enhance collections. We hope in particular to,
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Identify and seek to fill gaps in our holdings of significant University record
series.
Curate the web presence of the University (as above for Priestley).
Acquire more information about student experience and life e.g. records of
student societies.
Curate memories – via social media and oral history.
Theses and dissertations
Although not managed in Special Collections, University theses are unique and
highly significant for the University’s mission, and are therefore treated as
Heritage for purposes such as salvage. They are retained permanently.
Dissertations in paper form are weeded on a rolling annual basis. Dissertations
based on Special Collections are considered for transfer at this stage if their
content would be useful to future users. Special Collections staff encourage
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
students using collections in their thesis or dissertation to donate an electronic or
paper copy directly to us, so we can make it available at once rather than waiting
until deaccessioning. Dissertations are now submitted in electronic form.
Other organisations
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Bradford Central Library.
Bradford College (we have a shared history).
Other universities or organisations where they worked or studied may have
better claim for the papers of academics, honorary degree holders and
alumni.
West Yorkshire Archive Service.
Peace and nonviolent social change
The University of Bradford occupies a unique place in the development of
nonviolent conflict resolution. It was the first university to have a Chair in Peace
Studies and hosts the independent library founded to support Gandhian
nonviolent ideas, Commonweal Library. The city itself has been at the forefront
of radical politics and activism for social change since its rapid growth during the
Industrial Revolution and is the home of the Peace Museum.
As a result, the University and the City are internationally identified with peace
and nonviolence. Thanks to the important networks of contacts of University staff
and Commonweal trustees, Special Collections has extensive collections of
papers of campaigning individuals and organisations, plus ephemera and
publications, including archives originally gathered by Commonweal but now
donated to the University.
Collecting priorities
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Archives of campaigning individuals or organisations with links to the
University or Commonweal or who used Gandhian techniques of nonviolence
(unless another organisation has stronger claim). We wish to build on our
current strengths: 1950s/1960s nuclear disarmament, 1980s peace camps,
academic and professional protest groups, protest in Bradford. We are also
open to new areas of collecting within this overall framework.
Published books and issues of journals which illuminate the archives for the
benefit of users e.g. publications by the creators of these archives.
Books from Commonweal Library in core Commonweal subjects which meet
the transfer criteria (below) and which should therefore not be kept on open
shelves.
Ephemera and pamphlets on these subjects.
We do not collect
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Archives of pressure groups not campaigning on peace/nuclear/arms themes.
Artworks, objects and other realia better housed in a museum/gallery context
(see Formats for more detail).
Reference books or textbooks on these topics unless essential to
understanding these particular archives. Both the University Library and
Commonweal have strong collections which support our archives. We
therefore do not seek to keep in Special Collections material which is
sustainably collected elsewhere in our building.
June 2013
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford

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Runs of journals, as these are available elsewhere in our building (note for
instance that Commonweal has run of Peace News).
Press cuttings from mainstream newspapers and publications unless curated
as part of archive and inseparable from rarer titles.
Future directions


Curating modern equivalents/digital archives. The campaigners of today
are active online and their records are created in digital and social media
form. If we wish to continue to collect in this area, we will need to work
actively with these creators now.
Oral history. Along with the Peace Museum and other organisations, we
realise that the campaigners of the 1950s and 1960s are ageing and their
memories being lost. We are exploring ways to capture memories, in
particular of the history of Peace Studies, of Commonweal, and of the
campaigns whose archives we hold. The 40th anniversary of Peace Studies
offers a valuable opportunity to reach out to likely audiences.
Stakeholders
Commonweal Trustees are consulted about collecting decisions relating to the
Commonweal Archives.
Other organisations
Many organisations have interlinking collections. We have found the following to
be the most significant.
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1 in 12 Club.
Bishopsgate Institute
Collections on women’s history, especially re early 1980s activism e.g.
Women’s Library, Feminist Archive North, Huddersfield University.
Commonweal Library.
Hoover Institution of War, Revolution and Peace.
Hull University (pressure groups).
Imperial War Museums.
International Institute for Social History, Amsterdam.
International organisations, including peace museums and archives and
universities with collecting interests.
LSE Archives.
NORLA libraries.
Other record offices (for campaigns in their areas)
Peace Museum, Bradford.
Peace Palace Library.
Peace Pledge Union (early C20, esp. conscientious objectors).
Swarthmore College Peace Collection “material that documents nongovernmental efforts for nonviolent social change, disarmament and conflict
resolution between peoples and nations”.
UK collections on Quakers e.g. Friends House, Leeds University Special
Collections.
Voluntary History Society.
Warwick Modern Records Centre.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford

West Yorkshire Archives Service (for local activities, local government)
Note on New Atlantis and Mitrinović Library and Archive
Special Collections includes the large library and archive gathered by Dmitrije
Mitrinović and his circle, plus related material such as the Peart-Binns Christian
Socialist Archive. It came to us via our interest in Peace Studies and is of
considerable significance for research into mid-20th century politics, literature etc.
However, it is not yet clear where this material sits in our schema i.e. what the
scope is for developing as Heritage rather than Legacy. We should know more
as the forthcoming archive cataloguing project reveals the potential of this
material and will define our collecting more precisely in the next edition of this
Policy.
Stakeholders
 Mitrinović Foundation.
Other organisations
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Belgrade University.
University of Sussex.
Bradford, the West Riding, and the Yorkshire Dales
It is not our role to duplicate the collecting of Local Studies at Bradford Central
Library or the West Yorkshire Archives Service, or of other public libraries and
record offices in our region. However, local material is a significant and well-used
element of Special Collections.
The development of the University cannot be seen in isolation from the region in
which it is based, its historic industry and radical traditions. The University grew
out of the need for technical education in Bradford and much of its teaching and
research has a local focus (e.g. archaeological research in the Yorkshire Dales,
conflict resolution with local communities).
Bradford’s history and that of the University is intertwined with the experience of
the other West Riding cities and of our hinterland and backyard The Yorkshire
Dales, hence our local collecting goes beyond the city itself. Dales authors (W.R.
Mitchell for example) have often taken an interest in the Lake District so we also
collect selectively in that area.
Our local collections include:
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Local Collection of published books, mostly transfers from main library stock
and other libraries
Dyeing and Textile History Collection of published books includes material on
Bradford industry (other material in this collection is Legacy/Finite).
Holden Papers: letters of local wool family.
Archives of and books by local authors including W. “Windyridge” Riley and
his father Joseph, the Swaledale naturalists the Keartons, and poet and
academic Ken Smith, poet and novelist John Waddington-Feather.
Archive, maps and books owned by/written by industrial archaeologist Arthur
Raistrick.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
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Archive and Book Collection of journalist and naturalist W.R. Mitchell, who
chronicles the changing landscapes of lives of the Yorkshire Dales.
Many other important archival collections concerning Bradford, including
Barbara Castle’s diaries, Salt’s daybook, Popplewell Inquiry Papers, Anthrax
Papers.
Collecting priorities
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Standard published works on the history of Bradford.
Historic works published in Bradford (we aspire to hold a copy of all works in
Dickons 18956). Especially if connections to Priestley, wool manufacture, and
our other strengths.
Selectively, works concerning the West Riding which are relevant to Bradford.
Selectively, works concerning the Yorkshire Dales which are pertinent to our
interests in the region (archaeology, landscape, industry).
Archives of local people and organisations if relevant to teaching and
research and which are not more appropriately collected by other bodies. We
are particularly interested in archives which connect to existing strengths, in
local authors and literary groups, in archives which link to key subject areas
like archaeology and peace, and in visual collections with acceptable rights
arrangements.
Selectively, ephemera on Bradford and the Yorkshire Dales.
We do not collect




Published works on areas of Yorkshire other than the West Riding and the
Dales (and to some extent the Lakes) or other regions of the UK unless
relevant to other Heritage clusters.
Archival records of local government (collected by West Yorkshire Archive
Service).
Public records under the terms of the Public Records Acts 1958 and 1967.
Archival records of religious institutions and bodies including Anglican
Christian records as defined by the provisions of the Parochial Registers &
Records Measure 1978 (as amended 1993), and similar official records and
registers of other religious bodies.
Future directions
Our priority for the next couple of years will be working with Settle Stories and
other partners on the Mitchell Archive7 digitisation project, subject to funding.
There are many other possibilities, which will be explored in discussion with local
partners.
Other organisations


6
Bradford Industrial Museum and other local museums and galleries.
Local Studies, Central Library Bradford.
Dickons, J. Norton. Catalogue of books, pamphlets, etc., published at Bradford, in the County of
York. Bradford: Henry Gaskarth, printer, 1895.
7
http://www.wrmitchellarchive.org.uk/
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford






North Yorkshire County Record Office.
Other local studies services in West and North Yorkshire, notably Keighley,
Leeds.
Settle Stories (W.R. Mitchell Project).
The Folly, Settle.
West Yorkshire Archive Service.
Yorkshire Archaeological Trust.
Archaeology
Alongside the archaeological collections covered in other Heritage areas
(Jacquetta Hawkes, Yorkshire material), we would like to build on existing
strengths in archaeology. This is an area of excellence at the University and we
experience demand for archives to assist in teaching and research. Our archives
already cover the many types of archaeology: Hawkes, Raistrick, the Prehistoric
Society, Calvin Wells. As far as possible, we manage archaeological collections
in accordance with the principles and practices outlined by the Archaeological
Archives Forum8.
Collecting priorities
Our priorities lie in areas which are most useful to our departmental colleagues
and most distinctive to the University, and where we are the most appropriate
collecting body.
We would be interested in acquiring further small high quality archives relevant to
our existing collections or with a connection to the University. Angles might
include a focus on women’s archaeology, archaeology of protest, or work in
Yorkshire. We anticipate collecting archives which are more personal and
traditional in format e.g. letters, manuscripts of books about archaeology, rather
than records of excavation.
We do not collect


Material archives i.e. archaeological finds (bones, flints, geological samples,
coins etc. etc. though occasional objects are acceptable to add context to
archives).
Large scale data sets.
Other organisations







8
Archaeological Archives Forum.
Archaeology Data Service.
Archives of individual archaeologists in institutions where they worked or
studied.
English Heritage.
Most of the local organisations listed above.
Prehistoric Society
Society of Antiquaries.
http://www.archaeologyuk.org/archives/aaf_archaeological_archives_2011.pdf
June 2013
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
Other subjects
The above Heritage clusters have been the focus of most attention and our
greatest strengths during the 13 years since the founding of Special Collections.
This suggests that continuing to enhance these areas where we can make a
strong contribution to the work of our University and our sector may be a better
use of resources than trying to collect in new areas. However, we do not rule out
developing collections in other subjects in future. We would do so only after
thought and consultation and if this did not impinge on the collecting policies of
others.
UNDERSTANDING THE LEGACY COLLECTIONS
Most of the Legacy collections were acquired before the founding of the Special
Collections service. Like most archive services, we have since tightened up our
collecting policies to focus on our strengths, and no longer collect one-off
archives which, while interesting in themselves, are out of context at Bradford.
We value the Legacy collections: they are well used in ways relevant to our
mission. However, either they are complete in themselves with little prospect of
further collecting, or comprehensive collecting in their subject areas is the
business of other organisations. Thus we add to them very selectively, only
collecting material that is directly relevant to the collections in hand and that
facilitates the use made of them. We add only by donation, not by purchase or
pro-active methods which require more resources.
The main Legacy collections:



Artificial printed book collections which do not accompany an archive. Most of
these books are transfers from main stock.
Reynolds News. Almost Unique (only other known run is at the British
Library), significant, and well used, but in a format which is very difficult to
store, on paper with inherent vice, and with serious issues around access.
We would not now accept such a collection and we would not accept further
runs of historic newspapers (individual items relevant to Heritage are
accepted).
Most archives not discussed under Heritage. Typical examples are Rawnsley
BUF and Kennally Northern Ireland, small collections of research data which
are heavily used but are in subjects where we have little strength or scope to
collect. None of these archives occupy much space or require much input to
continue to be useful.
Notes on key Legacy clusters
Quaker books
Special Collections has a good collection of Quaker publications from various
sources including Leeds University Library, local meeting houses and Dr
Raistrick. We have most of the standard works and have little scope for further
collecting in this area. In addition, there are more significant collections easily
accessed by researchers e.g. at Friends House or Leeds University. We
therefore do not intend to develop this collection further. However, books which
relate to the Quaker peace testimony, to Quakers in Bradford and Yorkshire, or to
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
key individuals such as Professor Curle or Dr Raistrick are Heritage, and would
be collected, subject to the claims of other organisations.
Yugoslav material
The University has a long history of Yugoslav connections and studies which can
be seen throughout Special Collections. These continue to be valued as part of
the University Heritage cluster. Other Yugoslav material is relevant to our
peace-making collecting interests. We do not now believe that it is appropriate
for us to develop Yugoslav material outside our Heritage clusters. The University
no longer has a research unit in this area, and because of the specialist language
skills required, it is not possible for a small service like ours to offer the level of
support such collections require.
OTHER FACTORS IN COLLECTING DECISIONS
In all collecting decisions, we carry out formally or informally a cost-benefit
analysis: will the cost of managing this material be justified in its value to our
mission and its likely usefulness, bearing in mind our limited resources? Here
are the most important factors we consider.
Arrangement
The level or kind of organisation of a collection of archives or ephemera will be
taken into consideration. Unsorted documents (not filed or otherwise organised)
require significantly more staff time to process them for use.
Audiences and use
To justify our long-term investment in these materials, we seek to acquire
collections which are relevant to multiple audiences now and into the future.
Material which is of use only to one staff member or student and otherwise
irrelevant to our collecting policy will not be acquired. All Heritage collections
appeal to internal and external groups and offer scope for teaching, academic
and personal research, marketing, fundraising, partnerships, and many other
activities and audiences now and into the future.
Condition
Special Collections will not accept material which

poses a hazard to staff and users.

might damage existing collections.
Hence we will not take unstable formats (nitrate film, certain plastics) or materials
affected by active mould or infested by insects.
We will also not accept large volumes of material which is in very poor condition
even if it does not threaten health or collections (e.g. brittle newsprint) unless the
extra costs in making it usable can be covered or justified.
All new acquisitions are quarantined.
Better copies of published works may be accepted to replace existing copies in
poorer condition e.g. with dustjacket.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
Date
We do not set limits on the dates of material to be acquired. However, we
anticipate that future collecting will follow the existing pattern: overwhelmingly mid
19th century to the present day. This is because of the chronology of our
Heritage collecting clusters, which reflect in turn the age and history of the
University, its subject specialisms, and the history of Bradford itself.
Format
Special Collections will accept material in any format usual in libraries and
archives, providing this format can be safely stored and readily made available to
users given our staff and space constraints.
We welcome these formats.




Archival documents, including photographic media.
Ephemera such as flyers and postcards.
Printed books, pamphlets and journals.
Standard digital formats (e.g. Word, PDF, Excel, jpg) – though our collecting
in these areas is in its infancy.
We accept these formats with certain caveats:





Press cuttings, where these have UD qualities e.g. curated in a Heritage
collection setting or from rare titles. Press cuttings from mainstream press
and/or titles freely available online are not accepted.
Maps. Size, fragility and access concerns must be considered.
Audiovisual formats (standard formats which we can support e.g.
audiocassettes and which we can legally make available).
Oversize books. We have very limited non-standard shelving space.
Objects/realia, in small quantities and manageable size, which are integral to
an archive, and shed light on its creator or subject (e.g. J.B. Priestley’s pipes,
essential to his persona and writings). The formats listed below would not be
accepted. Peace-related artworks, banners, badges etc. redirected to Peace
Museum.
We are unable to accept:

Film (redirected to Yorkshire Film Archive).

Framed artworks (to University’s Permanent Art Collection or appropriate
gallery).

Large scale data sets.

Microforms.

Objects/realia whose size, physical qualities or ethical issues means we
cannot properly house or manage them e.g. botanica, artefacts, human
remains. We would redirect to University departments or museums etc.
elsewhere.

Off-air recordings unless acquired via the University’s recording service.

Photocopies unless we are legally able to make them available.

Runs of bound or unbound newspapers.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
We do not generally seek to acquire copies of archive materials which are
publicly accessible elsewhere in the UK or online. For Heritage collections, we
would selectively consider copying material either in private hands or in
collections overseas if the material was considered significant enough to justify
the staff time and storage issues.
Language
Most Special Collections materials are in English though the Mitrinović Library
includes many volumes in Serbo-Croat, German, Russian and other European
languages. Most European languages and many others are represented in the
archives.
Individual published items or materials within an archive may be accepted in any
language providing they match the collecting policy.
We would not accept a large collection of material in any language other than
English unless,




It fits our Heritage collecting
AND
Funding is available for the much greater cataloguing and other staff input
required (and note that the difficulties are considerably multiplied for material
in non-European languages or non-Roman alphabets).
Potential use and other value make it worth the input of resources.
Legal issues
Special Collections will not accept collections where legislation seriously limits
access and use. The two main areas of concern:
Copyright
Collections earn their keep when users can have and use copies (as they
increasingly expect) and staff can share images and content to promote them.
We actively seek to make these activities possible by negotiating with collection
donors for transfer or licensing of rights. We will not accept collections of artistic
or audiovisual material in copyright unless we are able to acquire these rights.
We will not accept collections where allowing access to material infringes
copyright law (for example, collections of photocopies or downloads).
Data Protection
Special Collections exist for use. Collections which cannot be made available to
the public take up space and other resources for no benefit. Entire collections
consisting of sensitive personal data will not be accepted and caution will be
exercised in accepting any material which will have to be closed under the Act.
Partners
Special Collections wishes to play its part in building effective national and
international networks of material held in the most suitable organisations.
Inevitably our collecting efforts overlap with those of others (as outlined above for
each Heritage cluster). We wish to avoid competition, conflict and duplication of
effort and to ensure collections are placed in the most appropriate organisation
for the benefit of users.
June 2013
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
Thus,




We collaborate with other organisations collecting in similar areas to
ourselves.
We keep in contact with organisations co-ordinating collecting activity, notably
the National Archives, and informal groups such as HE Archivists, GLAM and
NORLA.
We maintain awareness of the collecting patterns of other institutions via our
professional networks.
We ensure potential donors are made aware of other organisations with
overlapping remits which might better suit their collections and needs.
Size of collection
The scale of a potential acquisition is highly significant. We ask many more
questions before accepting a large archival collection compared to a single
published volume because of the different level of resources committed
indefinitely.
COLLECTING PROCESSES
Special Collections will accept only material to which the donor or seller has legal
title and to which it is able to acquire legal title.
Items may be acquired by gift, bequest, exchange, purchase on the open
antiquarian market, or by pro-active collecting methods. Many printed books
(notably for University Heritage) are received via internal transfer from main
library stock; University records are also received via internal transfer. Otherwise
most Special Collections material has been and will continue to be donated or
collected pro-actively.
Acquisitions are documented following standard professional practice. All
donations and purchases are confirmed in writing and accessioned as part of the
audit trail. A signed memorandum of agreement or form is required from all
donors of archives, covering issues such as access, freedom of information, and
copyright. All donations of printed material are acknowledged in writing.
Purchasing
The Library is currently unable to fund Special Collections to buy through the
antiquarian trade, though occasional purchases of new publications or low-cost
second-hand materials are funded by subject librarians where these support
teaching and research.
Thus we rely on external funding to support purchasing to enhance collections. It
is a strategic priority for Special Collections to build links with individuals and
organisations so that we are able to respond quickly when significant items come
onto the market. We only purchase to support Heritage collections.
Priestley and Hawkes are the collections where key items are most likely to
appear in the antiquarian trade. We would consider purchasing publications by
these authors which fill gaps in collections and archival items which add
significantly to knowledge of the writers or which might help with marketing or
income generation (manuscripts, significant letters e.g. to someone important or
discussing writing rather than appointments, notebooks covering writing,
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
photographs). Certain Local items are also priorities, notably the notebooks of Dr
Raistrick which may shed light on our important but under-documented map
collection.
Special Collections follows established professional practice when purchasing:
where items are purchased on the open market, purchase from booksellers is
preferred to purchase at auction. Purchase at auction is via a recognised bidding
agent. Purchase from individuals will be subject to valuation by a reputable third
party.
Unlike many other archives, we have no deposit collections which are vulnerable
to sale and for which emergency fundraising may be required to retain public
access.
Donations and deposits
In accordance with modern professional practice, it is the policy of Special
Collections to accept material only if ownership is transferred to the University of
Bradford (i.e. donation not deposit or loan).
Material currently on deposit in Special Collections:




A small working collection of Priestley photographs and ephemera (mainly
concerning Priestley play productions) belonging to the J.B. Priestley Society
(an arrangement reviewed annually by the Special Collections Librarian and
the Society Council).
Remaining Commonweal archives historically “deposited” with Commonweal
and awaiting update of their legal situation. We are seeking to clarify
conditions with depositors where they can be traced.
Books and pamphlets transferred from Commonweal Library to Commonweal
Rare Books collection remain on deposit to the University as with
Commonweal Library itself.
We occasionally borrow materials from individuals or organisations for
exhibitions or copying to add to collections. The legal position, insurance
arrangements etc. are discussed as part of the process.
If in exceptional circumstances, the Special Collections Librarian believed it was
appropriate to accept a new deposit collection, the arrangement would be
reviewed annually or at other appropriate regular intervals: no “permanent loans”.
Unsolicited donations
Unsolicited donations to Special Collections are added to stock only if they meet
our collecting policy. Unwanted materials are rehomed following our
deaccessioning policy for UD material or following procedures established in the
main library for non-UD material.
Pro-active collecting
Like other services, Special Collections recognises that the collections of the
future (especially those in digital formats) will be created, and hence collected, in
very different ways. Rather than waiting for volumes of paper to be donated
when they are no longer wanted by their creators, we will actively seek out and
work with those creators and generate and enhance new material via innovative
technologies.
June 2013
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
Our efforts in these areas will concentrate on creating and acquiring material to
enhance Heritage collections, in particular curating web presence and capturing
memories around collections via oral history and social media. We will also
continue to gather and curate physical ephemera.
Duplicates
Printed books
The question of duplicates among printed books in Special Collections is treated
with great caution.
Each Special Collection forms an individual resource; therefore duplication
between collections is not necessarily an issue.
Where duplicates exist within a printed book collection, the usual practice will be
to retain the best copy in the collection and put the other(s) into main stock or
otherwise rehome them. Occasionally an extra copy may be retained for
exhibition or loan purposes. Only identical copies would be treated in this way:
variants in physical state, provenance etc. may be of great interest to researchers
and one of the strengths of Special Collections.
We do not keep bulk copies e.g. of University publications.
Archives
In accordance with standard archival practice, we weed multiple copies of
leaflets, flyers and other materials found in archival or ephemera collections. We
may retain extra copies to allow for use in exhibitions.
Transfer from Main stock and Commonweal Library
Items in main library stock or Commonweal Library will be considered for transfer
to Special Collections if they are unique or distinctive, based on the following
criteria:









Archival/manuscript materials.
Hand-press era book (pre-1850).
Late 19th century works are increasingly rare and fragile - consider unless
common and mainstream.
Significant provenance e.g. people relevant to University or Commonweal
history or other well-known/traceable individuals.
Significant extra-published material.
Unusual formats which cannot be safely stored on standard shelves e.g.
artists’ books, miniature books.
Rarity e.g. no or only one other copy on COPAC.
Exceptional market value.
Relevance to Heritage collecting interests (e.g. Priestley contribution,
University publications, University grey literature, Bradford).
For copyright and access reasons, Special Collections will not accept off-air
recordings unless provided by the University’s inhouse service, unusual audiovisual formats or other problematic materials.
For preservation reasons, archives, hand-press books and items with important
provenance should be considered for transfer as soon as they are identified.
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford
Other materials can usually remain in main stock until they are no longer relevant
for current teaching and research: these are flagged so that they will not
inadvertently be deaccessioned or repaired inappropriately.
Accessioning and cataloguing
While not strictly part of our collection development policy, this information is
relevant to the lifecycle of collections and it may be helpful to potential donors or
other collecting organisations to include it here.
All new acquisitions are entered in our accessions register spreadsheet on
receipt. We supply annual returns to The National Archives survey of new
accessions of archives. New acquisitions are promoted via our web pages and
social media as soon as we are legally and practically able to do so.
Along with others in the archives sector, we are increasingly moving towards a
model of cataloguing archives on demand rather than on receipt. Special
Collections processes new archives acquisitions for use as quickly as possible
through initial surveys, collection descriptions and boxlists, followed by more
detailed cataloguing when possible and as justified by user demand. Archives
are catalogued using ISAD(G)2 on spreadsheets. These are the basis for finding
aids in Word and PDF formats which are made freely available online and
entered on the Archives Hub.
Printed books are catalogued using accepted standards (currently AACR2 and
MARC) on the Library’s management system and contributed to COPAC.
Individual manuscripts are treated as books or archives as seems most
appropriate for the material and its potential users.
We are developing a system for quickly cataloguing our huge collections of peace
pamphlets and ephemera using spreadsheets.
Deaccessioning
Special Collections carries out standard archival appraisal on all archive
collections when catalogued or retrospectively for historic collections. New
donors are informed of this process on donation, as are historic donors where
they can reasonably be contacted. We also manage duplicates as laid out
above.
Other than these standard professional practices necessary to make the most of
any collections, there is a strong assumption that material in Heritage collections
will not be sold or otherwise deaccessioned.
Material in Legacy collections would seldom be deaccessioned because it is
significant and well-used even if not core, but this option would be considered if a
more appropriate and publicly accessible home became available.
The small quantity of Self-renewing material in Special Collections will be
deaccessioned when it ceases to be useful.
We aspire to deaccession all material identified as Finite.
Deaccessioning UD material
Special Collections follows established professional practice in deaccessioning
UD material:
June 2013
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Collection Development Policy. Special Collections, J.B. Priestley Library, University of Bradford

Disposals Policy for Rare Books and Manuscripts, CILIP Rare Books and
Special Collections Group (2007)9
Archival practice, as advised by The National Archives10.

Wherever possible we seek to make material most widely available to potential
audiences, by rehoming it in a record office, university special collections service
or other publicly accessible repository holding relevant collections.
Deaccessioning non-UD material
Non-UD material (Self-renewing and most Finite) is deaccessioned following
professional practice and the policies of the main library and of Commonweal (as
appropriate). We will endeavour to balance finding such material a suitable home
with the considerable demands that the historic bulk of this material places on our
limited staffing and space resources. Most peace-related and other low-value but
saleable materials are offered to Commonweal for their regular book sales.
REVIEW OF THIS EDITION
We aim to review this policy annually and to write a new edition when changing
technologies, practices and situations render it outdated.
9
http://www.cilip.org.uk/get-involved/special-interest-groups/rare-
books/policy/pages/policy_sales.aspx
10
Guidelines under Appraisal and Disposal/disposition
http://www.nationalarchives.gov.uk/information-management/guidance/a.htm
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June 2013