The Library
Policy No.: 1
Approval Date: September 2012
Last Revision: August 2012
Responsible Executive: Associate University Librarian, Collections
Title: Policy and Guidelines for the Transfer of General Collection Material to Rare Books and
Special Collections
Background & Purposes:
UBC Library will ensure that materials in the general collection that have over time gained
special historical, monetary or cultural value will be transferred to the appropriate rare books
and special collection location within the UBC Library system.
Scope:
Transfer Guidelines, Part 1:
Books should be transferred to rare books facilities when they are:
1.
2.
3.
4.
Books printed before or in 1850.
Books printed in Canada before or in 1867.
Books printed in the United States of America until the end of the US Civil War (1865).
In addition, the following categories of books can be transferred when they are not
already in one of the rare book areas.
a. Books printed in the three Prairie Provinces and the then Northwest Territories
before 1918.
b. Books printed in and about British Columbia and the Yukon prior to 1918.
c. Books printed in Newfoundland before 1949.
d. Textbooks used in Canadian schools printed before 1918.
e. Canadian, English and American children’s books printed before 1939.
f. Finely produced portfolios (books with unbound elements).
g. Books printed in fascicles (distinct parts each with a cover or title page).
h. Books printed in editions limited to 200 or fewer copies.
Note: Facsimile editions (books with an “a” after the date in the call number (as in 1642a)
should not be transferred.
Governing Principles:
Transfer Guidelines, Part 2:
1. Staff should bring the following categories of books to the attention of the rare books librarians:
a. Significant association copies or autographed books, i.e. books signed by a famous author
or gifted by or to famous people.
d. Books with added manuscript or other material of significance.
c. Books of aesthetic importance, including: fine printing, fine binding, books with finely
engraved plates.
d. Books thought to be of very high value.
e. Books that may be vulnerable to vandalism of loss such as; Erotic books, especially
illustrated works; Curiosa, very unusual books, for example books with highly disturbing images
of death; Esoterica, books from or about very controversial religious groups.
2. At the discretion of the Head of Rare Books and Special Collections or designate(s),
materials listed in the Guidelines Part 2. May be placed in Rare Books and Special
Collections.
Notes:
3. The guidelines below, consistent with ACRL guidelines, are designed to assist UBC
Library staff to identify and transfer materials from different areas of the Library to Rare
Books and Special Collections areas when these materials require the additional
protection and care afforded them by these areas. These guidelines may be used by
any Library staff member.
4. Where this guideline uses the words ‘book’ or ‘books’ it means printed materials
including books, maps, pamphlets, serials, broadsides, newspapers, printed music, etc.
These guidelines do not include photographs, AV materials, archives or realia. Before
transferring any material in these categories please confer with staff from Rare Books
and Special Collections.
5. Generally speaking rare books are placed in Rare Books and Special Collections in the
Irving K. Barber Learning Centre. Before sending books to the smaller rare books
collections in Law, Music, Woodward, and the Asian Library please consult with RBSC.