Rare and Special Materials Collection Policy

This collection, which will constitute only a small portion of Special Collections, will consist primarily of rare materials taken from the Chester Fritz Library General Stacks. If Special Collections purchases include materials that can be judged to be rare, these items will also be added to the collection. In absolutely no case will materials be purchased simply because they are rare if they do not meet the academic needs of the collection.

On a selective basis, special materials will be added to the Rare Book Collection due not to their rarity but to their extreme cost. Items may also be added on a selective basis if their format (i.e. loose plates, slides, etc.) and their cost combine to make inclusion logical.

No set standards will be established for rarity, or cost of format in regard to inclusion. It will be general policy, however, to consider this collection as highly selective and restrictive. The final decision for inclusion of materials will rest with the Heads of the Department of Special Collections, Collection Development, and Cataloging.

Guidelines

The Library has two collections for which to evaluate materials. The list of characteristics given under each are to serve as a guideline for consideration for inclusion in either collection.

1. Rare Books in Special Collections (closely meeting these criteria)
1. Publications in OCLC with 10 or fewer libraries collectively with holdings AND few/none other editions
1. # copies worldwide of this exact edition – 10
2. # copies in US of this exact edition - 5
2. Printed in Dakota Territory prior to 1889
3. Published in any state before its statehood
4. Special binding/fine press edition
5. Numbered limited edition; our copy numbered
6. In similar condition as described by out-of-print book dealers and at considerable expense, e.g. over $500
7. Signed by the author
8. Content unique, difficult to find in another way
9. A portion of the content is about North Dakota or North Dakotans/Dakota Territory, Red River Valley
10. Includes valuable prints likely to be sold separately on e-bay, etc., therefore in danger of theft
11. Relatively rare in poor condition that is deemed worthy of protecting – mending would ruin value or damage binding, cover, etc.
12. To help preserve fragile materials, a digital copy fully available in public domain may be added to the catalog.
2. Supervised Access Collection (meets some criteria or as determined by Head of CD and ABC, in consultation with Bibliographers)
1. Publications in OCLC with 20 or fewer libraries collectively with holdings AND few other editions
1. # copies worldwide of this exact edition – 20
2. # copies in US of this exact edition - 10
2. Printed in North Dakota/Dakota Territory prior to 1920
3. Printed before 1890
4. Special binding
5. Numbered limited edition 500 or less; our copy numbered
6. Inscription/presentation copy
7. In similar condition as described by out-of-print bookdealers and at considerable expense, e.g. over $500
8. Content unique, difficult to find in another way
9. A portion of the content is about North Dakota or North Dakotans/Dakota Territory, Red River Valley
10. Includes valuable prints likely to be sold separately on e-bay, etc., therefore in danger of theft
11. First edition and 1st printing, special or noteworthy, or with unusual publication history
12. Other formats available (e.g. ultrafiche) do not fully replicate the book, e.g. color plates, maps, etc. missing and therefore be only in the print book
13. Relatively rare in poor condition that is deemed worthy of protecting – mending would ruin value or damage binding, cover, etc.
14. Annotations/marginalia or markings that enhance the value and/or are by a person of particular interest.
15. To help preserve fragile materials, a digital copy fully available in public domain may be added to the catalog.

Date approved: 2015-6-9