Deaccession Policy

This policy specifies the criteria to be considered when the HSU Archives disposes of items which have substantial research or financial value. It outlines the methods to be employed when deaccessioning takes place. It does not pertain to routine weeding of archival collections according to accepted practice.

Evaluation of Materials

The following will be considered by Archivist and staff: 

  • Does the material fall within the scope of current collecting policies?
  • Is the material a duplicate or does it duplicate information already held in the collection in another format? 
  • Has the material deteriorated beyond real usefulness? 
  • Do any externally imposed restrictions such as donor agreements, apply to the material? 
  • How will deaccessioning the material affect public access to information?

Disposition

The HSU Archives may sell, exchange or otherwise dispose of duplicate materials or materials not related to the institute. In practice, material to be deaccessioned may be transferred to other scholarly intuitions, offered for public sale or destroyed. Any such dispositions of material with substantial research or financial value will be governed by the following considerations: 

  • Materials must be free of all legal impediments. There will be no deaccessioning of materials when this action is contrary to any written agreement between the Archives and the donor. Reasonable attempts will be made to consult donors when materials are considered for deaccessioning. 
  • No private sales or gifts of such materials will be made to University faculty, staff, board members, or to members, of their immediate families. 
  • All proceeds from the sales of such materials will be used solely to further the preservation of development of HSU Archives’ collections. 
  • The methods of disposition will be decided by the HSU Archivist.