COLLECTION MANAGEMENT POLICY
Jesse Van Vechten Vedder Memorial Research Library
Greene County Historical Society (GCHS)
Preamble
The Vedder Research Library is the bibliographic arm of the Greene County Historical Society (GCHS)
and is charged with collecting material on the history of Greene County and its communities, before and
after creation of the political subdivisions. We also may collect items on related topics such as relevant
subsets of the history of neighboring counties and communities and the State of New York.
Purpose of Collection Management Policy
This policy is established by the GCHS Board of Trustees to guide its Library Committee and Library staff
in the management of the collection and to inform the public of the principles upon which we make
decisions on the maintenance and use of the collection.
Collection Management Mission
The mission of the Vedder Research Library is to provide free onsite access to its collection on Greene
County and related history.
Responsibility for Collection Management
The Trustees delegate to the Librarian the authority and responsibility for selection and management of
all print, nonprint, and electronic materials, within the framework of this policy. Acknowledging that
evaluation is an ongoing process, the Librarian will review the collection management plan at the end of
every calendar year for needed changes. The Librarian will allocate the budget accordingly and revise
policies and procedures to reflect the current condition of the collection and users' needs.
Collection
The Library has about 400-500 cubic feet of material predating the 1800 establishment of Greene County
up to today, as follows:
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Historic Manuscript Collection, including:
o Three sets of vertical files arranged alphabetically by subject. One set is genealogical
material arranged by family; another is a potpourri of information on the County’s
communities, prominent businesses, and numerous other topics; the third is a collection of
older, rarer original material. The types of materials included in these files are newspaper
clippings, brochures, booklets, and other ephemera. The third set includes holdings such as
personal and business papers of the Bronck family who originally settled the area around the
Library;
o Manuscript volumes such as personal scrap books, family Bibles, and business ledgers;
o Manuscript boxes containing papers relating to a single topic such as a family, a social
organization, or another specific entity. For example, the Edward Ely Sherman Collection
contains family letters; account ledgers and data on the ice harvesting industry on the
Hudson River; original bonds, indentures, and deeds; photographs; and diaries. The Van
Loan Ryder Collection has pictures and print material on Hudson River steamboats;
Surrogate’s Court Records. Greene County selected the Library as the repository for its archival
Surrogate’s records. These are records of Court actions involving wills, probates, and other activities
from 1800 to approximately 1920. There are recording volumes and original documents in the
collection;
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Photographs and Maps;
Microfilms of local census records and newspapers;
Books and Monographs; and
County and local newspapers.
Selection of Materials
Collection development decisions are made on the basis of staff judgment and expertise. Factors used in
decision making include popular demand, community needs and interests as determined by Library use
and users' surveys, current interest and usefulness, cost, physical characteristics and quality of the item,
and its appropriateness for Vedder patrons. Shaping the selection process are budget and space
considerations and the availability of desired items in other library collections.
Selection refers to the decision to retain as well as to add to the collection. The Library considers all
acquisitions, whether purchased or donated, in terms of one or more of the following:
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Materials will be chosen to enhance the mission of the Library and its chosen roles in the community.
The Library's goal is to provide a scholarly research center.
Multiple copies of works may be obtained to fulfill requests within a reasonable time period.
Materials will not be rejected for acquisition solely on the basis of medium. The Library will attempt to
provide materials in nonbook format when it is felt that they fulfill the collection's role and mission.
In the development of its collection, the Library recognizes that it is impossible for a small special library
to provide a balanced comprehensive collection that is strong enough to meet all user needs. The Library
supplements its resources through referrals to other libraries.
Items for the collections of the Library may come through purchase or donation. In rare instances the
Library may trade one item for another, but only to another nonprofit, educational institution. It is the
policy of the Library not to trade accessioned items to individuals.
Except in unusual circumstances, no collection or item will be accepted with restrictions. Any restrictions
placed on a collection will be for a stated period; 5 years is suggested. Potentially sensitive material may
require additional time.
The Library will not knowingly acquire items that have been stolen, illegally exported from their country of
origin, or illegally removed from their previous location. The Library will only lend or donate to an
institution that certifies compliance with these guidelines. The Library will not knowingly accept or
purchase any item whose title is in question.
The Library does not consider its accessioned collections financial assets since they are to be held, for all
practical purposes, in perpetuity.
In rare instances, the Library may agree to acquire or retain a collection whose total components are not
all related to the purposes of the Library. This may be done when its provenance and associations would
make its dispersal a loss to society. In these cases, the Library has a responsibility to retain and preserve
the collection intact.
No employee, volunteer, or trustee may accept or acquire any item for the collection on behalf of the
Library without the specific approval of the Librarian. Items will be purchased or accepted only by the
Librarian.
When an item is acquired it must have appropriate documentation, such as a bill of sale or gift
agreement, giving clear title to the Vedder Research Library. It then will be accessioned, cataloged, and
documented as needed. An updated record of its location will always be maintained. All acquisition (e.g.,
bill of sale), accession, and catalog records will be periodically duplicated and placed in a separate,
secure location.
All items will be cataloged and made available for public use during regular established hours. All
cataloging procedures will follow accepted standards.
Accessibility of Materials
All materials selected under the guidelines of this policy will be available to the public in noncirculating
collections, within the rules governing the use of such materials. Requirements for responsible use may
be applied to the use of certain materials and/or equipment. Labeling and/or special shelving of materials
may be used for some collections but will not be used for the purpose of restricting access or prejudging
content.
Items will be delivered and rehoused or reshelved by Library staff members. Patrons will work only in the
designated research area.
Library materials representing a wide range of interests and reading levels are selected to meet the
needs of the customers. The responsibility of choosing from this range of materials rests with the user.
Parent/Guardians are responsible for supervising their children's use of library materials.
Library users must sign in daily and follow all research room rules. Because of possible donor or legal
restrictions or fragile physical condition of the materials, access cannot be assured to all holdings. The
Librarian is responsible for making such determinations.
There are card catalogs with bibliographic records of the collection. There may also be detailed finding
aids. Books, monographs, and many manuscripts will be listed in the online catalog when developed.
Because of the great variety of subjects and formats of material in the Library’s collection, it is advisable
that users discuss research needs with staff to ensure that all potentially important material related to
their subject are investigated.
The Library may refuse access to an individual researcher who has demonstrated such carelessness or
deliberate destructiveness as to endanger the safety of the material, or to a researcher who has violated
the policies and regulations of the Library.
To protect its collection, the Library may require acceptable identification of any individual wishing to use
its materials, as well as a signature verifying the individual has read a statement defining the policies and
regulations of the Library.
The Library may limit access to unprocessed materials, so long as limitations are applied and enforced
equally.
Requests for information from off-site locations will be subject to research, shipping and handling, and/or
other applicable fees that are posted at, and available from, the Library.
Out-Loan Policy
Uncontrolled environmental factors, quality of handling, and lack of security are among primary concerns
that discourage the use of the collection for display outside the Library. The Library will lend items only for
specific exhibitions. Copies may be supplied when exhibition use would endanger original items.
Requests for loans may be denied if, in the Librarian’s judgment, an item is too fragile or if insufficient
advance notice has been given by the requesting entity. Advance notice of one month is required. All
loans to outside institutions must be covered by loan agreements and fully insured by the borrowing
organization with a copy of the certificate of insurance held by the Library. The Library, whenever
feasible, delivers or couriers items. Expenses of the transport will be borne by the borrower.
No item in the Library's collections may be used or borrowed for personal gain or convenience by any
individual.
Copying
The Library may provide black and white photocopies of material, dependent upon condition of material,
copyright, or donor restrictions. Prices for photocopy services are posted at, and available from, the
Library. Multiple copies of manuscript items are not allowed. No book, logbook, ledger, or other item will
be copied in its entirety. No more than 15 pages or 20 percent (whichever is less) of any item will be
copied at one time.
Copies are made for research use only. They cannot be sold, reproduced, exhibited or published in any
form, including electronically, without the written consent of the Library or, in the case of published
material, the holder of copyright.
The Library reserves the right to deny copying any materials due to condition, copyright, donor
restrictions, invasion of privacy, or other ethical or physical considerations. A staff member will make
copies. Library staff will determine whether an item can be copied.
Photographs
If a photograph is required for publication or other use, researchers should make their own arrangements
to have the material photographed. Researchers must provide the photographer with all information
needed to retrieve the material and instruct the photographer to request the material several business
days in advance of use.
Photographs taken on the Library grounds must be for personal use only and cannot be sold, reproduced,
exhibited, or published in any form, including electronically, without the written consent of the Vedder
Research Library. The following items may be photographed only with permission from the Librarians:
items inside the building; items for which the Library owns property rights or copyrights; items on loan to
the Library. Tripods, flashes, strobes, and fixed studio lights may not be used in the Library without
permission.
Photographic copies of fragile items may be available where other copying is not acceptable. All
negatives become the property of the Library.
Copyrights
In general, the Library and the GCHS do not hold the copyright to the items in the collection. The
researcher is responsible for obtaining permission from the copyright holder before publishing any of this
material. If the work is subject to copyright, the copyright remains with the producer or publisher of the
work or others to whom the copyright may have been assigned. This applies to unpublished manuscripts
and graphic material, as well as published documents.
The Copyright Act of 1976 (Public Law 94-553; Title 17, United States Code) is the current copyright
statute. Detailed questions concerning the application of this law should be referred to the Copyright
Office, Library of Congress, Washington, DC 20559, or to an attorney. All applicable restrictions regarding
copyright and literary rights should be respected.
In addition, we ask that any material reproduced from our collections include the credit line "Courtesy of
the Vedder Research Library, Greene County Historical Society."
Potential Controversial Materials
The Library does not promote particular beliefs or views. Materials are not marked or identified to show
approval or disapproval of contents, no materials are marked to restrict their use by ages, and no
materials are sequestered except to protect valuable items from injury or theft. We do not exclude an item
because of the origin, background, or views of its creators.
External Electronic Information Resources
Providing connections to global information, services, and networks is not the same as selecting and
purchasing material for a library collection. Determining the accuracy or authenticity of electronic
information may present special problems. It is left to customers to determine what information is
appropriate to their needs. However, the Library’s computers cannot be used to access material unrelated
to our mission.
Discarding and Replacement of Materials
To maintain a vital, current collection that meets the needs of our community, examination of materials is
an ongoing process. An item is considered for discard when it is obsolete or outdated; worn beyond use;
damaged; no longer circulating and/or used for reference purposes; one of many copies of a title; and/or
no longer appropriate to the collection.
A work chosen for discard may be replaced with another copy of the same title or another work on the
same subject. Withdrawn but usable items are disposed of for the benefit of the Library. Proceeds from
the sale of any deaccessioned item will be designated only for Library operations, including collection
acquisitions.
The Library is aware of its obligation to refine and upgrade its collections. However, deaccessioning
should not be a regular occurrence since we have accepted the obligation to preserve objects and hold
them in public trust. Any perception that disposal is common may discourage donations and work against
our best collecting interests.
Items that have deteriorated beyond recovery or usefulness will be disposed of responsibly. Other items
that have been deaccessioned must be either traded or sold to another institution, offered to the original
donor where practicable, or sold at third-party public auction or in the public marketplace. No item may be
sold or donated to any other individual or corporation, except by these means.
No Library staff member or GCHS trustee or their agents may bid on or purchase any items that have
been deaccessioned, except when the items have been advertised and offered for sale at third-party
public auction or in the public marketplace.
The Library will not deal in the sale or consignment of any items related to its collecting purposes except
as outlined in this document. To do so would give the impression and appearance that collection objects
generally are for sale and in so doing damage the Library's reputation and its ability to fulfill its public trust
responsibilities.
Gifts
Gifts are accepted with the understanding that they will be evaluated with the same criteria used for
purchased materials. If they do not meet these standards they may be conveyed for the benefit of the
Library or disposed of if condition warrants.
Gift materials that enhance the collection according to the guidelines of the “Selection of Materials"
section above may be added to the collection. Not all gifts will be recommended for retention. If a gift is
integrated into the collection, the Library reserves the right to decide the conditions of display, housing,
access, and withdrawal of the material.
The Library will not appraise gift materials for tax purposes. The Library will, upon request of the donor,
provide a written receipt of the gifts indicating only the number of items and a general description of the
materials.
Gifts to the Library in the form of "memorials" or "honorariums" are also subject to the guidelines set forth
in the “Selection of Materials" section above. Unacceptable material will be returned to the donor with a
brief but courteous explanation of why the item is unsuitable.
Customer Comments on Library Materials
Specific procedures have been established for the use of customers who wish to make comments on
materials held by the Library and Library operations.
Revision of the policy
This statement of policy will be revised with the approval of the GCHS Board of Trustees as the times and
circumstances require.
Accepted as the policy of the Vedder Research Library by the GCHS Board of Trustees.