Special Collections Development Policy
The University of Sussex Charter (August 1963) states that “The objects of the University shall be to advance learning and knowledge by teaching and research to the benefit of the wider community.” Special Collections supports this objective by caring for, and providing access to archival, rare and unique collections to support research, learning and teaching within the University of Sussex and the wider community.
1. Overall policy and priorities
Special Collections will collect materials that support and develop current collection strengths and the research strengths within the University of Sussex. We recognise that research strengths may diversify and require different resources and that this may influence our collecting remit. We will consider applications from members of the University to collect materials in other areas that will support research.
Special Collections incorporates the Mass Observation Archive, a Charitable Trust in the care of the University of Sussex, which has its own specific collecting remit and collections policy.
This policy is reviewed annually with reference to the University of Sussex Library's Content Strategy (under which this policy sits), the University of Sussex Library Collection Development and Management Policy, the Mass Observation Archive Collections Policy and The Keep Collection Management Policy
2. Geographical area
Special Collections generally collects materials originating from all areas of the United Kingdom whilst recognising that it has established collection strengths in some areas outside the UK.
3. Subject area
General strengths and collecting priorities lie in the following areas:
- 19th 20th and 21st century literature
- 20th & 21st century social, cultural and political history
- University of Sussex’s historical archive including artworks and papers
- German Jewish life history
- resistance testimony
In addition, Special Collections will consider the acquisition of materials relating to the local area (i.e. Sussex) where such materials have a national significance.
4. Chronological period
The chronological focus for archival materials currently held is based in the 19th, 20th and 21st centuries.
The Rare Books collections range from late 15th Century to late 20th century printed books, including 24 incunables and 180 books printed before 1600.
5. Genre or media of records held
Special Collections will consider all formats, including digital materials, which will be held in accordance with The Keep Digital Strategy and the University of Sussex Digital Preservation Policy.
6. Cooperation with other repositories whose collection policy overlaps
When advising potential depositors, Special Collections will draw attention to the existence of other repositories with similar or overlapping interests to ensure that material is offered to the most appropriate institution.
In instances where new collecting areas are being considered to support the University’s research themes, Special Collections will notify The Keep Collections Panel at the earliest opportunity.
7. Methods of acquisition
Material is generally acquired by gift. In exceptional circumstances materials may be accepted on loan. The terms of all gifts and loans will be agreed between the depositor and the University in the form of a deposit agreement document.
Special Collections will consider all offers of material in light of current holdings, the research priorities of the University and with regard to holdings at other institutions.
There is no budget allocated for the purchasing of archival material. However, Special Collections may consider applying for external funding to support purchases in exceptional circumstances and where documents have a close connection to existing deposits. Acquisitions purchased with the assistance of grant aid will be held subject to the terms and conditions of bodies from whom such aid has been received.
8. Conditions associated with accessions
Materials cannot be accessed for research until they have been catalogued and preserved to an agreed standard. Consideration will be made to resources available to undertake such work when deciding on acquisition. Materials will not be accepted until these resources have been identified and secured except in exceptional circumstances. Donations should be accompanied by the appropriate consent forms as necessary.
9. Selection policy
Special Collections reserves the right to dispose of any materials that are not selected for permanent retention.
Special Collections retains the right to transfer the collection to a more appropriate repository should circumstances change and in the light of scholarly and professional advice.
Any disposal or transfer of materials or a collection will, where appropriate, be undertaken in accordance with the relevant deposit agreement.
10. Unsolicited donations
Special Collections cannot accept donations without prior arrangement. In such cases items will only be retained if deemed appropriate or relevant to the development principles of Special Collections. Once donated, Special Collections reserves the right to return or dispose of materials without reference to the depositor.
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Review / Contacts / References |
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Title: |
Special Collections Development Policy |
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Date approved: |
09/2013 |
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Approving body: |
Library Leadership Team |
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Last review date: |
04/2023 |
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Revision history: |
05/2020, 04/2021, 04/2022 |
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Next review date: |
04/2024 |
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Related internal policies, procedures, guidance: |
Content Strategy |
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Document owner: |
Library |
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Lead contact / author: |
Collections Senior Manager |