Special Collections and University Archives Collection Development Policy

Special Collections and University Archives Collection Development Policy

1.0 INTRODUCTION

1.1 Mission of Special Collections and University Archives

Pepperdine University Special Collections and University Archives collect, organize, preserve, and make available materials with historical or research value in all formats that support the research, teaching, and service mission of the university. The department consists of rare book collections, archival collections, the Pepperdine University Archives, the Malibu Historical Collection, and the Churches of Christ Heritage Center. These materials are open for use by anyone. Frequent users include students, faculty, staff, administrators, alumni, community members, and researchers.

1.2 Collection Development Policy Objective

This policy outlines the activities and guidelines for carrying out the collecting aspect of our mission. Collection development in the Special Collections and University Archives involves identifying potential materials, appraising their historical and research value and the cost to maintain them, selecting appropriate materials, and acquiring materials through donor agreements or purchase.

1.3 Audience, Purpose, and Use of Materials

Collection development decisions are based on the research use and needs, both current and future, of our audience, as outlined below:

Students
Students need access to materials that support curriculum and introduce them to the excitement and rigors of original research, which enhances their educational experience. Through university records in particular, students connect with their institution by learning about its history and placing themselves within that context.

Faculty Members
Faculty members conduct research in collections of unique materials that document the wide range of intellectual history. Faculty members also utilize the collections to provide their students with hands-on primary research experience within course curriculum.

Researchers
Researchers, including unaffiliated researchers, graduate students, and established scholars, conduct research in their specialized area of study. By collecting special collections materials, we reach and serve a broadly based research community.

Administrative Units
Administrative units require ready access to the permanent record of the university, which includes documents that provide evidence of transactions and decisions essential to the functions of the institution; materials which define and enhance the image of the institution, essential to the activities of offices responsible for fundraising and outreach; and materials and memorabilia which support significant interaction with past graduates.

Alumni
Alumni maintain old ties and build new ones with their institution from ready access to the materials that document their connections. The archives refreshes their knowledge about the history and mission of the institution which are perceived by many alumni as a significant factor in their development.

Community Members
Community members utilize original materials that document the history of their community for various reasons, including family research and legal research. Local history materials capture the story of the community and can be used to share this story with younger generations.

2.0 COLLECTING AREAS

Materials are collected in areas that accomplish one of the following goals: enhance or provide context for current collection strengths, support the mission of the university, or support instruction and use by our students and faculty. Specific areas of interest are outlined in further detail below.

2.1 Rare Book Collections

Fine Press Books
The Fine Press Books collection includes approximately 220 titles that were produced on fine or small presses, many of them in California. It includes books from Grabhorn Press, the Book Club of California, the Zamorano Club, Melville Press, Ninja Press, and Ward Ritchie Press. Research topics represented in this collection include book arts, graphic design, typography, creative writing, and artistic collaborations. The department actively collects in this area.

Helen Pepperdine Collection of Children’s Books
This collection includes over 400 children’s books, most of which were collected and donated by Helen Pepperdine, the wife of university founder, George Pepperdine. Many of these books are works of fiction, including several first editions. Some historic school books are also included.

Holy Land Collection
This collection was purchased from the Minnesota Historical Society and includes books about Palestine, Syria, Jordan, Israel, and other areas within the Holy Land region. Most of these books are from the 19th century.

Library Events
This collection includes signed copies of books authored by library speakers.

Metcalf Collection of Books on T.E. Lawrence
The Metcalf collection includes approximately 400 titles by and about T.E. Lawrence, or Lawrence of Arabia, that were donated to Pepperdine in 1986 by Edwards Huntington Metcalf (1911-2001), a T.E. Lawrence admirer and collector, and a Pepperdine University Board member. The books in the collection provide context for understanding the life and influence of T.E. Lawrence, and include books on travel, exploration, and military activity in the Middle East. While the department will not be adding books to this donated collection, we are interested in collecting materials that enhance the collection by providing context and support for research on T.E. Lawrence. Desired materials include original documents, as well as rare books related to Lawrence that are not already represented in the collection. Secondary sources on the life of Lawrence will be added to the special collections reference collection or to the general library collection.

Mlynarski Collection of Books on 19th-Century Paris
The Mlynarski Collection includes approximately 800 titles related to daily life and culture in 19th-century Paris. The books are in French and English. Some of the research topics represented include theatre, music, literature, fashion, design, recreation, etiquette, and food. These materials are used by students, particularly those in the International Studies and Languages division, and are often used in class instruction. In addition, many of the titles exist in very few libraries outside of France. While the department will not be adding books to this donated collection, we are interested in collecting materials (original and published) that enhance the collection by providing context and support for research on Paris in the 19th century or that relate to the topics of the classes that utilize the collection.

Saint John’s Bible
The Heritage Edition of the Saint John’s Bible is a fine-art reproduction of a 21st-century hand-written, hand-illuminated Bible. The department acquires materials related to the Saint John’s Bible, such as books about its production. The department is also interested in materials that provide context, such as other works by the same artists or examples of medieval manuscripts.

Sigma Tau Delta Collection of Rare Books and First Editions
The books in this collection have been selected, purchased, and donated by the members of the Pepperdine chapter of Sigma Tau Delta. Sigma Tau Delta will continue to add to this collection on an annual basis.

General Rare Books Collection
The general rare book collection includes works on all topics, but is particularly strong in the areas of book and printing history and early or rare religious texts. First editions of prominent works are also included here. The department actively seeks to enhance this collection with books that relate to any of our collecting topics. In addition, these books are used to demonstrate the history of books, publishing, and reading, and examples from all eras are desired. On occasion, books will be acquired not for their content but as examples of a particular style of binding, typography, illustration, or other characteristic that would help to illustrate book production and history.

In addition to the areas listed above, the department also collects books for the University Archives, the Malibu Historical Collection, and the Churches of Christ Heritage Center, as described in the following sections.

2.2 Pepperdine University Archives

The University Archives has been established as the repository of the historical records of the university, according the Records Management Policy, section 8.0 (http://community.pepperdine.edu/it/content/records-management-policy.pdf). As such, the University Archives documents the major activities, decisions, and development of the university by collecting materials with long-term historical significance. These materials are used by members of the university community as well as outside researchers who are seeking source materials to promote the heritage of the university, understand its past, and examine its impact on American educational, social, religious, and political history.

The department collects materials that document:

The office of the president
The office of the provost
The five schools of Pepperdine and their predecessors
Former and current campuses (Los Angeles, Malibu, regional, national, and international)
University institutes
University offices (legal, student affairs, and administrative)
Academic departments
Governing or advisory boards
Academic or administrative committees and councils
Faculty, staff, alumni, and community organizations
Student organizations, activities, and campus life
Major events

Some of the formats that are collected include:

Accreditation documents
Annual reports
Architectural and landscape plans
Artifacts
Audio and film recordings
Books
Born digital materials
Correspondence
Departmental records
Faculty and staff papers
Meeting minutes
Memorabilia
Newsletters and substantive memoranda
Oral histories
Photographs, slides, and negatives
Policy statements
Promotional materials
Publications (books, brochures, posters, magazines, catalogs, special bulletins, yearbooks, student newspapers, university directories and faculty/staff rosters, alumni magazines, and ephemeral materials)
Reports
Scrapbooks
Subject files

In addition to documenting the history of Pepperdine, the department also documents the activities of some members of its community, such as faculty, staff, and alumni, by collecting their research materials and personal papers. These collections will be considered on a case-by-case basis. Some of the criteria that may be used to appraise these collections include: national or international reputation in an academic field or industry, record of service at Pepperdine University and contribution to its growth and development, and service and contribution in community, state, and national affairs.

The department does not collect:

Duplicates of materials we already have (such as publications)
More than two copies of any item
Yearbooks (as we already have them)
Records subject to FERPA (If an exception must be made, redactions of private information will be required.)
The university’s non-permanent business records or permanent records without historical significance. Please see the university’s records management policy (http://community.pepperdine.edu/it/security/policies/recordsmgmt.htm) for guidance on these records or consult with Special Collections staff.

2.3 Malibu Historical Collection

The Malibu Historical Collection includes both published and unpublished materials that document the history of Malibu from its earliest days to the present. Although a small town, Malibu is known around the world as a surfing destination and as a haven for celebrities. Research topics represented in this collection include Native American life, Spanish land-grant properties, ranching, transportation development (especially railroads and highways), equestrian activities, natural disasters, surfing and surf culture, celebrity culture, and coastal water issues. The department actively collects in this area.

The department collects materials that document:

Buildings and infrastructure
Businesses
Churches
Clubs
Events
Landscape
Local politics
Organizations
Residents and families
Other topics important to the history of the community

Relevant materials are collected in all formats, physical and digital. Some of the formats that are particularly useful include:

Architectural and landscape plans
Artifacts
Audio and film recordings
Books
Born digital materials
Business records
Correspondence
Diaries
Directories
Maps
Meeting minutes
Memorabilia
Newsletters, brochures, pamphlets, and other publications
Newspapers and periodicals
Oral histories
Organizational records
Photographs, slides, and negatives
Posters
Reports
Scrapbooks

In addition to documenting the history of Malibu, the department also documents the activities of some of its residents by collecting their personal papers when relevant to the collection.

Materials published by Malibu residents but unrelated to the history of Malibu will typically be added to the general collections.

2.4 Churches of Christ Heritage Center

The Churches of Christ Heritage Center includes both published and unpublished materials that document the history of the Stone-Campbell Restoration Movement and the Churches of Christ, with specific focus on the Western United States and the Pacific Rim countries. Pepperdine University’s founder, George Pepperdine, was a member of the Churches of Christ, and the university maintains ties, both formal and informal, to this religious tradition. The Heritage Center is dedicated to the acquisition and preservation of these materials and to the promotion of research of this religious movement. The Heritage Center also performs an essential role in support of the mission of Pepperdine University as it seeks to preserve and strengthen the university's historic ties to Churches of Christ.

The department collects materials that document the following topics:

Individual Churches of Christ
Ministers and members of the Churches of Christ
Educational institutions associated with the movement
Major events related to the movement

Relevant materials are collected in all formats, physical and digital. Some of the formats that are particularly useful include:

Artifacts
Audio and film recordings
Books
Born digital materials
Church records
Correspondence
Diaries
Directories
Memorabilia
Newsletters, brochures, pamphlets, and other publications
Photographs, slides, and negatives
Oral histories
Periodicals
Posters
Scrapbooks

2.5 Archival Collections

In addition to archival materials that fall into the University Archives, the Malibu Historical Collection, and the Churches of Christ Heritage Center, the department also collects archival materials in the areas listed below.

Film and Television
The department is currently collecting archival materials that document the history of film and television. In particular, the Family Television Collection has been established and the department is seeking additions. Film and television materials support undergraduate and graduate degrees in Media Production, Film Studies, and Writing for Screen and Television. Materials that are collected include scripts, photographs, research materials, film recordings, and other documents associated with the production and promotion of films and television.

Los Angeles and Southern California
The department holds several collections related to the greater Los Angeles and Southern California Region. These collections are considered for acquisition, especially when they provide context for research on Malibu or when they support the curriculum. 

Political Papers
The department holds several collections of the papers of political figures, most of whom either attended or were employed by Pepperdine. Collections of this nature will be considered.

Other
Primary source and archival materials from other topics will be considered for acquisition when they enhance or provide context for the current collections (both archival collections and book collections), support the curriculum, or are useful for instruction in primary source research.

2.6 Special Collections Reference Collection

This collection includes secondary sources related to the collections within the Special Collections and University Archives that support staff and users in their research within the collections. Examples include scholarly monographs about book history, bibliographies of particular authors, and books about the production of the Saint John’s Bible.

3.0 ACQUISITION METHODS

The Special Collections and University Archives acquires materials through donation, transfer from university departments, transfer from the library’s general collections, and purchase. The decision to acquire materials will be based on an appraisal by Special Collections and University Archives professionals to assess the historic and/or research value of the materials, as well as the cost to process, preserve, store, and maintain the materials. Other faculty and administrators will be consulted as needed.

3.1 Donations

Donations are welcomed, especially in the areas listed above. Please contact the department with any questions regarding your potential donation. Donors will be asked to fill out a donated materials form, for donations of published materials, or a gift agreement, for donations of unpublished materials. Please note that we are not able to provide monetary appraisals for your donation, but we can provide a list of local appraisers.

3.2 Transfers from University Departments

Materials that document the activities and history of Pepperdine University and that have enduring historical value are transferred to the University Archives from university departments. Please see the collecting area above for further guidance on what is appropriate for the University Archives. The university’s Records Management Policy and Records Retention Schedule can also be consulted. Employees transferring materials from their university department will be asked to fill out a university records transfer form.

3.3 Transfers from General Collections

Materials in the general library collections may be identified as candidates for transfer to the Special Collections and University Archives, based on their market value, age, physical and intrinsic characteristics, condition, subject content, and bibliographic and research value. Transfer Guidelines can be found in the appendix to this document.

3.4 Purchases

Purchases for the Special Collections and University Archives are made on a limited basis to support the collecting interests listed above, and are approved by the Dean of Libraries. Faculty members may also be consulted as necessary. When materials are considered for purchase, consideration will be given to the relevance to the collection, the usability for research and instruction, condition, and cost. When possible, the price will be checked against available sources, such as American Book Prices Current, and online sites such as abebooks.com and abaa.org. Especially rare or valuable materials will be purchased from a member of the Antiquarian Booksellers’ Association of America (ABAA) whenever possible. Any questions of uncertain provenance will also be explored. If the materials are in poor condition, an estimate for a cost to conserve them may be required.

4.0 OTHER CONSIDERATIONS

4.1 Born Digital Materials

The department collects born digital materials that otherwise fit the collection development policy.

4.2 Chronology

Materials are collected from all eras, provided they otherwise fit the collection development policy. Books from prior to 1821 are especially of interest, although later books that have other relevant characteristics such as subject content, provenance, or first editions, will also be collected. Archival materials that document the history of Pepperdine are collected from the founding in 1937 to the present. Archival materials that document the history of the Churches of Christ are primarily from the 19thand 20th centuries, although materials will also be collected from the 21st century.

4.3 Cooperative Collecting

If the department is offered a donation that is out of scope, we may be able to refer the donor to another institution with a more relevant collecting focus. We also welcome referrals of materials from other institutions. We have made efforts to ensure that our collecting areas do not overlap extensively with other institutions by maintaining relationships with other institutions through the LA as Subject group, the Society of California Archivists, the Society of American Archivists, the Rare Book and Manuscript Section, and the Christian College Librarians (librarians from other institutions associated with the Churches of Christ).

4.4 Deaccessioning

The department reserves the right to deaccession materials which it determines to have insufficient enduring historical value or to be out of scope. In these cases, the terms of the gift agreement will be followed.

4.5 Duplicates

The department typically does not collect duplicates of materials that are already in the collections, unless they are example of interesting provenance or have other differentiating characteristics.

4.6 Geography

Materials are collected from all geographic areas, provided they otherwise fit the collection development policy. Particular attention is given to materials that document our institution’s current and past locations - Malibu and Los Angeles, as well as our international sites around the world. Churches of Christ materials will be accepted from all locations, but special attention is given to materials that document Western North America and the Pacific Rim countries.

4.7 Language

Materials are collected in all languages, provided they otherwise fit the collection development policy. Primary emphasis is on English language materials. Materials in other languages are collected to support curriculum in International Studies and Languages. Materials in French are collected to complement the Mlynarski Collection. Languages of the Pacific Rim countries are collected for the Churches of Christ Heritage Center.

4.8 Loans and Deposits

The department is typically unable to accept materials on loan or deposit, unless the loan is for an exhibition.

4.9 Original Materials

The department prefers to collect original materials, but will accept copies or scans when the materials have strong relevance to our collections and the originals are unavailable.

4.10 Restrictions

The department may impose temporary restrictions on some materials as needed, based on departmental processing policy. The donor may discuss additional desired restrictions with the department. However, materials with permanent restrictions on use will not be collected.

5.0 ADMINISTRATION OF POLICY

5.1 Review of Document

This document was approved by the Special Collections Strategy Group on January 16, 2014. It will be reviewed and revised as needed.

5.2 Adapted From

Some portions of this document are adapted from the Guidelines for College and University Archives, published by the Society of American Archivists (http://www2.archivists.org/groups/college-and-university-archives-section/guidelines-for-college-and-university-archives) and from the New York University Libraries’ University Archives Collection Development Policy.

Appendix: Guidelines for the Transfer of Materials from General Collections to Special Collections

Statement of Purpose

All libraries acquire materials that, with time and changing circumstances, become rare and gain special cultural or historical value. These materials may also increase in monetary value. The library has the opportunity to identify these materials in the general collections and to transfer them to Special Collections and University Archives, where they will receive a higher level of preservation and security appropriate for their value.

Identification of Materials

Items that are candidates for transfer to Special Collections may be identified by library staff members during direct examination of the general collection, targeted searches in library databases, or routine handling of library materials, including acquisitions, binding, preservation, cataloging, circulation, interlibrary loan, processing of gifts and donations, weeding, inventory, and reference. Library patrons may also identify potential items for transfer. Candidates for transfer should be identified based on the criteria listed below.

Transfer Criteria

Materials will be evaluated for transfer based on market value, age, physical and intrinsic characteristics, condition, bibliographic and research value, and cost to maintain. Criteria that will be considered include:

1. Works of high market value, generally over $1,000.

2. Books printed prior to the dates specified below:

Europe: 1821
Asia: 1821
Africa: 1851
Australia: 1851
Central and South America: 1851
English language imprints from any location: 1821
United States and Possessions: 1851, except

Alaska 1901                                      
Arizona 1891                                    
Arkansas 1871                             
Boston 1821                                  
California 1876                            
Chicago 1872                                            
Colorado 1877
Florida 1861                                                                   
Hawaii 1861              
Idaho 1891                
Iowa 1861   
Kansas 1876 
Minnesota 1866
Montana 1891 
Nebraska 1876
Nevada 1891 
New Mexico 1876
New York City 1821
North Dakota 1891
Oklahoma 1871    
Oregon 1876
Philadelphia 1821
South Dakota 1891
Texas 1861  
Utah 1891
Washington 1876
Wyoming 1891
Confederate States imprints: 1860-1865

Canada: 1851 except

Alberta 1901            
British Columbia 1901
Manitoba 1901
Saskatchewan 1901

3. Materials with significant provenance or association (e.g., presentation copies signed by significant authors, materials owned by Pepperdine founder George Pepperdine, etc.).

4. Fine press publications.

5. Ephemeral works of special importance (e.g., scarce pamphlets or broadsides).

6. Items for which five or fewer copies are reported in OCLC WorldCat or items for which only one copy is held in the geographic region.

7. Works printed in editions of 100 copies or less.

8. Custom-produced books and handmade books.

9. Books and other objects made out of unusual materials.

10. Scrapbooks and photograph albums.

11. Handwritten or typed materials.

12. Seminal works in a particular field.

13. Children’s books printed before 1920.

14. Unpublished materials, such as original correspondence, reports, or other documents.

15. Delicate works whose storage or use requires special care or mediation.

16. Materials that may enhance one of the collecting areas of the Special Collections and University Archives (e.g., Pepperdine, Malibu, Churches of Christ, T.E. Lawrence, 19th Century Paris, etc.).

Other Considerations

Other factors that will be considered by the reviewer may include:

  • Physical changes made to an item after its original publication that diminish its value, such as re-binding, stamping, and other alterations
  • Poor condition, especially that which may inhibit use
  • Space needs and availability

Transfer Process

Once items have been identified for possible transfer to Special Collections, they should be placed on a shelf for review by a Special Collections librarian. The Special Collections librarian will review each item based on the criteria and considerations listed above, will consult with library liaisons and faculty as needed, and will make a decision as to whether the item merits transfer. If the decision is made to transfer the item, the holdings location in the catalog record will be updated and the item physically moved to Special Collections.

Adapted From

These transfer guidelines are adapted from the ACRL Guidelines on the Selection of General Collection Materials for Transfer to Special Collections (third ed., approved July 2008) and from the General Policies Governing Materials under the Care of The Rare Book & Manuscript Library, at the University of Illinois at Urbana-Champaign.