Opening Special Collections to the Public

Public, school, and academic libraries often have “special areas” within their collections. These special collections are often resources in a variety of formats that are distinctive and have intrinsic value to the institution. Special areas can include rare books, genealogy materials, archives, local history, theses, and books from local authors. The selection of materials for these special areas should be consistent with the institution’s mission, policy, and history, as well as the user’s needs. The selection criteria should include guidelines that build on the preservation and enhancement of these important collections. The policy addressing special collections should include the scope and specific purpose of the collection. Special collections often have unique attributes that require libraries to limit access, control the physical environment, or deny circulation. Security is not based on controversial content but rather the value, rarity, or fragility of the item.

Public Library Special Collections

Special collections vary depending upon the geographic location, mission, size, and service area of a public library. Large libraries may maintain and enhance a number of special collections, donated or purchased over time, which are of significant research value such as sheet music, historical children’s materials, and rare books, among others. Small libraries may maintain a local history collection based upon important figures or events related to their location or service area. Priorities and scope for special collections can be outlined in a special collections policy drafted by the institution.

Other items to consider are whether the library serves as a depository of the Federal Depository Library Program or as a resource collection for its state/district/commonwealth. The library could also serve as a repository for its local city/municipality publications. The special collections policy could provide guidance as to how to maintain these items.

School Library Special Collections

Special collections in school libraries should reflect the unique character and mission of the schools in which these libraries serve. Within a school district, different schools may have different needs. As a result, each school library may have different priorities within its collections or special collections. Therefore, if a special collection is needed in a school library, then that school library should have a school-specific selection policy providing guidelines for the special collections in addition to the district-wide selection policy. One example is a school library with a magnet focus in specific curriculum areas. A school with a specialized curriculum may have special collections that support those areas.

Academic Library Special Collections

Special areas or collections reflect the university/college mission and cultural history. Selection of materials can be in a variety of formats that support the academic curriculum and research needs unique to the institution. In most cases, librarians with specialized subject knowledge will set the standard for acquiring materials in these collections, taking into account the collection’s special security requirements and sometimes limited access to its users. Selection criteria should reflect the unique collection development needs of these “special areas” and include the consideration of donations.

How to Enable Access to Special Collections

While it is important to preserve special collections for future generations, it is equally important to enable to public to openly interact with these materials. Under supervision and in the right environment, users should be able to view and interact with these materials. Depending on the fragility and with preservation in mind, libraries with special collections should encourage users to view these unique materials.

Alternatives to In-Person Access

Digital Collections

Understandably, a lot of libraries with special collections do not have the staff or resources available to allow researchers to view rare materials. As well, during the time of this global pandemic and going forward, in-person research may be more limited. By increasing digital access to these materials, libraries can still share these valuable treasures with their communities.