Haddon Library Long-term Storage and Disposals Policy

Overview

Robust collection management requires the continuous evaluation of the Library's holdings, with procedures in place for transferring stock for longer-term storage or eventual disposal.

As part of the wider Cambridge University Libraries (CUL) network, the Haddon Library is able to benefit from long-term storage options offered by the Library Storage Facility (LSF), located in Ely.

Since its opening, many libraries across Cambridge have carried out a series of transfers of stock identified as low-use to the LSF with a view to adapt physical space for improved study facilities for our student and research communities, as well as ensuring new stock is able to be stored appropriately in our ever-expanding collections.

Any material sent to the LSF will be stored there in perpetuity as part of the wider University Library’s obligations as a Legal Deposit institution. Material can be requested for consultation both in physical form and digitally via scans of required sections.

At no point is material that is sent to the LSF considered as disposed of, merely transferred to an off-site storage facility.

Procedure for transferring stock out of the Haddon Library

When the Librarian has taken a decision to transfer stock out of the Haddon Library, the following categories may be considered:

  • multiple copies of books no longer in high demand
  • copies of superseded textbooks (e.g. science texts)
  • damaged items for which replacements have been sourced
  • superseded editions of reference works
  • material that is no longer directly relevant to the current teaching needs of the communities served by the Haddon Library
  • material whose acquisition would have been excluded by provisions in the version of the Collection Development Policy in force at the time of the disposal exercise

The Haddon Library will then work closely with the University Library’s Collections Logistics team to transfer material out of the Haddon Library to the most appropriate next stage of a larger workflow. As part of the CUL network, the Haddon Library is bound by collection management processes that affect any and all material held within the University of Cambridge, such as purchased material, archival material and anything else that it has curated over the years.

Long-term storage criteria

Once transferred to the Collections Logistics team, they will process material from the Haddon Library against the following broad criteria:

  • Material does not exist elsewhere in Cambridge (excluding College collections) – transfer to LSF
  • Material has certain retention conditions – transfer to LSF
  • Material is unique due to provenance – transfer to LSF
  • Material fills gaps in existing collections – transfer to LSF

Where material is not transferred to the LSF as standard, it is offered to a consortium of other libraries and institutions to transfer to their collections. In the event that material is not taken up due to lack of need, being out of date, or simply in a state of disrepair, it will be disposed of and recycled.

Last reviewed May 2025