Non-Rubenstein special collections selection policy

Scope: Policy on involvement of Duke University Libraries staff outside Rubenstein Library in selection of special collections materials

Contact: Elena Feinstein

Units: Collection Strategy & Development

Date created: 06/30/2025

Date last reviewed: 06/30/2025

Rubenstein Library Collection Development staff have sole responsibility for selecting special collections materials for Duke University Libraries.

In the course of their collection development, research support, and instructional work, subject librarians may become aware of potential additions to the library collection that are rare, unique, or otherwise more appropriate for special collections than general collections. Any staff outside Rubenstein Library considering advocating for or recommending such an acquisition, whether as a purchase or as a gift, should involve Rubenstein Library curators at the earliest stage. Rubenstein Library staff either in Collection Development or University Archives will be the sole coordinators of any acquisitions, and will ensure appropriate workflows and communication.

The Rubenstein Library is currently acquiring materials to support its distinctive collection areas and its program to support instruction, each with their own collection policies described elsewhere. Any recommendations for acquisition will be evaluated in relation to existing Rubenstein collection policies.

Rubenstein curators may also call upon subject librarians and other staff outside Rubenstein for their subject and language expertise, or to explore potential connections between special collections and general collections. This complementary expertise is deeply valued, and collaboration across units is vital to evaluating materials. Leveraging the whole of our collective expertise makes our work across DUL departments and our DUL relationships to campus more effective.

Workflow considerations and additional details

• The Rubenstein Library is sensitive to cultural and ethical concerns that may limit the kinds of materials that it chooses to acquire and steward. Limitations of physical storage, preservation, or staff expertise and compliance with ethical and legal cultural heritage regulations may constrain the range of geographic areas, identities and voices, time periods, and/or formats represented in the collections.

• Anticipated resources needed to process, describe, preserve, and make materials accessible are a critical factor in evaluating a selection. Selectors will consult with relevant staff ahead of any potential acquisition in order to determine practical feasibility within current constraints. For large collections and items that require specialized expertise or equipment to process/catalog, Rubenstein Library curators will work with colleagues in International & Area Studies, RL Technical Services, and Resource Description or other Collections Services units as appropriate when developing proposals and plans for funding, processing, description, and preservation.

• Deeds of gift and other acquisition agreements will be negotiated by Rubenstein Library Collection Development, consulting with other staff with area, format, or subject expertise as appropriate, and working in coordination with Monograph Acquisitions and Development.

• Funds allocated for general collections acquisitions may not be spent on special collections, and vice versa. Allocation of collections budgets reflects the Libraries’ intended pattern of collection growth, and the University categorizes expenditures on rare materials differently than general collections materials. Any transfer of funds from general collections budgets to rare materials budgets, for approved acquisitions as described in this policy, must be authorized by Head, Collection Strategy & Development.

Add updates below as the policy is applied and clarified through use.