Collections Policy (MPF1309)
- Category: Engagement
- Review due by: February 17, 2021
- Version: 3
- Policy Steward: University Librarian and Director, Scholarly Services
- Approved on: April 18, 2019
- Effective date: April 30, 2019
- Policy Approver: Vice-President (Administration & Finance) and Chief Operating Officer
- Status: Published
1. Objective
The objective of this policy is to articulate a framework for developing and managing collections.
2. Scope
This policy applies to collections owned and managed by the University.
3. Authority
This policy is made under the University of Melbourne Act 2009 (Vic) and the Vice-Chancellor Regulation.
4. Policy
4.1. The University develops and manages collections of scholarly information and cultural assets to protect and maintain their value and strategic importance.
4.2. An accountable custodian must be appointed to manage each collection to support University strategies.
4.3. Authorised users are easily able to discover and use the collections in accord with the University’s mission and objectives.
4.4. The University manages collections according to clear ethical, quality assurance, security, preservation and disposal regimes.
5. Procedural principles
Access to collections
5.1 The collection custodian defines rules governing access to collections and ensures digital content is delivered in accordance with relevant licence agreements.
University Archives
5.2 The Archives selects and preserves records of enduring value as evidence of University business. Once acquired by the Archives, these business records are considered part of the Archives collection but remain public records and subject to requirements of the Records Management Policy.
5.3 The Archives does not collect all records. It assesses all material offered against the Archives collection management plan and relevant records disposal schedule.
5.4 The Archives selects, acquires and preserves records of individuals and organisations with a connection with the University or records that support research or teaching in a relevant field.
5.5 Archives transferred to the University become University property, except for loans entered into by agreement at the discretion of the University.
6. Roles and Responsibilities
| Role/Decision/Action | Responsibility | Conditions and Limitations |
| Collection custodian accountable for: - management and development of collections in the University held by Academic Division or University departments other than the Library - defining enduring value of collections in the University held by Academic Divisions or University departments other than the Library | Head of Academic Division (Dean) | Custodian may nominate a collection manager to be responsible for operational management of the collection. |
| Collection custodian accountable for: - management and development of collections held by the University Library - defining enduring value of collections held by the University Library | Director, Research and Collections | Custodian may nominate a collection manager to be responsible for operational management of the collection. |
| Collection custodian accountable for: - management and development of collections managed by the Ian Potter Museum of Art - defining enduring value of collections managed by the Ian Potter Museum of Art | Director, Ian Potter Museum of Art | With advice from the Ian Potter Museum of Art Board. Custodian may nominate a collection manager to be responsible for operational management of the collection. |
| Publish and frequently update the official list of all scholarly collections held by the University | University Librarian and Director, Scholarly Services |
7. Definitions
Collections means outputs such as research outputs, library collections and cultural collections including art, archival and museum collections.
POLICY APPROVER
Vice-President (Administration & Finance) and Chief Operating Officer
POLICY STEWARD
University Librarian and Director, Scholarly Services.
REVIEW
This policy is to be reviewed by 17 February 2021.
VERSION HISTORY
| Version | Authorised by | Approval Date | Effective Date | Sections modified |
| 1 | Vice-Chancellor | 17 February 2016 | 21 July 2016 | New policy arising from the Policy Consolidation Project (incorporates former University Archives Policy MPF1112). |
| 2 | Vice-Chancellor | 7 March 2019 | 30 April 2019 | Changed Policy Approver to Vice-President (Administration & Finance) and Chief Operating Officer (previously Vice-Chancellor). |
| 3 | Vice-President (Administration & Finance) and Chief Operating Officer | 18 March 2019 | 30 April 2019 | Amended Policy Steward title. Editorial amendments to correct minor errors or align with the University’s policy style guide. |