Development of General Collections removal policy
Find out about the process we used to develop the General Collections Removal Policy and read a summary of the feedback we got on the draft policy.
About the General Collections Removal Policy
The National Library developed a new policy for removing and disposing of items from the Library’s general collections during 2023. This sits alongside other important policies that guide our collection management activities.
The General Collections Removal Policy informs how we make recommendations to the Minister of Internal Affairs about items to be removed (or deaccessioned) from collections in the future and how we dispose of these deaccessioned items. Disposal will include decisions on whether we donate, export, or securely destroy them, or use any other method developed as part of the policy process.
The policy will help ensure that decisions are made in line with collections management best practice and legislative requirements. It will also help to ensure that the collections can meet the needs of current and future communities and users. An overarching policy will ensure consistency of future decisions about the removal and disposal of items from collections and guide the Library’s approach to receiving input from stakeholders on those decisions.
Read the General Collections Removal Policy
Development of the policy
An Advisory Group was set up to advise our team during the development of this policy. Advisory Group members brought their own expertise and the views of their organisations to the discussions. Members of the group are people with experience, knowledge, and skills to advise on the development of the Policy. The Advisory Group comprised representatives from:
Library and Information Association New Zealand Aotearoa
Te Rōpū Whakahau (the leading national body that represents Māori engaged in libraries, culture, knowledge, information, communication, and systems technology in Aotearoa New Zealand)
New Zealand Historical Association
Professional Historians' Association of New Zealand/Aotearoa
Auckland Museum, and
Council of New Zealand University Libraries.
Engagement process
Public feedback on the draft policy was received between 3 April 2023 and 12 May 2023. Feedback was received via an online form, verbally through meetings and discussions, and via email. We sincerely thank all groups and individuals who participated for their time and thoughtful feedback.
There was written feedback from 14 individuals and 9 organisations or interest groups. Verbal feedback was received from several discussions with stakeholders and individuals. There were 12 formal group discussions:
3 with invitations to research community — PHANZA, NZHA, NOHANZ, Stout Research Centre
1 with Library sector, via LIANZA webinar
1 with Book Guardians Aotearoa
2 with specific libraries who requested a detailed conversation
1 with music community interest groups and individuals
1 with an engaged member of the public, on request
3 with Advisory Groups for the Minister and NLNZ
Library and Information Advisory Commission
Guardians Kaitiaki of the Alexander Turnbull Library
Kōmiti Māori
Feedback reviewed
National Library advisors then reviewed and considered feedback. The Director of Content Services, who led the policy development, personally read each comment. A summary of the feedback collected was prepared for the National Library Leadership team and Advisory Group and considered as part of the drafting process.
Policy finalised
Once the Library reached a conclusion based on everyone’s feedback and official advice, we finalised the policy. We presented the final versions of the policy, along with a summary of the feedback collected during the engagement process and the Library's response to it, to several advisory bodies.
These bodies are the Library and Information Advisory Commission, the Guardians Kaitiaki of the Alexander Turnbull Library, who both advise the Minister of Internal Affairs, and Te Komiti Māori, which advises Te Pouhuaki National Librarian and Chief Librarian of the Alexander Turnbull Library.
The policy was approved by Te Pouhuaki National Librarian and is published on the National Library website.
Main themes in feedback
There was strong support for the policy overall. Submitters liked that it establishes strong transparency and engagement principles that will support informed decision-making from interested parties.
The main themes National Library staff identified in feedback were:
Inconsistent understanding of National Library’s role and the purpose of different collections.
Concern/questioning about the inclusion of Alexander Turnbull Library collections in scope.
Strong interest in collection management decision-making.
Strong support for policy overall, especially transparency and participatory intentions.
Drawing on lessons/experiences of the Overseas Published Collection (OPC) removal decisions and process.
This feedback was taken into account in the drafting of the policy. The substantive change in the policy relates to the removal of the Alexander Turnbull Library collections from the scope of the policy so as to provide trust and confidence those collections will be appropriately protected. The focus of the policy now relates to the general collections only.
Below is a summary of the feedback received on specific sections of the draft policy. It includes examples of feedback received and our response.
Scope of the policy
Feedback questioned the validity of Alexander Turnbull Library collections being in scope of this draft policy given the mandate outlined in the National Library Act 2003 which states their requirement to be maintained in perpetuity (s9(3)) and to be continued to be owned by the Crown (s11(2)).
The circumstances for potential removal from Alexander Turnbull Library collections are limited so it would be preferable not to include them in a policy intended for wider operational purposes.
Example of feedback
‘The notion that items may be removed from ATL collections under any circumstances was confusing to [our organisation] because it seems to be contrary to statements made in governmental legislation and other National Library documentation.’
Our response
In response to this feedback, the Alexander Turnbull Library collections were removed from scope of the policy so as to cover only the general collections of the Library. It was at this point the policy name was changed from its working title Removal and Disposal Policy to General Collections Disposal Policy.
Circumstances for removal
We outlined four broad circumstances where the removal of items from the general and research collections may be appropriate. Feedback questioned the reasoning for two of the suggested circumstances in the policy, namely that the item no longer fulfils the purpose for which is was collected and items don't align with the collection policy.
Circumstance — No longer fulfils purpose for which collected
“Items no longer fulfil the purpose for which they were collected and have not taken on a subsequent purpose that aligns with the collections policy.”
Examples of feedback
‘Concern at the perceived breadth of this explanation. How will the National Library ensure their collection policies account for the changing information needs of different groups at different stages of life?’
‘Can the National Library ensure that actions taken under this policy won’t adversely impact on the ability of information needs of NZ’ers in the future to be understood and met?’
Circumstance — Items don't align with collections policy
“Items in the general collections do not align with the National Library’s collections policy.”
Examples of feedback
‘We question what the term ‘current information needs’ means in this context.’
‘We would hope that material that has any research value would be retained and could possibly be transferred to the Alexander Turnbull Library collection. Researchers often refer to what many would see as ‘outdated’ material to explore the views of people of the past.’
Our response
In response to this feedback for both these circumstances, the policy’s definition of the general collections was clarified to ensure the purpose of that collection is clear.
The Library anticipates that the removal of Alexander Turnbull Library from scope will assist with addressing this concern. The policy will cover the general collections only, which are intended for current information needs and support of the library system.
Feedback on proposed principles
Three sets of principles were proposed, these were removal principles, disposal principles and process principles. Feedback on these principles is set out below.
Removal principles
Feedback on the removal principles is below.
Principle 2 — Removal of collection items must be consistent with New Zealand law
Feedback received strongly supported this principle.
Example of feedback
‘We welcome the acknowledgement of the role of New Zealand law and recommend that the removal and disposal of collection items must be consistent with a mutually agreed understanding of New Zealand copyright legislation.’
Our response
In response to this feedback, no changes were made to this Principle. The Library notes the range of legislation that could be relevant; however, referring to some legislation in a non-exhaustive list can raise issues in itself. The decision was made to keep this principle broad and general.
Principle 3 — Before a recommendation is made for removal, an assessment will be made about the impact on the ongoing information and cultural needs of New Zealanders
In feedback received, most debate related to this principle. Overall, The Library heard very strong support for it being included. However, we received a high number of questions about how this will be determined and communicated.
Examples of feedback
‘Removal principle 3 (p7) is of critical importance for the research communities. The question is just how ongoing informational and cultural needs are determined by library staff. This is difficult for all custodial institutions, and especially for those such as the National Library with national responsibilities.’
‘Unlike public library ‘weeding’, which is a routine exercise, removal of stock from such collections should involve expert disciplinary advice and wide user consultation, with proper item by item consideration.’
’In a library purporting to hold research collections it is inappropriate to place undue weight on the ages of items and the number of times they have recently been issued.’
‘How does the National Library identify and define “current information needs of New Zealanders” given the cosmopolitan and diverse population New Zealand has become?’
Our response
In response to this feedback, no changes were made to the policy. The Library anticipates that removal of the research collections of the Alexander Turnbull Library from scope should go some way to clarifying the intent of this principle.
As a principles-based policy, the specifics of the concepts like these are manifest in their implementation. Each removal and disposal must outline how it has addressed these concepts.
Principle 4 — Removal recommendations will take into consideration the relationship items have with other items in the collections
No specific comments were made, but the Library received general support through discussions with interested parties.
Our response
In response to this feedback, no changes were made to this Principle.
Removal principle 5 — Removal of items from the collections is final and not contingent on specific conditions set by the National Library
No specific comments were made, but the Library received general support through the discussions with interested parties.
Our response
In response to this feedback, no changes were made to this Principle.
Principle 6 — The cost of maintaining and storing items is not the primary driver for removal decisions
The Library received little written feedback on this principle but listened to much discussion in the engagement hui. While a small number thought cost shouldn’t be considered at all, most wanted to understand the role of cost as not a primary driver, rather a secondary consideration.
Example of feedback
‘Cost implications should be re-worded. Cost of maintaining and storing items should not be a consideration for removal.’
‘How does the Library ensure that storage cost does not become the primary driver?’[Paraphrased]
Our response
The Library notes that cost is a consideration in all collection management decision-making – acquisition, storage, packaging, environmental conditions, access, and removal. The implementation templates are to ensure how cost has been considered with a removal decision.
In response to this feedback, no changes were made to this Principle.
Disposal principles
Feedback to the disposal principles is below.
Principle 7 — Disposal of items must be consistent with New Zealand law
The Library received little feedback on this principle. One stakeholder requested more specific mention legislation.
Example of feedback
‘International law plays a significant role in copyright. We therefore recommend that point two and point seven should be extended to include adherence to relevant international copyright laws and treaties, including but not limited to the Berne Convention for the Protection of Literary and Artistic Works and Trade-Related Aspects of Intellectual Property Rights.’
Our response
The Library notes the range of legislation that could be relevant; however, referring to some legislation in a non-exhaustive list can raise issues in itself. The decision was made to keep this principle broad and general.
In response to this feedback, no changes were made to this Principle.
Principle 8 — The National Librarian can consider a wide range of potential disposal options, including transfer, sale, donation and destruction
The Library received little specific feedback on this principle. There was general acknowledgement of the breadth of options available and the one chosen has the potential to impact the Library’s reputation.
Example of feedback
‘Very careful consideration should be given to modes of disposal for material removed from collections. How this is handled is likely to have significant bearing on the National Library’s standing and public reputation.’
Our response
The Library notes this feedback. In response to this feedback, no changes were made to this principle.
Principle 9 — Where a range of viable options are available, disposal actions that enable ongoing public access will be prioritised
The Library received general feedback that this was an important principle.
Examples of feedback
‘Disposal principle 3 is of considerable importance, especially in the case of holdings which the National Library may wish to relinquish but are either rare or singular in New Zealand.’
‘Disposal Principle 9: this is important. Sending books overseas for digitization doesn’t ensure ongoing public access - see Google Books. This is without even taking into account digital divide issues.’
Our response
The Library notes this feedback. In response to this feedback, no changes were made to this Principle.
Principle 10 — The costs of potential disposal actions will be understood and considered and may influence disposal decisions
The Library received no substantive feedback on this principle. Most cost conversations took place in relation to removal, under principle 6.
Our response
No changes were made to this Principle.
Principle 11 — If transfer to another party was agreed as part of the removal decision, no other disposal actions will be considered
The Library received no substantive feedback on this principle.
Our response
No changes were made to this Principle.
Process principles
Feedback about the proposed process principles is set out below.
Principle 12 — The process for making removal and disposal decisions, and the outcome of these decisions, is transparent
The Library heard substantial discussion and feedback on this principle. Strong support for the principle itself with most discussion focussed on what transparency looks like from different perspectives and how that might be enacted.
Examples of feedback
‘Ensuring that removal and disposal proposals are much more transparent, and open for genuine consultation, would be a significant move forward.’
‘Much of the current public criticism of the National Library arises from a perception of unilateral decisions influenced not by users but by the Library’s administering department.’
‘Recommend publicising a plan or intent document that outlines classes of collections to be considered for removal and disposal that enables interested parties to register their interest in participating/providing feedback.’ [Paraphrased from several discussions]
‘We believe that the policy’s commitment to transparency in decision-making will be welcomed by the creative industries we represent. However, we recommend that the policy elucidate in detail on the procedural precautions that will be taken to ensure transparency is achieved.’
Our response
The Library notes this feedback and agrees on the value of a transparent process, for ensuring good participation/feedback and to support with trust in Library collection management decision-making.
In response to this feedback, no changes were made to this Principle. However, change was made to the implementation processes and templates to ensure there’s appropriate indicators to plans for removal and disposal activities, where plans and intention exists.
How does this policy relate to the Overseas Published Collections?
The removal decision for the items in scope for the Overseas Published Collections collection management project has already been made under section 9(3) of the National Library of New Zealand Act, following due process. The Overseas Published Collections collection management project was guided by a suite of principles, which have informed the Removal Policy.
The project is currently paused and the disposal outcome in relation to those items (that is, what happens to the items removed from the collections) will be made as part of the implementation of this policy.
Overseas Published Collections — collection management project
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