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Archives and Special Collections  

Deaccessioning and Disposal Policy 

Contents 

1. Introduction 

2. Appraisal 

3. Deaccessioning 

4. Disposal 

5. Transfer 

6. Return to depositor or donor 

7. Sale 

8. Destruction 

9. Recording of deaccessioning process 

10. Future Developments 

Document Control
File Name	Archives and Special Collections Deaccessioning and Disposal Policy
Original Author(s)	Head of Archives and Special Collections
Current Revision Author(s)	Archives and Special Collections Manager
Status	Approved by Collections and Cultural Affairs Task Group 19 December 2022.
Distribution	BU Digital Services
Authority	Archives and Special Collections

 

Version	Date	Author(s)	Notes on Revisions
0.1	March 2016	Head of Archives and Special Collections	Approved June 2016
0.2	June 2018	Archives and Special Collections Manager	Changed point 4.d. to clarify level of authorisation needed to deaccession
0.3	June 2019	Archives and Special Collections Manager	Reviewed - no changes made
0.4	November 2022	Archives and Special Collections Manager	Reviewed – slight change made to wording of point 4 g and addition of point 9

 

Review date : November 2025 

 

1. Introduction 
    

Archival material and printed items are acquired with the intention that they shall be preserved permanently but the Archives and Special Collections reserves the right to retrospectively review its holdings against relevant selection procedures and dispose of any archives not deemed to be worthy of permanent preservation at the time of deposit or later. Such material may be returned to the depositor, transferred elsewhere or destroyed confidentially dependent upon the agreement made at the time of deposit. 

The Archives and Special Collections accepts the principle that there should be a strong presumption against the disposal by sale of any documents in their ownership. 

The Archives and Special Collections aims to maintain the archival integrity of collections. Where it is considered appropriate to split a collection and transfer part to another repository permission of the depositor will be sought. 

2. Appraisal 

Appraisal is the process of determining whether records and other materials have permanent (archival) value. 

In the past, collections received by the Archives and Special Collections were not appraised nor  accessioned, hence the need for retrospective appraisal or re-appraisal of some collections held by the service. 

The current practice is to appraise the content of collections near or on arrival and decide what material is worthy of retention before formally accessioning the collection. See “Accessioning Procedures”. 

3. Deaccessioning 
    

Deaccessioning is the formal, documented removal of a collection or item from the accession register or custody of the archive service. It is a rare occurrence within the Archives and Special Collection because of the enduring value of our records, but is sometimes regarded necessary as a result of historical practices within the service. 

Financial constraints or the need to save physical space are not the main drivers for deaccessioning and disposal. The Collection Policy is the primary reference point for decision-making. 

Deaccessioning is a formal process and will always involve assessment by an archive professional, and will be based upon archival principles. 

In making disposal decisions the Archives and Special Collections will consider the following:  

• How disposal decisions impact on the reputation of ȫ���Ʊ.  

• The institution’s responsibilities, e.g. to the institution, to its community.  

• All ethical options for disposal  

• How to advise the users and stakeholders of the disposal decisions and manage any publicity surrounding this.  
   

The “Terms and Conditions of Deposit” describe our procedures for disposal and should be the primary guide to procedures for enacting disposals. However, many collections, received prior to 2016, lack detailed deposit agreements, and any existing correspondence or paperwork fails to show information of ownership. In such cases, the Archives and Special Collections will act carefully and seek legal advice and refrain from disposal without additional information. 

4. Disposal 

 

The Archives and Special Collections seeks to retain items and collections worthy of preservation and does not dispose of items without careful consideration. However, it does not seek to prevent the weeding of collections to remove ephemera or duplicates which are not integral to the collection. 

In disposing of archival material the Archives and Special Collections is guided by “Deaccessioning and disposal : guidance for archive services”, 2015 of the National Archives. 

Disposal covers a range of disposal destination options, from transfer to return to depositor.