OHSU Historical Collections & Archives Collection Development Policy

Purpose

OHSU Historical Collections & Archives (HC&A) acquires publications, archival collections, visual materials, digital objects, and artifacts that support the research, teaching, and outreach programs of OHSU. Emphasis is placed on unique or rare materials of enduring cultural and/or informational value. Materials are collected in all formats, primarily through donations. The purpose of this policy is to guide collecting efforts to maintain the focus and integrity of the holdings. 

General Policy

The department’s collecting activities build upon existing collection strengths and prioritize the needs of OHSU faculty, students, and staff. Priority collecting areas are: OHSU and its predecessor institutions, health sciences in the Pacific Northwest, and rare books on the health sciences. HC&A recognizes that its collections were formed, in common with others at the time, using discriminatory systems of cultural hierarchies that prioritized European/Western health practices and thought. Therefore, we place a greater emphasis on diverse voices within the health sciences in all collecting and selection activities. We are committed to diversifying our collections to reflect a more inclusive history through the lenses of disability, ethnicity, gender, indigeneity, race, and sexuality.

Collections are selected for acquisition by the Historical Collections Manager. HC&A works with the Director of Collection Management and the University Librarian to ensure alignment with overall collecting policies in the library. Collections or materials may be declined if they lack historic, research, or instructional value; if another institution appears to be a more appropriate destination; or if HC&A is unable to support a collection due to its size, preservation needs, or access requirements. Materials in wide circulation in other libraries and duplicates of items already held in the library are generally not accepted. HC&A complies with HIPAA1, FERPA2, and all other legal requirements in collecting and managing patient records, student records, and other sensitive materials. 

HC&A generally does not collect the following types of material:

  • Furniture and other oversized items
  • Human remains or medical specimens
  • Microscope slides without proper documentation
  • Published journals, articles, reprints, or photocopies
  • Newspaper clippings (except from unique or local publications)
  • Plaques or awards

However, each donation is unique and HC&A welcomes the opportunity to review specific materials with potential donors to learn more about their history and potential enduring value. 

1 Health Insurance Portability and Accountability Act
2 Family Educational Rights and Privacy Act

Deaccessioning

Historical Collections may, at times, identify materials in our holdings appropriate for removal. Deaccessioning may be carried out when one or more of the following apply:

  • material has been identified as exact duplicates of current holdings
  • material is damaged beyond repair or constitutes a preservation concern for other holdings
  • material is deemed out of scope during processing or is reappraised in consideration of changes to the collection development strategy
  • material has been reformatted and the original has no further use
  • material is in a format that can no longer be accessed and the cost of reformatting outweighs its historical value
  • a donor requests that material be returned or sent to another repository

Materials considered for removal are carefully reviewed and, as appropriate, deaccessioned in compliance with any donor agreements or legal restrictions, professional best practices, and professional standards such as the Association of College and Research Libraries Code of Ethics for Special Collections Librarians, the Society of American Archivists Code of Ethics for Archivists, and the Society of American Archivists Guidelines for Reappraisal and Deaccessioning. Reasonable attempts will be made to consult donors when materials are considered for deaccessioning. HC&A must also have clear legal title to the materials before they can be considered for deaccessioning. This policy does not pertain to ordinary functions of collections management, such as the routine weeding of archival and book collections or the sampling of material according to accepted archival practice.

Deaccessioned materials may be returned to the donor, if applicable; transferred to another repository; sold in accordance with OHSU policies; or destroyed, as appropriate. HC&A does not monetize our collections by deaccessioning materials in order to raise funds. Final deaccessioning decisions are made by the Historical Collections Manager in consultation with the University Librarian, when appropriate.

Collection-Specific Policies

Rare Book Collections
Rare book collections emphasize items that are significant to the history of the health sciences and items not held in other libraries in the Pacific Northwest. Rare books are primarily acquired by donation as well as by purchase in special circumstances. Selection criteria are outlined in the “HC&A Rare Book Collecting Guidelines.”

Local Publications
HC&A is committed to serving as a permanent repository for health sciences-related materials published by Pacific Northwest authors or organizations, as well as publications with a focus on health sciences in the Pacific Northwest. Local publications, including books, periodicals, and other published materials, are primarily acquired by donation as well as by purchase in special circumstances.  

University Archives
The university archives consist of permanent documentary records of OHSU and its predecessor institutions. OHSU’s Records Retention Policy designates HC&A as the official repository for institutional records of permanent value. Collections include administrative records, research materials, and personal materials of OHSU employees and students. Collections are acquired by donation or administrative transfer.  

Manuscript Collections
Manuscript collections consist of unpublished materials, with an emphasis on the history of the health sciences in the Pacific Northwest. HC&A is committed to serving as a permanent repository for health sciences-related materials generated by organizations and individuals in the Pacific Northwest, particularly when no other appropriate repository can be identified. Like the university archives, the collections may consist of administrative records, research materials, and personal materials. However, manuscript collections may not pertain closely to the history of OHSU, but rather to health sciences in the region in general. Collections are primarily acquired by donation. 

Artifact Collections
HC&A’s artifact collections consist of museum-like objects, with an emphasis on the history of health sciences in the Pacific Northwest. Collections include equipment, supplies, specimens, instruments, and other artifacts that may be interpreted for research and teaching. Materials are acquired by donation. 

Policy reviewed and approved by OHSU Library leadership
Last reviewed: 28 May 2024