Back to SRLF Web Page:Deposit Guidelines

Revised August 28, 1998

• Background
• Physical Preparation for Deposit (Campus Responsibilities)
• Newspaper Storage and Access at the SRLF

The following guidelines have been developed to allow campuses to deposit newspapers at the SRLF. In general, newspapers have not been considered "permanent" deposits because the print newspapers are typically replaced by microfilm. Given that the replacement process and preservation efforts can be slow and difficult to complete, the SRLF is providing these Newspaper Guidelines to provide storage for selected categories of newspaper titles.

One of the basis premises of the newspaper guidelines is that newspaper issues that are available on microfilm shall not be deposited at the SRLF. Newspapers that are held by CRL (Center for Research Libraries) are also excluded from SRLF deposit. The microfilm replacements can be deposited at the SRLF.

Back to Top

Having excluded from consideration all print newspaper titles that are held by CRL or are otherwise available on microfilm, the following requirements apply for the physical preparation of the newspapers:

1. The newspapers may be bound or unbound, according to local campus policies. At the SRLF, the newspapers will be given "J" barcodes.


2. Unbound newspapers may be wrapped in brown paper bundles and tied with string. Please use the heavier brown paper. The paper does not need to be acid-free.


1. The bundles should be labeled with the information givCampus/Branch


• Campus Identifier (OCLC record number or local system record number)
• Main Entry
• Title
• Issue Numbers/Dates
• Cir=N



• The newspapers will be Non-Circulating; used only at the depositing campus and not available for use at the SRLF.


• As the newspapers are processed at the SRLF, they will be assigned a default condition code of "brittle".



2. If the bundle is very thin, please use a folder which extends beyond the size of the sheets of the newspaper. The folder need not be acid-free. The folder should have a label with the same information as in 2a. above.
3. Or, support the bundle with a piece of cardboard or pressboard, etc., beneath the sheets of newpaper in the brown paper wrapper tied with string.

3. SRLF prefers that each bundle or folder contain only one title. If this is not possible, please catalog them on one bibliographic record and include title added entries for all that are in the bundle.

Back to Top

1. Space constraints:
   The newspaper bundles are stored in SRLF Phase 2, Special Collections Level. This level has approximately ten years of growth space for newspapers and Special Collections materials.


2. Deposit policy and procedures:
1. 2a. SRLF will not accept for deposit newspapers that are routinely replaced by commercial microfilm, that are otherwise available on microfilm, or for which there are CRL holdings. SRLF does not provide temporary storage while campuses await the replacement by commercial microfilm or CRL.
   Any commercially microfilmed newspapers currently at the SRLF (previously accepted from UCLA) will stay at the SRLF until the microfilm has been received and the bundles are ready for deaccessioning. SRLF will handle those with deaccession requests as before.


2. As of November 1997, all requests to use newspaper bundles stored at the SRLF will be treated as paging requests. The depositing unit will page the material; the SRLF will retrieve it and check it out to the unit. Use will be restricted to the depositing unit only. There will be no on-site use at the SRLF.
3. For these paged materials, when the user is finished, the unit returns the bundle to the SRLF.
   1. The bundle should be rewrapped in the same wrapping if po
   2. ssible.
   If a new wrapper is needed, the bibliographic information should be transferred to the new wrapping and the barcode label cut off the old wrapping and taped onto the new with clear book tape (not with standard desk tape).
4. The deposited newspaper bundles will be discarded when preservation efforts are completed for a title. When microfilm copies are produced, cataloged, and available for use, deaccession requests should be submitted by the depositing library for the discard of the paper bundles. The bundles will be tossed by SRLF staff.
3. 3. Beginning with the 1998/99 Deposit Request, Libraries need to provide the SRLF with an estimate each year of new newspaper bundles to be deposited, in addition to the annual estimate for serial materials and all other deposits coming to the SRLF.

Back to Top