National Library Removal and Disposal Policy:
Updated draft and explanation of proposed changes
13 July 2023
About this document
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Amendments have been made to the National Library draft Removal and Disposal Policy
following public engagement on the draft. An overview of changes outlined below, fol owed
by the updated draft Policy. Further information about the feedback received during the
engagement process is in the Summary of Submissions document.
Changes to support change in scope
Fol owing the engagement process, the National Library decided to change the scope of the
policy to only include the general col ections. Changes to the fol owing sections were made to
reflect this change in scope – these are the most significant changes since the draft. In
particular:
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About this policy – wording changes to remove reference to research collections and ATL
●
Scope – research col ections changed to ATL col ections and have been included as “out
of scope”
●
Circumstances for removal – there were statements in the explanation section of the
table which noted which col ections each circumstance applied to. These have been
removed.
No substantive changes have been made to the Circumstances for removal or principles to
reflect the change in scope.
Changes to the descriptions of the col ections
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Changes have been made to the descriptions of the general and research col ections to add
clarity and make them more precise.
Changes to the principles
While there was significant discussion on the principles during the engagement, much of this
was related to how they would be put into practice. We are not recommending any
substantive changes to the principles, but wil be using feedback to guide work on
implementation templates and processes. However, we are proposing one small change to
principle 9 (removal) to make it more precise:
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Original: Where
a range of viable options are available, disposal actions that enable ongoing
public access will be prioritised
Updated: Where
more than one viable option is available, disposal actions that enable ongoing
public access will be prioritised.
DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
National Library Removal and Disposal Policy
About this policy
This policy provides the National Library of New Zealand Te Puna Mātauranga o Aotearoa
with clear parameters for when items can be recommended for removal from its general
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collections and what happens to them afterwards. It also covers processes the National
Library needs to follow when considering removal and disposal of items from the general
collections.
The policy describes four circumstances under which removal can be considered and three sets
of principles:
● removal principles
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● disposal principles
● process principles.
This policy applies to the National Library’s general collections, which are developed to meet
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current user needs and to supplement and further the work of other libraries in New Zealand.
Therefore, regular and routine assessment of items against the policy is appropriate and
good practice and ensures public engagement around removal decisions can be timely and
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adequate.
The removal of items – either individually or in groups – is part of the process of maintaining
library collections. This policy recognises that to remove items from the col ections, the
National Librarian must have agreement from the Minister of Internal Affairs under section
9(3) of the National Library of New Zealand (Te Puna Mātauranga o Aotearoa) Act 2003.
Decisions about disposal – that is, what happens to items once they have been removed –
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are made by the National Librarian.
This policy sits within, and aligns with, the broader policy context for the National Library.
This includes:
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Legislative requirements: including Te Puna Mātauranga o Aotearoa Act
2003, but also other relevant legislation like the Copyright Act 1994 and Privacy
Act 2020.
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Te Tiriti o Waitangi / The Treaty of Waitangi: the National Library has
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obligations and responsibilities as a Tiriti partner and as key holders of important
mātauranga Māori and taonga Māori collections.
●
Operational policies of the National Library: at time of writing, policies include
the Collections Policy, the Access Policy, the Use and Reuse Policy, Te Mauri o te
Mātauranga, the Preservation Policy, and the Mātauranga Māori Policy and its
associated standards.
DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
Scope
This policy applies to items in the general collections of the National Library. This
includes all digital and physical items that have been accepted into the collections.
The following are out of scope:
● the school
RELEASED s collection of the National Library which has its own operationalised policy to
guide the regular removal and disposal of items
● the collections of the Alexander Turnbull Library, which under section 9(2) of Te
Puna Mātauranga o Aotearoa Act 2003 must be retained in Crown ownership in
perpetuity
● other research collections held permanently by the National Library
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● working tools of the National Library, which are resources that have been acquired
by the library for staff to carry out their roles
● any items stored by the National Library that have not been accepted into its collections.
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When this policy will be applied
This policy wil be applied when considering the removal of any items from the National
Library’s general collections. In most cases, the process for considering removal wil be
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initiated by the National Library. However, there may also be requests from external parties
for items to be removed, for example to be transferred to a different party with a close
connection to the items.
Implementation
The National Library wil develop a set of templates and processes to support the implementation
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of this policy. These wil provide additional detail about what the principles wil look like in
practice. National Library staff wil use the templates and processes to ensure recommendations
about removal and disposal are consistent with the policy and its principles.
Definitions
Removal refers to the process of analysis and approval to remove items from the National
Library’s collections. This is the term used in Te Puna Mātauranga o Aotearoa Act 2003. In
collections management practice, other terms like deaccession, deselection, withdrawal or
weeding are also used to describe the same or closely related concepts.
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Disposal refers to what happens to an item once it has been agreed for removal from the
collections. There are a number of potential methods of disposal, for example through
transfer to another party, donation, sale or secure destruction.
Maintenance refers to the continual care of the collections to ensure they are in good
condition, accessible to the public, and fulfil their purpose. Removal of items within this
scope is part of collections maintenance. Collection development and maintenance is a
legislative function of the National Librarian.
DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
About the National Library and its col ections
The National Library was established by legislation in 1965, bringing together pre-existing
collections and services of the Alexander Turnbull Library, General Assembly Library and
National Library Service. In 2003, the 1965 act was replaced with Te Puna Mātauranga o
Aotearoa Act 2003. This act remains the legislative basis for the library and its functions.
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The purpose of the National Library, as set out in Section 7 of the Act is to “enrich the cultural and
economic life of New Zealand and its interchanges with other nations by, as appropriate,—
(a) collecting, preserving, and protecting documents, particularly those relating to New
Zealand, and making them accessible for all the people of New Zealand, in a manner
consistent with their status as documentary heritage and taonga; and
(b) supplementing and furthering the work of other libraries in New Zealand; and
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(c) working collaboratively with other institutions having similar purposes, including those
forming part of the international library community.”
In order to achieve this purpose, the National Librarian has a number of legislative
functions, set out in section 9(1) of the Act. One of these functions is to “develop and
maintain national collections of documents, including a comprehensive collection of
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documents relating to New Zealand and the people of New Zealand.”
About the collections
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The National Library has three sets of collections. These are built in a number of ways,
including through donation, purchase and legal deposit. The three sets of collections are:
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the general col ections of published items, including one copy of physical format
titles received under legal deposit and selectively collected overseas publications.
The purpose of these collections is to support the current information needs of New
Zealanders, in particular through supplementing and furthering the work of other
libraries in New Zealand. The general collections are developed and maintained
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because of their utility value and are therefore able to be borrowed and accessed
throughout the New Zealand library network. Items in these collections are not
required to be kept in perpetuity,
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the research col ections, often also referred to as the heritage collections, which
are acquired with the intention they wil be kept permanently by the Library. They
include the collections of the Alexander Turnbull Library and the Dorothy Neal White
children’s literature collection. These collections are developed and maintained
because of their value in supporting current and emerging research needs, as well
as anticipated needs of future generations of New Zealanders. Under section 11(2)
of Te Puna Mātauranga o Aotearoa Act 2003 the Crown must continue to own the ACT
collections of the Alexander Turnbull Library in perpetuity
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the schools col ection, which supports the development of young New
Zealanders as engaged readers and digitally literate learners. This is a high-use
steady state collection, in which the objective is to add and remove an equal
number of items.
Further information about the collections is outlined in the National Library’s
Collections Policy
and supporting collecting plans.
DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
Circumstances for Removal
There are four broad circumstances where the removal of items from the general collections
may be appropriate. If an item meets one or more of the Circumstances, they may be a
candidate for removal, however further assessment against the principles is stil required
before removal can be recommended.
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Circumstance
Explanation
There are legal reasons for an item
Examples where this circumstance may apply include:
be removed from the col ection
● if there was no legal reason for an item to be
accepted into the collections in the first place, or
● if there is a court order for items to be removed.
UNDER In some cases, this requirement may not be met (e.g.
objectionable content or privacy concerns), but the National
Library’s Takedown Policy could apply, meaning an item might
be retained but access is prevented for a certain period of time.
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There is a more appropriate group or The National Library recognises it may not be the most
institution to hold the items
appropriate owner of some items in its collections, even if they
align with the col ections policy and fit the purpose of the
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collection.
Examples of when this circumstance may apply include:
● repatriation of items to iwi/hapū/whānau, or
● transfer to another institution.
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Items no longer fulfil the purpose for Examples where this circumstance may apply include:
which they were collected and have
not taken on a subsequent purpose
● where there are multiple preservation copies an item
(for example newspapers)
that aligns with the col ections policy
● items that have deteriorated so information can no
longer be accessed.
Items in the general col ections do
The col ections policy sets up the general shape and form
not align with the National Library’s
of the col ections and wil guide maintenance decisions for
collections policy
the general col ections.
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Examples where this circumstance may apply include:
● items which no longer meet current information
needs of New Zealanders
● items which are now broadly publicly available.
DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
Principles
The three sets of principles below form the main body of this policy. Any time the National
Library is considering the potential removal and disposal of items from its general collections,
its processes, recommendations and decisions must align with these principles. The process
principles are designed to apply to both removal and disposal decision-making processes.
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Removal principles
1. At least one of the Circumstances for Removal must be met in order for removal to be
considered
2. Removal of collection items must be consistent with New Zealand law
3. Before a recommendation is made for removal, an assessment wil be made
about the impact on the
UNDER ongoing information and cultural needs of New
Zealanders
4. Removal recommendations wil take into consideration the relationship items
have with other items in the collections
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5. Removal of items from the collections is final and not contingent on specific conditions set
by the National Library
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6. The cost of maintaining and storing items is not the primary driver for removal decisions.
Disposal principles
7. Disposal of items must be consistent with New Zealand law
8. The National Librarian can consider a wide range of potential disposal options,
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including transfer, sale, donation and destruction
9. Where more than one viable option is available, disposal actions that enable ongoing
public access will be prioritised
10. The costs of potential disposal actions wil be understood and considered and may
influence disposal decisions
11. If transfer to another party was agreed as part of the removal decision, no other
disposal actions wil be considered.
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Process principles
12. The process for making removal and disposal decisions, and the outcome of these
decisions, is transparent
13. The National Library builds or maintains relationships with people who have
significant connections to collection items being considered for removal and
disposal
DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
14. The National Library seeks advice from relevant groups and individuals to ensure
decisions align with the Removal and Disposal Policy
15. Appropriate tikanga wil be followed when making and implementing removal and
disposal decisions
16. A record of items considered for removal from collections, and any supporting
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disposal action taken, wil be made and kept
17. A summary of engagement activities and outcomes wil be provided to the person making
final removal or disposal decisions.
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DRAFT – Updated draft NLNZ R+D Policy fol owing engagement process, 13/7/2023.
Document Outline
