Collection policies

Acquisition and disposal policy

General Principles

• The BFI National Library collects books, pamphlets, periodicals and other printed materials, as well as published resources in microform and electronic media;
• The purpose of the Library collection is to provide a major resource to meet the widest range of information, research and study needs relating to all aspects of the moving image (film, television - regardless of delivery method - video, video games, interactive multimedia, virtual reality): as culture and as industry, as social indicator and influence;
• The collection aims to be international in scope, but with a particular responsibility to the moving image in the United Kingdom;
• Selection gives due consideration to the quality of writing, language and level of treatment. Other criteria include: currency, accuracy, authority, overlap with other resources;
• As the collections underpin the full range of activities of the Library, as well as work throughout the Institute, an item's value in fulfilling functions such as enquiry work, providing filmographic detail etc. will be considered in the selection process;
• All BFI publications should be collected, regardless of subject matter;
• Materials in all available media (and packs that include a mixture of media) should be collected, subject to hardware availability, and subject to the criteria of other BFI Collections;
• Only one copy of any item is held, in most cases;
• Materials on broader subjects (e.g. mass media and communications, popular culture, advertising, lifestyle magazines) or related subjects (e.g. radio) will be acquired selectively according to the extent of their coverage of, and/or relevance to, our main subject areas;
• Exceptions to some of the above criteria may be made where an item offers unique information (e.g. the only periodical from a particular country).

Selective Acquisition and Exclusions

We do not acquire the following:

• Materials in non-Roman alphabets (unless a reasonably substantial summary translation is provided);
• Novels, including novelisations (although a few are held as representative samples);
• Technical manuals or periodicals (although the collection does include some historical technical material);
• Children's books and magazines;
• TV tie-ins, except where substantial episode or personality information is included, or where visual content offers unique or distinctive information about programming;
• Fan literature, except as indicative examples. Note: this area is under ongoing review, as fanzines increasingly provide substantial information not otherwise available.

Disposal

• Assuming the acquisitions policies are working effectively, disposal should only be necessary where materials have been acquired by donation, and a decision needs to be made as to their fitness for inclusion, or otherwise
• Our position would normally be not to accept donations that are not relevant, but this is not always possible, for example where a donation might include a mixture of relevant and irrelevant materials. In such a case, we would reserve the right to dispose of any material that was surplus to requirements, in whatever way is appropriate.

A donated item would only be disposed of when:

(a) it falls outside our acquisition criteria, because:

• the content is outside the scope of our collections
• the format belongs in one of the other BFI Collections (Stills, Special Collections etc.)

(b) it duplicates an item already in our collection (in which case we would retain whichever copy is in better condition). Note: an earlier edition does not constitute a duplication, and in most cases would be retained.

Appropriate means of disposal include:

• transfer to another collection within the BFI
• sale to raise revenue for the Library
• donation to other regional or specialist collections

Preservation policy

Why do we need to preserve our collections?

The BFI National Library is a major national research collection providing access to a large and varied range of documentation and information on film and television, some of which is irreplaceable.

Though our collections are in many ways unique we are not immune from common problems faced by all archives and libraries.

• We have only one copy of our materials, in most instances, and replacement copies are difficult if not impossible to acquire
• We face common problems of a collection dating mostly from the 20th century, such as brittle paper and the proliferation of paperbacks with weak binding
• We occupy limited space
• We act as an archive of publication, retaining permanently most of what we acquire
• We have limited funds which need to be shared between acquisition and conservation
• We support a popular and rapidly expanding subject field
• We are committed to access for all present and future generations.

How do we try to preserve our collections?

Collections are not only at risk from major events such as floods and fires. Other more gradual causes can be just as damaging and costly. It is important therefore to provide the right conditions for storage, train staff and users in correct handling procedures, and use experts to conserve items.
In principle we pledge to perform the following actions:

• To survey our collections periodically, using a variety of formal and informal methods
• To devote part of our budget to the preservation and conservation of our collections
• To develop a disaster plan
• To provide the correct environment
• To offer guides on good practice
• To take care when displaying items from our collection

We also need your help.

How can you help us preserve our collections?

• Think of future generations, handle documents carefully and treat them with respect
• Please follow the advice in our guidance leaflets
• If in any doubt, always ask a member of staff
• Report vandalism when you see it

Offer us donations - less spent on acquisitions is more which can be spent on preservation.