Indiana University Libraries Moving Image Archive Deaccession Policy
| Responsible Office | Date adopted | Last updated |
|---|---|---|
| Moving Image Archive | Aug 12, 2025 | Aug 12, 2025 |
Policy
The Indiana University Libraries Moving Image Archive (IULMIA) collects, preserves, and provides access to media of purpose and practice. To ensure the highest level of care for its collections, IULMIA continuously reappraises its holdings and applies the following deaccession principles as needed. This document provides guidelines on deaccession actions and activities to ensure the effective prioritization and allocation of resources for preservation, digitization, cataloging, and accessibility.
Deaccession Criteria
IULMIA follows a systematic and transparent approach to deaccessioning collection materials. All decisions are documented as part of the object’s provenance. Staff members involved in deaccession decisions have significant professional experience and are entrusted to apply their professional expertise and judgment based on the following considerations:
- Materials must align with IULMIA’s mission statement and collection development policies
- Items falling outside the scope of collecting priorities may be considered for deaccession
- In accordance with best practices established by the Library of Congress, IULMIA aims to retain no more than three copies of any given item
- Duplicate materials exceeding conservation needs may be considered for deaccession
- Materials that pose health risks to IULMIA employees may be considered for deaccession
- Items deemed beyond reasonable conservation treatment may be considered for deaccession
- Materials with significant deterioration affecting usability may be considered for deaccession
Note: Condition determinations will be made in consultation with IU Libraries Preservation Department as necessary
Deaccession Process
IULMIA follows the following process when deaccessioning materials:
- IULMIA staff identify potential items for deaccession based on established criteria
- IULMIA staff document all deaccession decisions as part of the object’s provenance
- Return to Donor or Depositor: When applicable, IULMIA will contact the original donor/depositor to arrange the return of materials upon request
- Transfer: When appropriate, efforts will be made for the deaccessioned materials to be transferred to other archives, collectors, institutions, or relevant organizations
- Disposal: When necessary, deaccessioned materials will be safely disposed of.
About This Document
This Deaccession Policy will be reviewed by IULMIA staff at least every five years. Updates will be made as necessary. Last Update: 2025.