Collection Development of Rare Materials

By Terry Funk

Allen, S. (2012). Seeking gifts of rare materials: Things to consider. Journal of Library Administration, 52, 233-243.

Summary: This article discusses the process of acquiring rare materials in the library and offers insight into key elements for success. First, there are several reasons that people give to an institution and understanding their motivations is essential. Some reasons for giving in the U.S. include: taxes, timing, to make a difference, to honor someone, to share with an institution that can manage and maintain a collection and so on. Sometimes the motivations have to do with religion, race and cultural background and a desire to preserve one’s heritage. Collectors may also have concerns about parting with their collection. Will the institution continue to develop the collection, or will it be secure?  Another issue for successful acquisition of materials is personality. Most librarians are introverts, while development professionals tend to be extroverts. Both types bring talent to the task, and an awareness of these types makes for smooth relations with potential donors.  Having a model in mind for acquiring gifts is helpful, e.g. Joyce’s  four stages of donor relations (as cited in Allen, 2012) while knowing that each stage takes time, often years. This article emphasizes the importance of a Collection Development Policy that is clear and concise and then weighing the potential gift against that policy - (What is the research value of the gift? Who will use the collection?  What are the costs? Is the donor willing to provide an endowment?). Some deal breakers for the library may be involved in the negotiations stage, when a donor’s true motives may come to light (ideally the institution will want as few strings as possible and clear title), attorneys may be involved, etc. Other headaches include the donor’s family, and saying “No” to a potential donor without damaging the relationshp. After a gift is accepted, the library should pay attention to the commitments agreed to, and plan a timeline for carrying out its obligations.

Evaluation: This article is particularly helpful to Librarians (middle managers) who may not be Development Professionals, because it sheds light on the institutional realities of working with donors. As the author points out, one’s institutional culture is often the hardest to change, and it is important to follow the lines of authority for soliciting gifts both externally and internally. Communication is very crucial, and so is having a working policy.