History Room Policy

Purpose

The History Room is the area within the Somerset Public Library for collecting, preserving, and making accessible special collection materials of enduring historical value that document the social, economic, or political development of the Village of Somerset and surrounding towns of Somerset, St. Joseph and Star Prairie.

Collection Rationale

The items in the special archival collections are distinguished from the Somerset Public Library’s general holdings by virtue of the material’s uniqueness, rarity, physical format, content or depth of subject warranting special treatment regarding housing, cataloging, preservation, or use. In general, due to space and staffing limitations, museum objects are not collected.

Access

The History Room is available for supervised use during the room’s open hours or by prior appointment during normal library hours. Users do not need a Library Card to access the room. The reading room is wheelchair accessible.

Gifts and Donations

The Somerset Public Library accepts donations that fall within the scope of the Collection Development Policy. Due to limited staffing, budget, and space, all donations or gifts are subject to review by the Library staff and may be declined. The Library reserves the right to decline any acquisition, including but not limited to, the following reasons:

• Inability of the Library to provide suitable space, staffing, supplies and equipment.
• Inability to provide sufficient support to preserve and provide access to the archival records.
• Materials do not fit within the scope of the Collection Development Policy.
• Materials can be readily found in other area archives or libraries.
• Donor’s ownership of the materials is in question or disputed.
• Items are in poor condition; ie. Mildew, dirt, water damage, brittle, missing pieces.

Once a donation is accepted by an authorized staff member, they will prepare a Deed of Gift for the materials to be donated, which must be signed by the donor. This Deed of Gift transfers any rights the donor may have concerning ownership or copyright to the Somerset Public Library. Special conditions may be specified by the donor, but the Library may refuse any donation in which it deems the conditions of use are overly restrictive.

The Library will not appraise gifts. Under IRS regulations no library, archive, or museum can perform an appraisal. If a donor would like their collection appraised for tax purposes, this should be done before collection is donated.

De-Selection of Materials

In order to maintain a viable and useful collection and to assure adequate space for its housing, the Library, in rare occasions, may remove items from the archival collections. On a highly selective basis, materials that have become obsolete, fall outside the collection rationale outlined in this policy, are no longer relevant, or are in poor physical condition may be withdrawn from the collection, be disposed of, offered to a more appropriate repository, or transferred to the general library collection.

Guidelines for Use

Information about History Room open hours can be found at https://www.somersetlibrary.org/services/history/

Approved 04/07/2021