Disposal (or de-accessioning) is part of the management and development of collections by Coventry University Archives and may be considered for a variety of reasons:
Most material held or received by Coventry University Archives has been identified as of archival and historical value. Coventry University Archives has a continuing responsibility for the records it currently holds and will collect in the future, so care will be taken when considering the disposal of items.
Records deposited with Coventry University Archives are usually donated. Such material that does not relate to the objectives of the archive, or after appraisal does not meet the criteria for permanent preservation, will be offered to another archive or the depositor, or disposed of securely. This also applies to duplicate copies of material already held.
This policy is made clear during the donation process.
Coventry University also reserves the right to retrospectively review its archives holdings if its collections policy is updated.
Coventry University Archive’s disposal policy follows guidelines produced for the heritage sector e.g. by The National Archives, the Archives & Records Association, the Museums Association, CILIP (the UK's library & information association) and the Collections Trust. It also takes into account the relevant regulations and legislation that affect the disposal procedures.
Disposal decisions will be taken in accordance with the criteria outlined in Coventry University Archives collections policy and where possible will not be influenced by other factors such as budget constraints or a lack of physical space. The regulatory environment, ethics and standards of the university and its governing body are also considered.
The process for disposal will be rigorous and documented at every stage so that an audit trail is evident. The relevant regulations, standards and regulations that control the keeping of certain records will be followed.