Retention & Storage Policy

This document brings together decisions about a wide array of Research Center continuations. The first section, "General Collection," contains policies that apply to the entire collection. Instructions for materials in specific areas, such as Florida materials, which may be different than those for the general collection, appear under their own heading.

CAUTION: Materials received from the Government Printing Office as part of the Federal Depository Libraries Program are subject to federal regulations governing the retention of materials. Such material must not be withdrawn and discarded without checking with the Serials/Government Documents Librarian.

 

Table of Contents
Topic
Paragraph Numbers
General Collection 
     Basic Guidelines
     Cases and Digests
     Shepard's Citators
     Legal Encyclopedias
     Treatises
     Directories and Reference Works
     Newsletters
     Magazines and Newspapers
     Periodical Indexes
     Other Materials
Federal Materials  
     Legislative Materials
     Cases and Digests
     Administrative Regulations
     Other Federal Materials
Florida Materials  
     Legislative Materials
     Case and Digests
     Administrative Regulations
     Other Florida Materials
     Other States' Materials
     Foreign Materials

 

GENERAL COLLECTION

Basic Guidelines

1. When replaced volumes are moved to storage, if there is more than one copy in the collection, only the best copy will be retained. The copy number will not be changed.

2. Pocket parts, supplements, and update pamphlets which are replaced will be discarded as soon as the new materials are in place. This includes supplements to casebooks. In the case of treatises, if the entire treatise is replaced by a new edition, the final pocket parts or supplements to the old edition will be discarded unless the treatise is of particular importance. If pocket parts to be kept are large, consideration should be given to binding or the use of pamphlet binders to avoid further damage to the bound volume.

Cases and Digests

3. Paper advance sheets which are replaced by permanent bound volumes will be discarded as soon as the bound volume is on the shelf. Ordinarily the Reference Librarians will make the determination, but a responsible student assistant may be assigned this duty.

4. Replaced digest volumes should be withdrawn and discarded. Replacement volumes in digests ordinarily contain everything which was in the volume replaced and its supplements. When a digest is replaced by a new edition, the old edition will normally be kept on the shelf next to the new edition, but if there is no space, the old edition can be moved to storage. Digests which are discontinued by the publisher, such as Southern Digest, can be kept in the general collection or in storage as long as they seem useful. The Reference Librarians will make the decision as to when they should be withdrawn and discarded.

Shepard's Citators

5. Shepard's Citators bound volumes for case reporters which are replaced by new bound volumes will be withdrawn and discarded. Citators for Statutes and CFR will be placed in storage when replaced. Citators which contain other materials (e.g. law reviews) must be studied to determine if there is some reason to keep replaced volumes.

Legal Encyclopedias

6. Legal encyclopedias which are completely replaced by a new edition will be placed in permanent storage. (State encyclopedias for states other than Florida may be left in their normal position, depending on space requirements in the storage or the state areas.) Individual replaced volumes will also be placed in permanent storage. However, the annual Federal Income Tax volumes in the Am Jur set should be withdrawn and discarded when replaced.

Treatises

7. Replaced volumes in treatises shall be moved to the storage area. Legal treatises completely replaced by new editions will be kept on the regular shelves. However, there are situations where a superseded treatise must be moved to storage to avoid confusion. When treatises of very many volumes are replaced by a new edition over a period of many years, such as happened in1987-88 with Wright and Miller on Federal Procedure, to avoid confusion we will move the earlier edition to storage as replacement volumes arrive, treating the set as though it were an encyclopedia. In the case of looseleaf treatises replaced by a new edition, the old edition must be bound to avoid confusing looseleaf filers and patrons.

8. Looseleaf treatises which have not been updated may be replaced by the purchase of a whole new set of current contents. In such a case the new pages are not a new edition, and the replaced contents may be given away to faculty or discarded. Looseleaf treatises which are canceled and not replaced may be kept on the shelves (with suitable labels to indicate that they are not current) until the Reference Librarians determine that they are no longer useful. After that they should be moved to storage or withdrawn and discarded.

Directories and Reference Works

9. Superseded issues of reference works and directories which are issued annually shall be moved from Reference to the regular collection (except Martindale-Hubbell which goes to storage, see Para. 10, below). Only one copy shall be kept. Additional copies, if any, shall be withdrawn and discarded. Older replaced directories in the regular collection may be withdrawn and discarded when space becomes tight. Before discarding any directories, check with the Head of Cataloging to see whether they are needed for NACO work.

10. Martindale-Hubbell directories [Ref KF 190 .M3] are kept for one year in Reference. An extra copy of the volume containing Florida information is kept on Reserve. When new volumes are received, the old set should be placed in storage. We get multiple copies of the volume containing Florida. Keep the best copy for storage and withdraw the others. Before discarding the withdrawn volumes, check the order record to see if other campus offices have requested a replaced copy.

Newsletters

11. Newsletters consisting solely of casenotes, and those consisting of organizational meetings and personalities are usually not bound for permanent retention. Such materials will be kept for a minimum of two years. Older issues may be discarded when the binder in which they are kept becomes overcrowded.

Magazines and Newspapers

12. Magazines of general interest which are not to be added to the collection will be kept behind the Circulation Desk for about one year except as otherwise provided.

13. General computer periodicals purchased for staff review shall be retained for 1 to 2 years, but not bound.

14. Daily newspapers will be kept for approximately one week except for The New York Times and The Wall Street Journal, which shall be kept for two weeks. A schedule of other newspapers and their retention period follows:

ALI-ABA CLE Review
6 months
American Lawyer
wait for microform
Arbitration Times
6 months
Chronicle of Higher Education
6 months
Florida Bar News
wait for microform
Legal Times
wait for microform
National Law Journal
wait for microform
New York Law Journal
wait for microform
New York Review of Books
6 months
New York Times Book Review
6 months

Periodical Indexes

15. Current Index to Legal Periodicals [INDEX KF 8 .C75], published by the University of Washington Law Library, is kept for six months to one year; older issues may be discarded.

Other Materials

16. Hornbooks and Nutshells which are replaced by new editions will be retained in the collection, but multiple copies will be withdrawn and discarded unless there is a particular need to retain more copies. Superseded Nutshells will be kept until they fall apart, then withdrawn and discarded without major repairs or replacement.

17. Casebooks: We will keep the current edition and one copy of the prior edition of casebooks. Casebooks more than 10 years old should be withdrawn and discarded, except for those published before 1970 which are part of the Virgil Hawkins Collection. Supplements to a casebook superseded by a new edition will be withdrawn and discarded. (Consult Prof. Garvin before withdrawing casebooks in his area.)

18. New editions of portfolios in the BNA Corporate Practice Series and Tax Management Portfolios will be cataloged separately. Older editions will be retained in storage.

19. ALI-ABA and PLI materials are primarily current awareness materials. Within five years such materials are candidates for weeding. Some topics or series, especially from ALI-ABA, have continuing use, so Reference Librarians will need to make individual determinations and consult with faculty when necessary.

20. One copy of replaced volumes of CCH Standard Federal Tax Reporter will be bound and kept permanently in storage.

21. Replaced form books should be withdrawn and discarded. Form books which are no longer supplemented but have not been replaced by a new edition can be retained or discarded at the discretion of the Reference Librarians.

22. Replaced books of jury instructions should be withdrawn and discarded (other than Florida, see Para. 51, below).

23. Popular works on law, such as those from Nolo Press, should be withdrawn and discarded as soon as they are replaced by a new edition. The Cataloging Dept. will handle this.

24. Books which are judged to be no longer suitable for inclusion in the collection shall be taken from the shelves and brought to the attention of the Collection Development Committee. If there is no disagreement they shall be withdrawn and discarded.

25. LEXIS and WESTLAW furnish a variety of user aids and promotional materials which are not added to the collection. In the case of items which are replaced by new editions, such as the WESTLAW Database Directory or Reference Manual, only the most recent edition will be kept.

26. Other promotional/educational material (e.g. "How to Find the Law," "The Living Law") is ordered periodically by the Reference Librarian for use in the Legal Writing program. This material is not added to the collection, and will be discarded when new editions are received.

FEDERAL MATERIALS

Federal Legislative Materials

27. Paper advance sheets to USCCAN are discarded when bound volumes are received. At the same time the session laws pamphlets provided with USCS and USCA may be discarded. The codified USCS and USCA session law pamphlets should be discarded when the new pocket parts are received.

28. One copy of each replaced volume of the U.S. Code and annotated codes are kept in storage; however, paper Index and Tables volumes produced annually for USCA and USCS may be discarded. Be sure that each volume in storage is labeled with the publication date of that specific volume.

29. Separately published compilations of statutes on a particular subject, e.g., Internal Revenue Code, Social Security laws, Bankruptcy Code, etc., may be retained in the collection for an extended period. These volumes, except for the Internal Revenue Code, may be withdrawn and discarded at any time after ten years. The annual West and CCH versions of the tax code will be kept indefinitely. For other statute compilations, if we have sets of the same statutes from more than one publisher, the Reference Librarians will decide which publisher's set should be kept.

30. Publishers sometimes mail out special pamphlets containing new federal legislation, committee reports, etc., on subjects such as tax law. These pamphlets are are reviewed by the Acquisitions Librarian. Those not added to the collection should be given to the Head of Public Services, who will keep them in her office for approximately one year or distribute them to professors.

Federal Cases and Digests

31. The slip opinions of the U.S. Supreme Court are kept in looseleaf notebooks [KF 101 .U5]. Because these are depository items they must be kept until the advance sheets to U.S. Reports are received.

Federal Administrative Regulations

32. The paper copy of Federal Register [KF 70.A2] is received simultaneously in microfiche form [MIF 256]. Since we have shelf space, we maintain twelve months in paper form.

33. Federal Register indexes: The January-December index that comes with the paper Federal Register is bound and shelved in the Micromaterials Room.

34. The Code of Federal Regulations (CFR) is replaced each year by new pamphlets. Replaced pamphlets are moved to permanent storage. We also receive CFR in microfiche, so the paper copies can be withdrawn and discarded if storage space becomes impossible. The replaced paper volumes are heavily used, however, and we want to keep them as long as we can.

35. Indexes to CFR: Only the most recent of those published by private companies should be in the general collection. Older editions should be withdrawn and discarded. Superseded annual official CFR indexes are kept in storage. Patrons using outdated CFR volumes rarely will be depending on a topical index.

Other Federal Materials

36. Annual pamphlets of the complete Federal Rules (Rules of Civil Procedure, Criminal Procedure, Evidence, etc.) are received from several publishers. We bind one copy of Moore's Federal Practice Rules [KF 8816 .M6] for permanent retention. Additional copies may be discarded after 5 years. West's pamphlets and those of other publishers may be withdrawn and discarded when a new edition is received.

37. Directories of federal agencies will be withdrawn and discarded when a new directory is received. Before discarding any directories, check with the Head of Cataloging to see whether they are needed for NACO work.

FLORIDA MATERIALS

Florida Legislative Materials

38. Keep one copy of the Florida Legislature House and Senate Journals in the Florida collection on the second floor.

39. We receive multiple copies of the Laws of Florida. Extra copies of the current year's set, including unprocessed copies, may be kept in Storage. Once the next year's set has been received, we should withdraw and discard all but three copies of the older set. Permanently retain three copies of Laws of Florida (2 copies on second floor, 1 in storage). All copies retained should be processed and added to the collection.

40. We also receive multiple copies of the Florida Statutes. After the new edition is received by the Law Library, the public services staff arranges the distribution of all but four copies of the superseded Florida Statutes to law students and graduates. Permanently retain four copies of outdated sets of Florida Statutes (2 copies on second floor, 2 copies in storage). All copies permanently retained should be processed and added to the collection.

41.Two copies of the Digest of General Laws [KFF 7 .F5], which is published after each legislative session, will be bound and kept permanently.

42. The Daily Bill History, Index, Citator, and Sponsor Report published during sessions of the Florida Legislation [KFF 6 date .Z2] is cumulative. Since it is frequently used, the most recent four issues should be kept on the shelves. The final version is entitled Final Legislative Bill Information, and is published a few months after the end of the legislative session. This is to be bound when received. When it has been returned from the bindery, all prior Bill Histories for that session may be discarded.

43. Florida Statutes Annotated: Keep 1 copy of each replaced volume in storage. For older volumes, treat Harrison and West as two different volumes. Where two volumes from the same publisher are labeled Volume 7, check the publication date to see whether they are actually duplicates. Volumes to be retained should be relabeled to show the publication date. Discard all FSA pocket parts and indexes.

Florida Cases and Digests

44. Florida Law Weekly [KFF 60 .F56] contains opinions from the Florida Supreme Court and the District Courts of Appeal. Current issues are kept on Reserve. It should be bound when the volume is six months old. (Put the Faculty Library copy on Reserve while the Reserve copy is being bound.) Volumes more than six months old can be moved to the open shelves on the second floor. All bound volumes shall be kept on the second floor shelves. (The Faculty Library also has a copy of FLW, which is never bound. Only three years need be kept in the Faculty Library.) We retain the volumes of FLW to assist the patrons who have a case cite to FLW rather than Southern 2d and who want to see the FLW version.

45. FLW Supplement [KFF 60 .F561] contains selected opinions from the Florida Circuit and County Courts. The last two years are kept on Reserve. After two years it should be bound and moved to the second floor collection. The information published here is not available in any other print source.

46. FLW Federal [KFF 60 .F562] contains slip opinions from the United States Supreme Court, the United States Court of Appeals for the Eleventh Circuit, and United States District Courts and Bankruptcy Courts in Florida. Current issues are kept on Reserve. It may be bound and removed from Reserve when the volume is six months old. The United States Supreme Court opinions will be removed before binding and a sheet inserted behind the Supreme Court divider stating AU.S. Supreme Court opinions not bound. Consult United States Law Week or U.S. Reports."

Florida Administrative Regulations

47. One copy of replaced looseleaf pages for the Florida Administrative Code Annotated [KFF 35 1982 .A2] shall be kept permanently in storage. These pages will be bound - consult the Serials Librarian for information about how they are organized for binding.

Other Florida Materials

48. Executive Orders of the Florida Governor's Office [KFF 34 .A2 .G68 ] shall be bound and retained permanently.

49. Two copies of West's Florida Court Rules (State) [KFF 529 .A433 .A2 State] and one of Florida Court Rules (Federal) [KFF 529 .A433 .A2 Federal] are bound and kept indefinitely. Older volumes may be moved to storage as needed. Editions of Florida Rules of Court are published by The Florida Bar from time to time, in a separate pamphlet for each set of rules (e.g. Probate, Criminal Procedure). These pamphlets shall be withdrawn and discarded after the next edition is received.

50. Practice manuals from The Florida Bar, of which we acquire multiple copies, frequently have new editions which are sometimes almost indistinguishable from the original; this may confuse users, and looseleaf supplementary pages may be filed in the wrong edition. One copy of such replaced manuals will ordinarily be kept and be moved to storage. The retained copy of a looseleaf manual will be bound for this purpose. All other replaced copies will be withdrawn and discarded.

51. One copy of books of model jury instructions for the state of Florida will be placed in permanent storage when replaced by a new edition or when they have not been updated for ten years. One copy of individual replaced volumes will also be moved to permanent storage.

52. Leon County and City of Tallahassee codes, when replaced by an entirely new edition, shall be bound and moved to storage. Other Florida city and county codes will be withdrawn and discarded once they are available on the Municipal Code Corporation Web site.

OTHER STATES

53. Replaced volumes (or replaced sets) of state codes will be placed in permanent storage, except for indexes which are replaced frequently. Annual indexes for state codes will be retained every fifth year and withdrawn and discarded in other years.

54. Session laws in pamphlet form which supplement state annotated codes may be discarded as soon as the information appears in the pocket parts. We have complete microfiche sets of state session laws at MIF 7.

55. State administrative codes: We subscribe only to the Florida Administrative Code and the Rules and Regulations of the State of Georgia. For FAC retention policy, see Para.47. Georgia administrative regulation looseleaf pages should be discarded when replaced.

56. California Subsequent History Table is published annually by West in pamphlet form. It cumulates information published in a table in the advance sheets to West's California Reporter. We do not add this pamphlet or similar items to the collection because we do not believe this supplies any need not met by Shepard's Citators. Copies should be shelved with the California Reporter and discarded when replaced.

FOREIGN MATERIALS

57. Replaced volumes of encyclopedias and treatises should be moved to storage. When the entire set is replaced, it may be left in the general collection. Replaced digest volumes should be withdrawn and discarded.

58. Replaced advance sheets (replaced by bound volumes), pocket parts, supplements and looseleaf pages should be discarded.

59. Replaced volumes of statutes and administrative codes (sometimes called "statutory instruments" or "delegated legislation") should be placed in storage. Replaced indexes to such materials should also be placed in storage.

60. Annual indexes to Caribbean legislation published by the West Indian Legislation Project at the University of the West Indies should be left in the general collection.

Latest Revision: March 28, 2000

Other Policies: