Gift and Exchange

Definition

Gifts are library materials that are obtained free of charge. Gifts may be in any format. They may be solicited or unsolicited. Exchanges are library materials obtained through cooperative institutional agreements between Pustaka Negeri Sarawak and other libraries, universities or research institutes. Exchange agreements can also result in groups of periodicals, a mix of serials and monographs, or subscriptions or groups of monographs being purchased for the exchange partner.

Acceptance of Gift

Gifts of materials will be accepted with the understanding that they will be subjected to the same criteria for inclusion in the collection as purchased material.

Factors to be considered in judging the desirability of accepting gift & exchange material includes but not limited to the following:
a) Needs of the library's colllection
b) Availability of material
c) Currency of material
d) Physical condition
e) Technical processing cost

Acknowledgement of Gift

Without prejudice to the value and quantity, all gifts shall be acknowledge appropriately. A Written acknowledgement of the gift shall be sent to the donor as appreciation of his or her contribution to the Gift and Exchange program.

Declining of Gift

Pustaka reserves the right to refuse gifts that are:

• Inappropriate for the collections and does not meet the collection development policy
• Out of date materials (subject to Pustaka Negeri Sarawak Collection Development Policy)
• Duplicates of items for which additional copies are not needed
• If it is necessary to decline the gift, Pustaka may suggest potential alternative institutions to the prospective donor

Receipt of Gift

• Record gift in ANGKASA Library System - Gift & Exchange Module, for all serial gift record in Serial Management Module and if first time serial gift will need to send the serial to Cataloging Unit.
  

Processing gift and exchange material as below:

All printed item (Book/magazine/journal)
a) Place Pustaka Seal at title page and at any page of the item (Bottom right hand)
b) Slip in the security strip on middle part or at any suitable page.
c) Note date receipt at the back of content page (Bottom left hand)

Compact Disc (CD)
a)Paste the "Pustaka Negeri Sarawak" Logo sticker at the CD Surface
b)Paste the CD security strip on the CD Surface c)Note date receipt at the back of the title page (bottom left hand)
d)Place Pustaka Seal at title page (Bottom right hand)

Plague/ Painting
a)Paste the "Pustaka Negeri Sarawak" small Logo sticker at the back of the item (Bottom right hand)
b)Note date receipt at the bottom of the logo sticker

Send completed item to Cataloguing unit and for Plague and painting that usually received from visitor will be send to Public Relation (PR) Unit.