Mission

The Flagstaff City-Coconino County Public Library enriches the lives of residents and visitors by offering access to resources and opportunities to grow, learn and innovate in a safe, supportive, and sustainable environment. 

Statement of Purpose

The Flagstaff City-Coconino County Public Library’s archival collection is dedicated to documenting the history and culture of the Coconino County geographical area through various media, including print, oral, video, and photographic materials.

Geographic Focus

The archival collection will focus on materials specific to the Coconino County, Arizona geographical area and reflect the diverse communities and landscapes of the region.

Collection Development

The development of the archival collection will be guided by the Statement of Purpose and Geographic Focus. The collection may include:

  • Print materials such as books, newspapers, magazines, maps, and manuscripts 
  • Oral histories and interviews
  • Video recordings of significant events and personal narratives
  • Photographic materials
  • Library history materials
  • Documents in other formats    

Digital archival materials, including oral histories, are not currently hosted by the library.

Selection and Deselection Criteria

Selection Criteria

Materials will be selected based on the following criteria:

  • Relevance: The material must be relevant to the history, culture, and communities of Coconino County.
  • Historical Significance: Items that document significant events, people, places, and themes in the county’s history.
  • Research Value: Materials that provide valuable information for researchers, scholars, and the general public.
  • Condition: Items should be in a condition that allows for preservation and use. Materials in poor condition may be accepted if they are of significant historical value.
  • Uniqueness: Preference will be given to unique or rare items that are not duplicated elsewhere in the collection or available at other local institutions.
  • Provenance: Clear and documented provenance is preferred to ensure the authenticity and integrity of the materials.
  • Capacity and Expertise: The archive will only accept materials that can be appropriately housed and preserved within the library’s available space and resources. Additionally, the library must have the necessary expertise to handle and maintain the materials.

 

De-Selection (Weeding) Criteria

Materials may be de-selected based on the following criteria:

  • Irrelevance: Items that no longer align with the collection’s focus on Coconino County.
  • Duplication: Duplicate items that do not add additional value to the collection.
  • Condition: Materials that are in poor condition and beyond repair, unless they hold significant historical value.
  • Lack of Use: Items that have not been used or requested for a significant period may be considered for de-selection.
  • Ethical and Legal Considerations: Items found to have been acquired unethically or illegally will be de-accessioned.

 

Deaccessioning Process

  • Review: Materials identified for de-selection will be reviewed by library staff.
  • Approval: Final approval for deaccessioning will be made by the library Supervisor or Deputy Library Director overseeing that portion of the collection.
  • Disposition: De-accessioned materials may be offered to other institutions or responsibly disposed of.

Gifts

The library welcomes donations that align with the geographic focus and collection development criteria. All donations will be reviewed by library staff per the Donations Policy. The library reserves the right to decline donations that do not meet the collection criteria or that duplicate existing materials.

All donated items become the property of the Flagstaff City-Coconino County Public Library. The library reserves the right to remove donated materials from the collection later if they are deemed to meet the de-selection criteria outlined above. De-selected materials may be offered to other institutions or responsibly disposed of.

Access and Use

The archival collection will be accessible to the public during regular library hours. To ensure the preservation of materials, the public cannot directly access the archive. Instead, library staff will retrieve the requested materials for in-library use only. Library staff assisted research or reproduction services may be requested per the Research Policy. Researchers are required to handle all materials with care and follow the library’s Archive Use and Access Guidelines.

Responsible Parties for Collection Management

The management of the archival collection is the responsibility of the following parties:

  • Library Staff: Responsible for the day-to-day management of the collection, including acquisition, cataloging, preservation, and providing access to materials. Staff in the Collections Management Services department oversee the management of archival periodicals. Staff in the Reference department oversee the management of all other archival materials. May also supervise archive volunteers in assisting in this responsibility.
  • Deputy Library Directors: Oversee the overall management of the archival collection, provide guidance on selection and de-selection of materials, and ensure alignment with the library’s mission and goals.
  • Library Director: The ultimate authority for the library archive rests with the Library Director.