Description and Selection Criteria of Specific Collections
The purpose of the Archives of Thomas Jefferson University is to collect,
preserve, arrange, describe and make available for research archival
records and manuscripts which document the University's growth and development:
institutional records of enduring administrative, legal, fiscal, and
historical value, as well as the personal papers of faculty, staff,
and alumni. These records support the University's tripartite mission
of education, patient care and research and are also accessible by the
general public by appointment.
Materials collected and retained permanently, either on paper or electronic,
- records of the boards of TJU corporation and TJUH including
agendas, minutes, memoranda, correspondence, and reports from the
Board and subcommittees
- records of the Office of the President and University administration
including correspondence, administrative subject files and reports;
historic non-current legal documents and case files
- records of the deans and administrators of the various Colleges
(Jefferson Medical College, Jefferson Graduate School of Biomedical Sciences,
Jefferson College of Health Professions) including correspondence,
subject files, reports, class schedules and photographs, enrollment
reports, graduation rosters and programs, official publications and
- records of the Executive Director and vice presidents, Thomas Jefferson
University Hospital including correspondence, subject files and reports
- departmental records including committee minutes, memoranda, syllabi,
reports, correspondence, lecture notes, examination questions, policy
and procedure manuals, and the files of top administrative offices
- reports of all major academic and administrative committees, sub-committees,
ad hoc committees, and search committees including minutes, memoranda,
- accreditation reports and supporting documentation
- annual budget and audit reports;
- planning documents, from the first phase to completion;
- records of the alumni and alumnae association including minutes,
programs, membership directories, publications, photographs, biographical
files, correspondence with members
- reports, policy statements and statistical data relating to grant
and contract activities
- records of the Marketing, Public Relations, and Office of Institutional
Advancement departments including fundraising brochures and publications,
internal publications, press releases, biographical files, photographs,
correspondence and memoranda, and donor records
- laboratory records relating to the existence and function of labs
including interim and annual reports, lab manuals, staff lists, patent
files, grant or contract proposals, revisions and final reports, newsletters,
research notes, protocols
- records of student organizations and activities: class newsletters,
yearbooks, minutes and correspondence
- all publications, newsletters, or booklets distributed in the name
of the University including bulletins, annual reports, calendars,
informational pamphlets, patient publications, faculty handbooks,
- records documenting the employer-employee relationship at Jefferson,
including union contracts, union newsletters, benefit program descriptions,
statistical data relating to employee composition, salary ranges,
job descriptions, strike documentation
- maps, prints, drawings, space surveys and plans documenting the
physical growth and development of the University;
- audio-visual materials documenting the development of the medical
center, such as photographs, negatives, oral history tapes, films,
video and audio tapes, works of art on paper
- materials from faculty, staff or alumni including:
- private papers and manuscripts, professional correspondence
created or received relating to one's academic or research career;
personal correspondence from friends, relatives, business associates,
- biographical materials from faculty, staff or alumni: resumes,
vitae, oral history interviews (tapes and/or transcripts), bibliographies,
clippings, memoirs, chronologies, biographical sketches, etc.
photographs, slides, audio or video tapes, films
- artifacts and memorabilia such as medical equipment and instruments,
uniforms, banners, furniture, plaques, or jewelry
- teaching material like class lecture notes, syllabi and bibliographies
- research files including notebooks, annotated reprints, files,
- diaries, notebooks, calendars
Archival materials not collected include student records (which are
maintained by the Registrar); personnel records of faculty or staff,
financial records other than annual budgets and audit statements; medical
records and legal records (which are maintained by University Counsel).
Donations of records, papers and other appropriate materials may be
accepted from individuals, dealers and corporations. The Archives will
not appraise donations for tax purposes but will provide donors with
a list of commercial appraisers. Upon finalization of the transfer of
material, the Archivist will contact The Jefferson Foundation with a
description of the gift and the address of the donor. The Foundation
will send the donor a charitable donation tax letter.
All materials once transferred or donated to and accessioned by the
Archivist becomes the property of TJU unless otherwise stated in a letter
from the donor, received and agreed to by the Archivist prior to acceptance
of the materials in question. All such materials will be housed in the
Archives and remain under its jurisdiction in accordance with its collections
management policy. No materials accessioned will be removed except in
conformity with the following rules:
- If the Archivist determines the materials to be duplicative, superfluous,
so badly deteriorated as to be unidentifiable, or incompatible with
the Archives' collection management policy, they may appropriately
dispose of the materials in a manner consistent with the terms of
the deed of gift executed by the donor, or in the absence of a signed
deed of gift, in a manner consistent with accepted archival procedures.
The Archivist will list all materials removed from the collection
and indicate their disposition and the list will be kept in the accessions
folder for the individual collection.
The Director of Collection Management is responsible for book selection.
The Library purchases both print and electronic books. Material published
within the previous three years is purchased but exceptions are made
when older material is judged to be of current value. Older material
is also purchased to support new curricular programs or to fill gaps
in the collections. Only material published in the English language,
including English translations, is purchased.
The subject content emphasis of all books purchased for the basic life
sciences, clinical medicine, the allied health professions and nursing
should primarily reflect United States practices.
Selection Criteria for Print
The major criterion for selecting print or electronic books is their
subject content. Other selection factors include: curriculum requirements,
currency of the content, intellectual level, depth of coverage in the
existing collection and circulation history of previous editions and
other works on the same subject, physical quality and format, reputation
of those responsible for the intellectual content. The Library does
not select the following types of print materials: programmed or self-instructional
texts, workbooks or exercise books, pocketbooks and reprints of previously
Selection Criteria for Electronic
The Library cannot afford to purchase every available electronic book
in all relevant subject areas, nor is the universe of e-books comprehensive
enough to totally replace the need for print monographs. The decision
to purchase e-books is made when the format and content have added value
to a user population. Electronic textbooks facilitate studying and quick
referral by students, residents, physicians and nurses. Electronic research
protocols and laboratory procedures available at the bench are more
useful to researchers and graduate students than a print text with limited
circulation and single-user access. Clinically oriented electronic texts
provide easily accessible patient care information at the time of need.
Electronic books are currently cataloged separately in the online catalog,
even if the Library has a print copy.
Tools For Selection
The Library's approval plan with a reputable book distributor is the
primary source of new printed books. Based on a profile of the Library's
major subject interests new books, from dozens of medical publisher,
are shipped to the Library shortly after their publication release.
One publisher is excluded from the profile because the Library receives
a large number of their publications in exchange for access to the Library
by their staff. The use of an approval plan has several major advantages
over ordering books individually; the books are received much sooner
and their selection can be made based on an in-hand examination.
Additionally faculty, staff and student recommendations are used in
building the collection of print and electronic books and an electronic
request form is available on JEFFLINE at http://jeffline.jefferson.edu/SML/services/purchase_rec.html.
Publisher flyers, core lists of resources in the Library's collection
areas from respected sources and interlibrary loan requests are also
sources for potential purchases.
The print books should be reviewed and weeded, with faculty input, every
five years to keep the collection current and useful and to maintain
shelf space for new purchases. Books with high circulation and historical
value will be retained while unused, outdated items or titles in subject
areas no longer collected will be deaccessioned. The weeding process
will also identify damaged books requiring mending, rebinding or disposal
and replacement. Prime candidates for weeding are multiple copies and
outdated reference materials.
ELECTRONIC RESOURCES (BIBLIOGRAPHIC)
This collection consists of web-based biomedical or scientific databases
accessible on JEFFLINE, the University's academic and scholarly information
system or databases available on CD-ROMs. The databases have different
interfaces depending on the commercial vendor or provider and provide
references or links to professional journal articles.
Databases are selected based on subject relevancy, currency and completeness
of information and user-friendly interfaces.
The Library negotiates and complies with vendor licensing agreements
for electronic resources. The following points are desirable in a license:
- authorized users are defined as full and part-time faculty, affiliated
staff and students (both on campus and remote)
- "site" is defined as the University and TJUH (including
Methodist Hospital and Jefferson Hospital for Neurosciences)
- user authentication is via IP address
- off-campus access is available for authorized users
- search, copy, print and download capabilities
- availability of or access to an archive of subscribed content
- usage statistics availability
- links to full-text articles in electronic journals to which the
For databases with a concurrent-user license the number of users will
be determined by anticipated demand across all user populations. Additional
licenses may be acquired if high user demand is demonstrated in usage
ELECTRONIC RESOURCES (NON-BIBLIOGRAPHIC)
The Library subscribes to licensed online knowledge-based resources
in a variety of non-bibliographic formats serving different purposes.
- databases of evidence-based information to support disease management
and treatment decisions
- clinical drug information resources including patient handouts
- web portals containing electronic texts, patient information, clinical
guidelines, CME modules and more
- bibliographic management software
The Library will consider purchasing or licensing additional formats
like data sets, protein structures, genetic sequences and census data
if requested or recommended by faculty or staff to support their teaching,
research or patient care activities. Software for mobile devices
may be licensed by the Library for use by TJU users at remote sites,
however students are responsible for purchasing their own software if
it represents e-books or resources already available on JEFFLINE.
For resources with a concurrent-user license the number of users will
be determined by anticipated demand across all user populations. Additional
licenses may be acquired if high user demand is demonstrated in usage
Electronic resources needed for operational use by Library staff (e.g.
word processing, spreadsheet, or presentation software and integrated
library system software) are not covered by this policy.
Journal selection is the responsibility of the Director of Collection
Management, the Deputy University Librarian and the Serials and Electronic
Many factors are taken into account when deciding to purchase a subscription
due to the ongoing financial obligation involved. Inclusion in major
indexes, abstracting sources, databases and current awareness tools,
especially those available to the Library's users, is vital. The citation
impact factor, as indicated by Science Citation Index, interlibrary
loan demand and the inclusion of peer-reviewed articles are also taken
Online full-text availability is now an important purchase decision
factor. Based on demand from its primary users, when available, the
Library will purchase electronic journal access only. E-journals typically
offer significant added value over print such as unique information
and images, timely updates, alerting services and other customization
features and wider accessibility (ex. outside the Library's physical
space). The impact of open access to published articles introduced by
the NIH in 2005 may have an important and large impact on how the Library
accessions and retains access to future journal information (e.g. Primary
When negotiating licenses with publishers or providers for access to
electronic journals the Library considers the following factors:
- the definition of authorized users must include all University
and Hospital full and part-time faculty, students and staff regardless
of their physical location
- archival rights or perpetual access
- PDF format
- availability of usage statistics
- permission to print articles for interlibrary loan
- access for walk-in users of the Library
- permission for TJU authors to deposit their articles accepted for
publication into the Jefferson Digital Commons
The Library will also investigate consortia purchase arrangements,
when possible, as a cost savings measure.
The Library has built its journal collection, in support of the University
and hospital's needs, over the course of more than one hundred years.
The breadth and scope of the print collection has grown as new programs
and research fronts developed and also scaled down as funding was reduced
and lesser-used items cancelled. The overall integrity of the collection
has always been and remains a high priority and until now the print
volumes were the only available archival resource and rarely discarded.
An exception to this is volumes of a canceled or ceased title, which
may be discarded after five additional years if there is no indication
of continued use.
However, with the ever-increasing availability of electronic journal
holdings and the current lack of necessary additional physical space
for print journal volumes, the Library is taking the following options
and factors into consideration:
- Traditionally print journal collections have been kept indefinitely,
especially if the Library has the complete run of a title. However
collection space limitations and the expense of maintaining both print
and electronic subscriptions to the same title have made this practice
- The Library may de-accession print volumes of a journal if the publisher,
or a reputable third party, provides stable, electronic archival access
to the title with an acceptable interface. Examples of this practice
include commercial publishers and professional societies contracting
with national libraries, or third parties like Highwire Press, to
maintain electronic archives of their publications. An exception may
be made for print titles. in areas considered "collections of
excellence" or of critical importance to a research area or program.
- Some criteria for the Library to consider for maintaining print
copies of electronic journals, in addition to the issue of perpetual
access, are budgetary concerns related to the purchase of electronic
backfiles, the completeness of the electronic content, the quality
of reproductions from an electronic format, the extent of allowable
access (IP access vs. individual workstations or buildings) and restrictions
on interlibrary loan which may affect the Library's revenue.
- An unpredictable factor to consider is that a publisher or provider
may promise ownership of archival content. However over time the title
may be sold to a different publisher and the Library's rights to access
the publication could be lost because the new provider may not honor
the original license.
- Institutional repositories should, over time, provide dependable
and free access to intellectual content produced by faculty.
LEISURE READING COLLECTION
The endowed Florence Foerderer Tonner Library Fund provides monies
for leisure reading materials in the forms of books and magazines. The
circulating book collection consists of popular works of fiction and
nonfiction, mysteries and science fiction that are leased through the
McNaughton Book Service. The Service selects new books for the collection
based on a profile determined by Library staff. Approximately fifty
of the seven hundred books in the collection are replaced with new titles
each month. Books are selected for return at least twice yearly based
on circulation history. The magazine collection consists of quality
The selection of reference material is the responsibility of the Information
Services Librarian in charge of the Reference Collection in consultation
with the Director of Collection Management.
The Reference Collection consists of the most current editions available
of core medical and health sciences reference materials as well as classic
general and scientific resources including the history of medicine,
mental measurements and the business of healthcare.
Reference tools are distinguished from other materials in the following
ways; they are used for consultation rather than in-depth study, especially
for a clinical inquiry, they are often used to provide brief, factual
ready-reference information and they are often best used with the assistance
of a librarian since they may require interpretation.
Print materials in the Collection are non-circulating with only a few
titles duplicated in other collections. The print Collection consists
of two sections: Clinical Reference and Reference. The Clinical Reference
Collection contains ready reference materials for pharmacology, laboratory
values, and patient care. Materials should cover the clinical needs
of all academic programs offered at Thomas Jefferson University, including
residency and fellowship specialties.
The Reference Collection consists of ready reference materials for
both health sciences and general materials. Specific subject areas to
be included in the Reference Collection are:
- dictionaries (general, medical, and foreign language)
- encyclopedias (general and medical)
- almanacs (general and medical)
- directories (primarily medical and science)
- test measurements (psychological, medical, and educational)
- statistics (general and medical)
- grant writing and funding resources (medical and educational)
- career guides in support of all TJU academic programs
- writing style manuals
- healthcare standards and guidelines (primarily Pennsylvania and
- healthcare law (primarily Pennsylvania and federal)
- maps and travel guides (local region)
- history of medicine ready reference resources
- other handbooks and ready reference materials deemed necessary
for the collection
Types of materials not collected in the Reference Collections include:
patient education materials, resume writing guides and classroom textbooks.
Print indexes are also shelved in the Reference area and include all
years prior to their availability online. Additionally, all years of
medical indexes from the National Library of Medicine will be retained
for historical purposes. Any new print indexes will be retained at the
discretion of the Deputy University Librarian, the Director of Collection
Management and the Information Services Librarian in charge of the Reference
Comprehensive evaluation of the content and currency of the Reference
Collection should occur no less frequently then every 5 years. Depending
on the nature of the resource, retention in the Reference Collection
may vary from current year only to current five years or permanent retention
for historically significant materials. Non-current titles or editions
may be transferred to the circulating collection.
This Reference resource is an annotated list of relevant websites maintained
by the Information Services Librarian in charge of the Reference Collection,
with final editorial control by the JEFFLINE Editor. This subject-based
collection of websites exists as a separate section of JEFFLINE.
There are two types of JeffSelects modules: Medical Subject Resources
and General Reference Resources. Modules are created and edited by subject
according to the needs of the Jefferson community who may suggest sites
for inclusion using a publicly available form. Each JeffSelects module
has an entry in the online catalog and websites may be listed in multiple modules
and on other JEFFLINE pages as appropriate.
Due to the unstable nature of websites, the JEFFLINE Editor will run
periodic software-driven checks for broken links on the entire JeffSelects
collection and a manual broken link-checking project is undertaken annually.
Web addresses in the modules are updated accordingly.
The Reserve Collection supports Thomas Jefferson University's instructional
programs by providing materials required by faculty for specific class
assignments and a permanent collection of core materials in high demand.
The Reserve Collection is primarily a temporary collection of books
and periodical articles "borrowed" from the general collection
and returned there when demand is no longer heavy. The Collection also
includes materials not owned by the Library that faculty wish to make
available for student use; personal copies of books, exams, quizzes
and handouts. Additional items in the Collection are qualifying or board
examination review books requiring extra security.
Material borrowed through interlibrary loan or belonging to an institution
other than Thomas Jefferson University may not be placed in the Reserve
The selection of material for the Reserve Collection is the responsibility
the Assistant Director of Access Services in response to requests from
faculty or instructors with faculty privileges.
These non-circulating collections consist of historical and rare works
documenting the history of medicine overall, including the philosophy
and practice of clinical medicine, the development of its underlying
sciences, and the progress of public health. The Bland Collection, specializing
in obstetrics and gynecology, and anatomical texts are the collections'
strengths. All American imprints prior to 1820 and foreign titles prior
to 1800 are housed here as are titles listed in Morton's medical bibliography:
an annotated check-list of texts illustrating the history of medicine
(Garrison and Morton). In addition, a copy of all Jefferson theses and
dissertations are kept in Special Collections.
Special Collection Titles are kept indefinitely and added on a case-by-case
This subset of the Special Collections contains books authored or edited
by Jefferson faculty and staff during their tenure at the University
to document the University's publishing history.
Edited works not edited by Jeffersonians are included if at least one
half the chapters are by Jefferson faculty or staff, or if Jeffersonians
comprise at least one half of the contributors. Books authored prior
to or following a prominent faculty member's affiliation with the University
may be included, depending on the interrelationship of the earlier and/or
later works with the title authored at Jefferson.
An additional copy of faculty-authored, current health sciences books
may be purchased for the circulating collection. Titles not related
to the health sciences may not be duplicated in the general collection
but added to the Jeffersoniana Collection to document the diverse talents
and interests of faculty and staff. Jeffersoniana titles are retained
Jefferson Digital Commons
Operating as a pilot project through 2005, JDC is a central online system
that manages the storage, access and preservation of a variety of materials
and formats created by TJU faculty, students and administrative units.
The Commons is produced with software licensed by the Library from a
JDC currently contains links to a digital subset of full-text JCGS
dissertations and the full-text of a monograph from Special Collections.
Adopted: November 2005