Special Collections & Historical Archives

This policy establishes the principles and processes for the development, acquisition, assessment, and stewardship of Special Collections, Historical Materials, Archives, and Movable Heritage items.
It ensures:
• Systematic identification of historically significant items
• Appropriate appraisal and acquisition decisions
• Preservation of organisational heritage across all locations of Hunter New England Local Health District
• Alignment with professional standards and NSW Health heritage obligations

This policy applies to:
• Historical and special collections materials
• Archival records and unique items
• Movable heritage objects
• Donations, transfers, and internally identified materials

If you wish to make a donation please Submit your expression of interest here, or email the library team
Helpful resources can be found here

Read the Preservation Needs Assessment report
Read the Significance Assessment here

The Library adopts a clear, staff-facing definition of historical significance:

What is Historical Significance?
Items are considered historically significant where they:
• Capture the evolution, culture, achievements, or impact of HNE Health
• Provide insight into healthcare practice and community history
• Have identifiable provenance and contextual value

 

Examples of Relevant Materials:
• Books (especially rare or first editions)
• Manuscripts and documents
• Records and archives
• Photographs
• Personal memorabilia
• Medical instruments and equipment
• Artefacts and artworks
Helpful resources can be found here

 

What is Not Collected
The Library will generally not accept items that:
• Have no identifiable origin or connection to HNELHD
• Are routine or administrative documents without long-term value
• Are mass-produced items with no contextual significance
• Are damaged or unsafe with no historical relevance
• Are standard or duplicate textbooks (unless historically significant)

4. Provenance and Context (Core Requirement)

4.1 Definition
Provenance is the documented origin, ownership, and history of an item.

4.2 Policy Requirement
Items must have, or be capable of obtaining:
• Clear origin or ownership history
• Connection to HNE Health or regional healthcare
• Supporting contextual information (creator, date, use)

4.3 Importance
Provenance:
• Verifies authenticity and significance
• Enhances research value
• Ensures accurate cataloguing, interpretation, and preservation

Standards and Best Practice Framework

The Library aligns with:
• ALIA Special Libraries Guidelines (2019)
• IFLA Rare Books & Special Collections principles
• State Library of NSW collecting principles
• NSW Health Movable Heritage requirements

Key principles:
• Stewardship of cultural heritage
• Lifecycle management
• Ethical collecting
• Access balanced with preservation

NSW Health Movable Heritage

The Library recognises certain items as movable heritage, including:
• Historic medical equipment
• Artefacts and objects
• Significant archival items

Requirements:
• Must be formally identified and documented
• Require secure storage and preservation controls
• Cannot be disposed of without formal approval and assessment

Acquisition and Assessment Process

7.1 Initial Identification
Staff who identify a potential item should:

• Consider historical significance criteria
• Gather basic provenance information
• Contact the Library for review

7.2 Expression of Interest (EOI)

• All potential acquisitions must be submitted via:
• Historical Donation Offer Form (EOI process) 

This enables:

• Structured assessment
• Documentation of provenance
• Capture of donor and item details
  
  

7.3 Assessment Criteria

• Items are evaluated based on:
• Historical significance
• Relevance to HNE Health
• Provenance and authenticity
• Condition and preservation needs
• Storage and resource implications
• Legal and ethical considerations

7.4 Decision-Making

The Library will:

• Accept, decline, or refer items
• Provide advice on suitability and alternatives
• Document all decisions

Collection Management

8.1 Documentation

•  Use recognised standards 
• Maintain provenance and context

8.2 Preservation

• Preventive conservation measures
• Environmental controls
• Digitisation for fragile materials

8.3 Security

• Controlled storage and access
• Supervised use for rare items

Access

Access is provided where possible

Restrictions apply for:

• Fragility
• Legal/copyright reasons
• Privacy or cultural sensitivity

Deaccessioning

Items may be removed where:

• Outside scope
• Duplicate without value
• Beyond preservation

For movable heritage items:

• Formal approval is required
• Disposal must meet NSW Health obligations

 Roles and Responsibilities

• Library staff: Assessment, acquisition, management
• Special collections lead: Curatorial oversight
• HNELHD: Governance and compliance

The Library provides expert support to:

• Assess historical value
• Guide staff and donors
• Ensure best practice stewardship

Engagement and Support

The Library actively:

• Assists staff in identifying significant items
• Provides advice on provenance and suitability
• Supports donations and heritage preservation

Staff are encouraged to:

• Contact the Library earl
• Submit EOIs for potential items
• Seek guidance where unsure, refer to helpful materials

Review

This policy will be reviewed every 3–5 years or as required.