Deaccession Policy

Adopted by the Board of Trustees 7/14/2014
Deaccession Policy PDF

This policy governs the de-accession of library inventory with the exception of library materials which are governed by the collection management policy.

All capital purchases that are subject to depreciation that are no longer of use to the library will be disposed of in the following manner:

  • If the item has reached its full depreciation according to the amortization schedule and it is still in good repair, the library will offer to transfer it to another library, communicating availability through standard communication channels.  If a library does not want it, the item will be offered to a non-profit organization giving preference to those in Rensselaer and Albany Counties.  If no transfer is possible, at the discretion of the director, the library will sell, recycle or dispose of it.
  • If not in good repair the item will be recycled or disposed of.

If an item has not reached its full depreciation and is still in good repair the Director will present the Board with a recommendation.

Inventory that is not a capital purchase and not subject to depreciation will be disposed of at the discretion of the director.

All inventories that are de-accessed will follow the procedure attached to update the current inventory records.

Procedure for disposal of inventory:

All de-accession/disposal of inventory must follow the de-accession procedure.

All capital purchases are included in either the tech inventory or the general inventory

When an item is de-accessed:

Note make/model/serial number and have removed from appropriate inventory list.  The tech inventory list is maintained by the Head of Digital Services.  The general inventory list is maintained by the Bookkeeper.

If the item is a printer, notify the Head of Digital Services and the inventory clerk that the item is being de-accessed and that toner replacements for that unit are no longer necessary.

Electronics that will be transferred or sold will be reset to factory settings if possible.

Items to be recycled or discarded place in the maintenance office.

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Subject East Greenbush Card UHLS Card UHLS MyCard
Library Card Registration Free to any individual who resides or pays taxes in the East Greenbush Community Library taxing district or Town of Schodack. Cards expire and must be renewed every three years.

Free to any individual who volunteers or works at the EGRN Library. Cards expire and must be renewed yearly.

Free to partner educational agencies with verified employment. Cards expire and must be renewed yearly.

Those that live outside the UHLS area may purchase a temporary card at the price established by our Table of Fines and Fees. Cards expire and must be renewed yearly.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

 Free to residents residing in a community served by a UHLS library.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

UHLS library cards expire and must be renewed every three years.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

 The UHLS MyCard is a fine-free, limited-access library card for youth. It is intended to address multiple barriers to serving youth and families, including:

  • Barriers to access related to fines (e.g. computer access, checking out materials)
  • Parents not present for a child’s library card registration
  • Previous fines on a child’s card

Free for youth residing in a community served by a UHLS library.Applicants 18 and under who are applying for a limited use, UHLS Youth Only MyCard, need to provide name, address, and date of birth.UHLS library cards expire and must be renewed every three years.Youth ages birth to 18 can register unaccompanied, or with the help of a caregiver or relative who is not the child’s parent/guardian.This card may be used at all UHLS Libraries except for the Colonie Town Library.

Card blocked at $10 or more in replacement costs.

No fines for late items
Limits on # of Materials Borrowed Unlimited checkouts Unlimited checkouts Limited total items: Can only have 3 items checked out on their card at a time
Types of Items All eligible item types. All eligible item types except Museum Passes, ILL, and Hot off the Press. Active paid members of the Friends of the East Greenbush Community Library have access to all lending collections. Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Databases/Digital Content EGRN and UHLS subscription databases and digital content UHLS subscription databases and digital content Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Interlibrary Loan Nationwide UHLS Libraries UHLS Libraries
Program Registration Unlimited except by limited program capacity Preference given to resident cardholders Preference given to resident cardholders