This policy of the Hartford Public Library (the "Library") provides direction for the growth and development of collections. This policy applies to the both the digital and print materials in the Library’s collection. The Library strives to select, acquire, curate and provide free and easy access to materials, in all formats, that meet the varied needs and interests of the community. This policy provides guidance, within budgetary and space limitations, for the selection and evaluation of materials that anticipate and meet the needs of the community. It also addresses collection maintenance: replacement and deaccessioning of materials.
The Library makes every effort to provide library materials for the interest, information, and enlightenment of all residents. Library materials should represent a wide range of varied and diverging viewpoints in the collection as a whole. The Library recognizes the importance of the public library as a place for voluntary inquiry, the dissemination of information and ideas, and promotion of free expression and free access to ideas by residents.
No library material, display or program shall be removed, or programs be cancelled, because of origin, background or viewpoints expressed in such material, display or program or because of the origin, background or viewpoints of the creator of such material, display or program. All library materials are evaluated and made accessible in accordance with the protections against discrimination set forth in section 46a-64 of the general statutes.
Roles and Responsibilities
The Library Board delegates the oversight and management of the collection, within
the guidelines of this policy, to the Library President and Chief Executive Officer or their designee, and to staff that are professionally trained to curate and develop a collection that provides access to the widest array of library and educational materials. Responsibility for the selection, maintenance, replacement, and deaccessioning of materials rests with the designated professional staff under the overall direction of the President and CEO.
Procedures
1. Selection Criteria
In order to build and maintain its high-quality collection based on professionally accepted standards of material relevance, physical condition, availability of duplicates, availability of age appropriate or grade-level material, continued demand of material the Library applies the following general criteria when considering materials for acquisition:
• Public demand, community interest or need
• Accuracy and effectiveness of material
• Anticipated potential for long-term public interest
• Favorable assessments by reputable critics, reviewers, or professionally recognized
publications; reviews from trusted sources and diverse publishers and formats
• Prominence and credibility of author and publisher
• Relation to existing collection and other material on the subject
• Timeliness and importance of material as a document of the times;
current or historical significance of the author or subject
• Availability and affordability
• Compatibility of format for Library use
• Value as resource material
• Suitability of subject or style for intended audience
• Local origination or particular relevance to Hartford and the region
• Availability of electronic bibliographic records
• Alignment with library’s mission
• Materials that provide and reflect diverse viewpoints and ideas and contain content by
and about a wide array of people and cultures.
• Physical space limitations, acquisitions procedures
• Customer Requests
• Current and historical significance
• Availability through Interlibrary loan, online, or in other area libraries
• Currency and accuracy of the material
• Anticipated long-term use
• Professional judgment
Selection of materials is based on the professional knowledge and judgment of Library staff whose expertise includes familiarity with all types of materials, knowledge of the strengths and weaknesses of the existing collection and awareness of the needs and interests of the community. Suggestions from customers are always welcome and are given serious consideration. Staff will determine which will be added to the collection. Library materials, displays and programs shall only be excluded for legitimate professionally accepted standards of collection maintenance practices as adopted in the collection development and maintenance policy or the display and program policy. Any librarian or staff member of a public library who, in good faith, implements the policies described in this policy shall be immune from any liability, civil or criminal, that might otherwise be incurred or imposed and shall have the same immunity with respect to any judicial proceeding that results from such implementation.
Textbooks will generally not be considered for the collection unless they are the best or only available source of information in their subject area and serve the general public or adult learning community.
Self-published books by local or Connecticut authors will be considered for the Library collection if meet the Library's standards of quality, and are determined to be of suitable interest to the public.
Wherever possible, the Library makes electronic information available in the Library and remotely. In choosing to purchase or license electronic databases, the Library applies the same standards for selection as for print materials. However, the Library recognizes that it does not have the same control over electronic databases as it has over its inhouse print materials. The Library will make every effort to provide assistance and ensure that the public learns how to use its electronic databases.
2. Collection Maintenance
Maintenance of the collection includes discarding, replacement, rebinding and repair. If an item is lost or damaged, it may not necessarily be replaced depending upon the number of duplicate copies or similar materials in the collection, existence of adequate coverage of the subject field, and demand for the specific author, title or subject. It is sometimes preferable to purchase current materials rather than replace older ones. The staff serves as arbiter in such instances.
Deaccessioning
Deaccessioning is a term used by libraries to describe the removal of materials from their collections. Such items may contain outdated or inaccurate information, have multiple duplicate copies, be no longer of interest, inconsistent with evolving community standards, or in poor condition. Deaccessioning is performed as a regular, ongoing process by qualified staff in the interest of keeping all collections current and useful. Materials removed from the collection that are in good condition may be sold, donated, or disposed of however the Library deems appropriate. Generally, standard titles of permanent value and materials of local significance are retained.
3. Gifts and Donations
Hartford Public Library (HPL) welcomes gifts of books and other materials with the understanding that such gifts must meet the same standards required of purchased materials as set forth in the Library’s Collection Development and Maintenance Policy.
Born digital items are those materials created in a digital format. They are distinct from analog items that are subsequently digitized, such as paper manuscripts or photographs. In order to accept born digital items, the Library addresses:
• Copyright and licensing
• Redaction of personally identifiable information
• Any restrictions on use or circulation
• Maintenance and evolution of accepted formats
Materials that meet the standards of the policy will be integrated into the overall library collection available to library customers and handled as any other material belonging to the Library. Materials that do not meet the standards will generally not be accepted. Exceptions can be made by the Chief Operating Officer or designee. If an exception is made the materials may be given to other institutions, sold in book sales, or disposed of in accordance with Library policy. All donations become the exclusive property of HPL. See the Library’s Material Donation Policy for more information.
4. Controversial Materials
A. The Library recognizes that some materials may not be considered appropriate by all customers. Selections will not be made based upon anticipated approval or disapproval, but solely on the merits of the work in relation to the building of the collection and to serving the interests of the overall library customer community.
B. Responsibility for the reading, listening and viewing habits of children rests with parents or legal guardian. The Library maintains age-appropriate collections for children and teens. Materials may be reassigned among these sub-collections based on the age appropriateness of the content. Selection of adult material will not be inhibited by the possibility that books may inadvertently come into the possession of children. The removal, exclusion or censoring of any book on the sole basis that an individual finds such book offensive is prohibited.
C. Library materials will not be marked or identified to show approval or disapproval of the contents, and no catalogued book or other item will be removed from the open shelves except for the express purpose of protecting it from damage or theft.
D. The decision by an author, publisher, or other content creator to withdraw their work from the market and stop selling or publishing it will not be considered sufficient reason alone for the Library to withdraw it from the collection.
Intellectual Freedom and Censorship
It is the right of the individual not to read, view or hear materials that the individual considers objectionable. It is never the right of any Library user or users to deny access to Library materials to others. The freedom to choose from a broad range of informational and artistic materials will not be abridged. When evaluating library materials the Library Bill of Rights, Freedom to Read, and Freedom to View statements from the American Library Association are used as guiding documents.
Library Review and Reconsideration Policy
The Hartford Library Board of Directors recognizes the importance of hearing from the public regarding material selection. The Library Administration and Staff seriously consider suggestions made by Hartford residents and taxpayers. The completion of the Request for Reconsideration form does not guarantee either accession to the collection or removal from the collection but does ensure the attention of Library Staff to user opinion, interests, and concerns. The library limits consideration of requests to reconsider materials, displays or programs to residents of Hartford.
Please see Library Review and Reconsideration Policy and form for further information on this process.
Location
A copy is maintained in the Library’s Administration Office.
This policy is in accordance with Public Act 25-168 Sec. 322, 323.
The Library neither approves nor disapproves of the views expressed in materials included in the collection.
Addendum
Formats Collected:
The collection evolves as new formats and products become available. This collection may include research and learning databases, eBooks and other downloadable and streaming media.
Print and Media
Books, DVDs, Magazines, Newspapers, Connecticut/City of Hartford historical and government documents.
Electronic Media
EBooks, E-Audiobooks, Databases, The Beat
Library of Things
To guide learning and encourage individual exploration, the Library of Things collection offers items for checkout including sewing machines, baking supplies, recreational kits such as fishing poles and badminton sets. This collection will change and evolve based on community interest and needs.
Museum Passes
The Hartford region is home to some of the most renowned cultural institutions in New England. As part of its mission to provide free resources that inspire reading, guide learning and encourage individual exploration, the library offers free and discounted museum passes.
Early Literacy Resources
Sprout Backpacks, Doll & book packs, Launchpads, and Stem Kits
Material Selection
Librarians and library staff with particular expertise in a subject area apply their judgment and experience in selecting materials, identifying quantities for purchase and selecting locations for materials. Published reviews from standard review sources, publisher/vendor catalogs and advertisements, professional and trade bibliographies, and customer requests and recommendations are reviewed and incorporated into the library’s acquisitions profile.
Selection is an inclusive process, in which librarians and library staff seek materials providing a broad range of viewpoints and subject matter.
Special Collections:
World Language Collections
The library is committed to developing and maintaining World Language Collections (print and digital) which meet the needs of a diverse and changing Hartford population. World language needs are assessed through such tools as community awareness, customer requests, and circulation statistics. The information gathered is used to determine the size and scope of the collection at each Community Library. Availability and quality of materials may impact the development of the collections. We maintain a distinct collection of Spanish language materials geared to the interests of Hartford’s predominate Hispanic community.
Hartford History Center
Hartford History Center (HHC) collects, preserves, and makes available the history of Hartford Public Library and of the City of Hartford. To further this mission, the HHC acquires material in a variety of formats. As the official repository for the Hartford City and Town Clerk archives, nearly 400 years of governmental records are chief among the holdings. Also maintained are published books about Hartford or by Hartford authors, a substantial collection of Hartford imprints, Hartford pamphlets, bound sets of pamphlets compiled by Noah Webster, photograph collections and materials that speak to Hartford’s rich and diverse cultural heritage. Vertical files contain ready-reference style material, helping to fill gaps in the collections. Many factors are considered when selecting new acquisitions, including size, condition, relevance to the collection, and the demographics represented.
The American Place
The American Place specializes in multimedia collections focusing on adult basic education (ABE), adult secondary education (ASE), workforce development, English as a second language (ESOL), and U.S. Citizenship. The materials of this collection include:
• Low level and graded level informational and recreational reading material
• Graphic novels
• Textbooks/workbooks for adults enrolled in adult basic education programs.
• Manuals and materials for instructors and tutors
• Online learning courses
Customer Requests
Library customers may recommend items for purchase by using the Hartford Library Catalog’s "Send a Request" link or make and Interlibrary loan request. The Library welcomes suggestions and gives them serious consideration.
Special Needs
Resources in special formats devised to meet the needs of the vision-impaired, the hearing impaired, and others whose disabilities impede their ability to make optimum use of other library resources will be acquired on an as-needed basis as availability and cost allow.
Approved by the Hartford Public Library Board of Directors: October 9, 2025
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Phone: (860) 695-6300
