GSV Collection Policy

1. Introduction

The GSV Collection of the Genealogical Society of Victoria Inc (GSV) provides an invaluable
research resource for both members and non‐members. The Collection began with the GSV's
formation in 1941. It has grown continuously since its first formal cataloguing in 1961 and now
holds over 30,000 titles, including books, microforms, CDs and computer databases, pamphlets,
maps and periodicals. It includes indexes and images of births, deaths and marriages, passenger
lists, census, cemetery, probate, occupations, convicts, family histories, local histories, directories,
and more. It includes rare and unique material. The Collection covers all states of Australia, New
Zealand, British Isles, Europe, North America and the rest of the world.

The GSV Collection belongs to the Genealogical Society of Victoria Inc (ABN 86 94 791 9608,
A0022763D) and is accessible to its Members, and the public as paying day visitors.

2. Purpose and scope of this Policy

This GSV Collection Policy ('the Policy') provides the framework for the selection, acquisition and
maintenance of information resources to enable the GSV to meet its objectives for its members and
the community. It provides guidance about what we collect and maintain. It can be read with other
guides regarding cataloguing, operating procedures, donations, and electronic materials.
In this Policy, 'acquisition' or 'collected' refers to both purchasing and accepting resources offered
to the GSV as a donation.

3. Core collecting principles

Acquisition should seek to maximise the net benefit to Victorian family history researchers with
respect to the value and breadth of application of information acquired, compared to the cost of that
acquisition.
The Collection is to support the objectives of the GSV enabling us to:

maintain and develop our in‐house source of genealogical expertise and knowledge
provide research services to members and others
provide advice on the use of family history resources, and
make accessible historical records of genealogical interest.

All purchases will be made in accordance with the GSV Rules and Bylaws.

4. What the GSV collects

The emphasis of the collection is on genealogical or family history materials that support family
historians and the study of family history.

Family histories are actively sought as donations. These may be printed, typescript or manuscript,
but for space reasons, digital format is preferred. The GSV may make digital copies and may elect
not to retain other formats.
Personal papers, images of identified people, manuscript material and primary source material
(e.g. certificates or copies) relating to genealogical research will be accepted as donations and
preference is given to digital format.
International genealogy information. Special Interest Groups shall be consulted regarding the
appropriateness of acquiring information resources within their area of interest and be encouraged
to provide funds.
Histories of countries and especially Australia and Australian states are also collected where
they are rich in the names of the people in those areas.
A limited number of general histories may be held as background information, but generally
these would be accessed in other libraries. Maps applicable to Victorian genealogy may be
collected, particularly if not available in other libraries or not readily accessible online.
Journals. The GSV actively collects family history journals, especially in English in electronic or
print format. These are selectively indexed in the catalogue. Many of these journals are obtained
through an exchange program with other genealogical societies.

5. Formats collected

books and journals
microfilms
manuscript material, personal papers, documents (e.g. certificates)
posters, maps and charts
images (photographs, drawings, paintings etc).
CD Rom and DVD (note this material is generally uploaded to our network
digital files
databases that can be incorporated into our collections
pedigree charts.

6. Material not collected

Family history information resources are not acquired when that information is readily available
elsewhere, online for free or from a pay-to-view website to which GSV subscribes.
Material that may be deemed to include personal information of individuals who may still be alive
and which is 'sensitive' or which may contravene the GSV Ethics Policy is not collected.
Objects are not collected, as storage constraints apply and there are other more suitable collecting
institutions.
Un‐named photographs are not normally collected.
Images of building and scenery are more appropriate for the Royal Historical Society of Victoria.

7. Copyright

In the process of collecting material we observe the current Australian copyright law. The GSV
does not require that copyright ownership is assigned or transferred to the GSV.

8. Donated material

The GSV aims to hold a major collection of family histories. Donations have been essential to the
development of the current collection.
To donate material it is preferred that the Donation to Library Collection form is filled out. All
donations will be acknowledged.
Guidance should be sought from us for the preparation of donated material, especially for digital
formats and for copyright issues.
We do not accept offered material for which the donor is not the owner or does not have
appropriate rights.
The GSV may decline material to which conditions are attached that preclude or restrain the ways
in which the GSV may make it accessible to its members.
Printed family histories donated to the GSV may be transferred to the RHSV after two years.

9. Removal of items from the Collection

Generally the GSV retains items in its Collection that are most valuable in terms of our core
collecting principles. Physical space constraints mean that preference is given to digital information
material and to relevant material that is not duplicated or readily available in other institutions or
online. Material that does not fit these conditions may be removed from the Collection and
disposed.
Material that we digitise will usually be discarded.
The GSV has a partnership with the Royal Historical Society of Victoria (RHSV) that provides for
some part of the GSV Collection to be kept and accessed by GSV Members at the RHSV. This is
mainly non-digital family histories and less-used material. The GSV catalogue denotes the location
'RHSV' as a prefix to the shelf number.