About the Exchange Program
The exchange program has been an integral facet of the acquisitions operations since the opening of the office in 1966. The program is vital to the inflow of new materials and ensures receipt of materials that may not otherwise be acquired. Currently there are formal and informal exchange agreements with more than 600 Brazilian, Uruguayan, Surinamese, Guyanese, and French Guianese partners ranging from non-governmental organizations, scientific, and research institutions, to government agencies, universities, and public libraries.
For formal exchanges bilateral agreements are drafted between the respective government agencies for the exchange of official government documents. A formal exchange agreement has been in place with the Brazilian National Library since 1943.
Bimonthly Exchange List
For informal exchanges the Rio Office compiles bi-monthly exchange lists of materials offered including duplicate or out-of-scope materials, reference books, Braziliana, magazines, and selected Spanish-language titles, and circulates the lists to exchange partners. In general, each list has approximately 200 items. The Rio Office also circulates reference books in English to central university libraries and research institutions. On the cover letter each institution marks the item numbers it wishes to receive. To ensure that everyone receives something requested, replies are collected for four to six weeks. Materials are then mailed to the requesting institutions. When there are not enough copies to meet the demand, a selection is made so that each institution receives at least one requested item. The exchange is maintained on a piece-per-piece basis, and a balance of trade is kept with each institution.
Last Updated: March 24, 2014