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Print & Media Collections Policy and Procedures

Checklist of Responsibilities for the
Curator and his/her Office

(Curator occasionally delegates some decisions to the Project Leader or appropriate Language/Subject specialist.)

• Notifies Acqusitions of potential purchase or gift collection. If designated as a collection, arranges with Facilities/Access Services for the necessary storage space for the unprocessed materials upon their receipt at SULAIR.
  
• Completes and submits the New Collection Form.
  
  
• Verifies that space is available for the cataloged collection in the chosen library location.
  
  
• Informs project leader of any contractal agreement with the donor/seller or other conditions, if any (e.g., deadlines, supplying list of cataloged works, reports), including special bibliographic access and other requirements (e.g., 690 for the name of the collection? special access for provenance? bookplates?). Decides on design of bookplates.
  
  
• Reviews/de-selects collection, especially materials in poor physical condition. Makes arrangements with Preservation to have the collection reviewed if any possibility of insect or other physical damage discovered upon receipt. May de-dup and sort before collection goes to Technical Services. May perform searching for replacement copies.
  
  
• Defines "duplicate" (e.g., SU-wide or limited to SUL? internal to the collection at hand? different edition, especially if the edition in hand is an earlier version of the copy already in SUL? Book in hand has a microform version in SUL?)
  
  
• Defines "added copy" (e.g., an autographed dup? dup with marginalia? dup in hand is in better condition than copy already in SUL?)
  
  
• Defines "reject" (e.g., title out of scope? title of marginal value to SUL and in poor physical condition for which the of cost of replacement would not be justified? Loose pieces of paper found in books?)
  
  
• Decides what to do with dups and rejects (e.g., sell? discard? offer to exchange program? offer rejects to other selectors for review?)
  
  
• Defines "replacement copy" beyond the traditional microform version, photocopy, or exact book replacement (e.g., reprint O.K.? later or revised ed.? digital version?) and decides if replacement copies receive similar treatment as originals (e.g., special 690 access for the name of the collection? Bookplates when replacement is in printed form?)
  
  
• Reviews/de-selects collection, especially materials in poor physical condition.
  
  
• Participates in discussion with relevant Technical Services departments on the treatment of brittle titles (e.g., reformat 1-fold brittle but phase-box 2- and 3--fold brittle? phase-box 1-fold brittle as well? phase-box and add to SUL selected brittle titles for which replacement copies will also be added? buy replacement copies from outside sources (i.e., hits) and reformat the rest in-house by filming, photocopy or digitizing?) In consultation with the Order Department decides if tracking of unfilled orders for replacement copies is needed and what to do about them (e.g., reformat in house after 2d claim?)

Last modified: May 29, 2008