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    Acquisitions Department

    Acquiring a New Collection

    Incoming collections of printed book materials acquired by SUL by purchase or gift are evaluated by the Acquisitions and/or Metadata Departments to determine whether the collection will be processed in the normal Monograph Receiving workflow or by the Materials Control collection processing unit. The Monograph Receiving Unit manager should be notified of any new incoming collection as soon as negotiations begin so that it can be determined whether the collection falls within the scope of their work or will be referred to the Metadata Materials Control processing unit and added to their processing queue.  In order to get large collections into a current collections processing queue, curators are encouraged to submit collection profiles using the New Collection form.

    Collections are defined as groups of materials containing 50 items or more. Such collections are privately assembled rather than commercially published, vary widely in size and nature of content, and often require some preservation or reformatting treatment. They typically consist of books, pamphlets and some serials, and occasionally include other formats such as archives and manuscripts.  Additionally, replacement copies of brittle items, most often microforms and photocopies, become an integral part of the final collection. Cataloging of individual items is usually required. In some cases a collection level record for the entire collection is a viable option and can more readily be processed. All selection decisions, inventory and checking for duplication will be initiated by Collection Development. Priority for processing is a combination of input from Collection Development, processing space, library shelf space and availability of staff or funding for additional processing staff. It is highly recommended that funding for processing be part of Collection Development's original strategy when acquiring a large collection.

    Payment of purchased collections will normally be handled through the SUL Payments Department.

    For digitized collections, see Metadata Projects list. 



    Last modified: November 12, 2008

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