Materials Requiring Special Handling
Materials for Special Collections Locations
Materials processed for Archives, Cartoon Research Library, Theater Research Institute, Hilandar, and Rare Books are processed by the Special Collections Cataloging Department. On receipt in the Acquisitions Department, the materials are to be secured while in processing (using the locking bin), are not marked in any fashion, and are sent to the location once the order records have been updated.
Most cataloging is done on site by the Special Collections Cataloging Department.
Rare Materials for All Other Locations
Rare material or material needing special handling is purchased or acquired through the gift process for other locations on an occasional basis. Often orders are placed for these materials using the Order Request Transmission (ORT) process.
Collection managers include notes in the order record that identify this material for special handling. In order to clarify what handling is desired, technical services proposes the following categories:
1. Notes for the order record
| Rush order | order will be expedited (often used for items which must be reserved for us quickly or for by a certain date to get a special discounted price); piece is NOT rush processed on receipt |
| Rush process | the piece will be expedited through technical services (acquisition, cataloging, labelling) on receipt If the piece is to be rush ordered and rush processed -- please include a note in the record |
| Send uncat to location | -- piece is sent to the location without being cataloged -- default is to display for the public -- suppress from public display (usually intended for staff use only and not to be made available to the public) |
| Process as RARE piece | -- lock while in TS -- do not mark or label -- retain dust jacket -- special additions needed in catalog record (specify) |
Process as Rare piece, but label
Process as Rare piece, and catalog
Arrange for special pickup by, or delivery to, location after cataloging
2. Receipt
On receipt/processing, the order record is checked for such notes. If the notes are clear, the piece can be handled as designated. If the notes are not clear, the receiving location will contact the collection manager for clarification.
3. Cataloging
Titles with copy -- if copy is available and has been downloaded for the title, catalog on receipt.
Titles with no copy or unacceptable copy -- Materials are forwarded to Western Language Cataloging or Non-Roman Language Cataloging depending on the language.
-- acid free streamer with note: Handle as Rare
-- copy of order record printout with internal note from collection manager
4. Post-Cataloging Processing
Put in campus mail unless price risk, etc. warrants special treatment.