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Unit: Acquisitions Services
Date last updated:02 Apr
Date of next review: April 2026
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Selector Referrals and Decisions
Newly Cataloged Acquired Books
Examples of Items to send to Book Repair
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Damaged books from the collection are sent to Book Repair by staff from all of the endowed libraries of the university (see section 4 below for examples). The Book Repair supervisor initially assesses the piece for possible transfer to RMC (based on year of publication and other factors). If , and if referral to RMC is not necessary, the Book Repair supervisor makes one of the following decisions:
- If the paper is not fragile, and the sewing is sound, the book is repaired and returned to the appropriate library as quickly as possible.
- If the paper is fragile enough so that normal use may cause damage, AND the exact copy of the item in-hand has been digitized for HathiTrust or other digital preservation service, the item is sent to DBQ for transfer to the Annex*, in an enclosure if necessary. This is because CUL is required to keep all physical items that have been digitized for preservation.
- If the paper is too fragile for normal use, and the exact item has NOT been digitized for preservation, the item will be sent to DBQ, who will refer it back to the selectors for their decision (see below).
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- Have the book digitized by DCAPS for HathiTrustDCAPS, enclose if necessary, and transfer to Annex.
- Enclose only (as applicable), and transfer to Annex*.
- Withdraw the item from CUL.
*Special Cases: while transferring single-part monographs to the Annex is the default, there are cases when an item will be enclosed and returned to the stacks instead. For example, if the fragile item is part of a large multi-volume set that has been digitized, and the rest of the volumes are not in fragile condition, it's preferable that they all stay together on a single Holdings, rather than A.) for a single volume to have a separate Annex holdings, or B.) to have to transfer the whole set to the Annex, based on the condition of a single volume.
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Acquired Books
When damaged or deteriorated materials enter the workflow as new acquisitions (e.g. donations, orders, or approvals, etc.), LTS staff should perform the following steps:
- Input and catalog the piece
- Circle "Special Handling" at the top of the location flyer, and write "To Book Repair" on either across the top, or in the "Special Handling Notes" box at bottom of the flyer.
- Physical Processing staff will mark the piece and send it to the Book Repair unit, who will assess it in the same way as described above (see section 1/1), where the same chain of decisions will take place.
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