INTRODUCTION:

Caring for and preserving the physical and intellectual contents of the Circulating and Special Collections can often be best accomplished using archivally correct folders and envelopes, acid free paper, cotton gloves, etc.. Normally, these kinds of materials are not stocked in the Library Supply Room and are therefore considered 'Special Orders'. All Special Orders must be approved by and ordered through the Preservation Department. While some of these materials are kept on hand in Preservation, others must be requisitioned via a Special Order request form. The specific policies and procedures for ordering preservation related materials can be found in the sections below.

POLICY:

One of the functions of the library conservator is to keep abreast of changes regarding the  suppliers of preservation related materials and also keep informed of developments and changes in materials and their proper usage as they relate to books and paper. Because of this, the Library Purchasing Department has asked the Preservation Department  to review and approve all preservation related materials ordered for the libraries. This way we can be assured that the proper materials are being ordered for the specific usage and that  library is getting the best price for the materials.

Please note that the Preservation Department has no control over either the availability of supply money, or the dates at which we are requested to place the yearly orders. Frequently we will get as little as a three day notice. The key to being assured of having the needed supplies is to anticipate in advance.

PROCEDURE FOR ON-HAND ARCHIVAL SUPPLIES:

The Preservation Department keeps a limited supply of archival materials on hand at all times. These supplies can be requested by library staff as needed. To obtain these materials, contact John Freund at 2-6962 or email him at John Freund. Supplies generally available are;

PROCEDURE FOR SPECIAL ORDER ARCHIVAL SUPPLIES:

While limited amounts of  materials are kept on hand within the Preservation Department, supply requests for special large scale projects should be planned for and ordered well ahead of time. Departments such as Special Collections, which typically request a large amount of special order supplies, should try to anticipate their needs in advance. By February of each calendar year*,  requesting individuals or departments should finalize their list of anticipated archival material usage for the next fiscal year. Each unique item must have its own FORM and contain the name of the requester in case there are any questions. Once the form(s) have been filled out**, the requesting department should combine and prioritize their requests into one unified list and forward it to John Freund in the Preservation Department. If more than one item is being requested, please provide a cover sheet with a total cost of the items.  {The justification section at the bottom of the form should also be completed stating what the materials are to be used for. This area can also be used to state why a specific item is needed rather than the type we may have on hand.}  Preservation staff will confirm that the items ordered are not already available through the Preservation Department, that the items requested are archivally correct, they are the best available price, etc.,  and will then forward the approved request to the Library Purchasing Division.

*Please note that unanticipated special orders may be submitted at any time, but purchase is ultimately dependent on available supply monies and the purchase is given final approval through the Library Purchasing Department. 

**As of summer 2004, there are no plans to automate this process so requestors should print off paper copies of the Special Order request form, fill them out manually and send them to Preservation via the mailroom.  There is also no tracking mechanism, so it is suggested that the requesting department keep copies of all submitted documents for their departmental files.