Background  

Most items received by Monograph Processing Services (MPS) for the Arts Library are intended for the Arts Library general collections (artcirc). Occasionally, some items may be better suited for the Arts Library Special Collections (ALSC). In these cases, it is recommended to consult with ALSC staff for further guidance.  

The catalog librarian responsible for cataloging ALSC’s materials (currently Dominique Bourassa) is the point of contact with ALSC staff for direction. Any items deemed suitable for ALSC should be forwarded to the designated catalog librarian for review.  

Preliminary Criteria for Eligibility – Items for Review  

Items should be flagged for review if they meet the following criteria:  

• Focus on color: The item centers on the history of color or explores one or more specific colors in-depth.  

• Signed, numbered, limited, special editions: The item is a special edition signed and/or numbered by the artist.   

• Special editions with accompanying signed and/or numbered artwork: The item is a special edition that includes additional signed and/or numbered artwork such as a photograph, lithograph, drawing, etc.  

• Books with accompanying objects, such as a hat, a scarf, etc.  

• Unique or artistic works: Any other item that appears to be a work of art in itself or is unique. If uncertain, flag the item for review.  

Forwarding Items for Review  

• For newly received items, make sure they are first received and paid for in Acquisitions before forwarding to the assigned catalog librarian. Do not add barcode stickers to any items that are forwarded. 

• If a bibliographic record exists, the item should be cataloged before being forwarded to the assigned catalog librarian for review. 

• If the item has not been cataloged, the assigned catalog librarian handles the cataloging.  

• The assigned catalog librarian determines whether to consult ALSC for further guidance based on the item’s eligibility.  

For Items Selected for ALSC  

Once an item has been selected for ALSC, the catalog librarian:  

• Adds local notes, subject headings, and the 710 entry for the collection (see Arts of the Book and Birren Collection workflows for details).  

• Ensures the correct location and item type are recorded (e.g., smlaob, artbrr, artref, etc.).  

• Places the item on the Preventive Conservation Collection Care truck if it requires special care, making sure the item is accompanied by the required Preventive Conservation flag.  

• After cataloging, scan the item in as "Done." Place it in the Eli Express bin, addressed to ALSC. No work order is needed.

For Items Not Selected for ALSC  

The catalog librarian catalogs the item if it has not already been done and completes the processing in the same way as other items for the general collection. 

Created 2025-02-11