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Guidelines for Procurement of Supplies for Preservation & Processing of Archival and Library Materials

These guidelines establish definitions and procedures for procurement of preservation and processing supplies regardless of where those supplies are to be used. The purpose of these guidelines is to ensure the purchase of non-damaging products, to allow efficient management of expense funds, and to provide the Libraries’ with annual figures for the cost in expense funds of preservation and processing.

Definitions

“Preservation” is the broad term fro activities which maintain, store, bind, conserve, repair, restore or reporduce archival and library materials. “Processing” is the broad term fro activities which prepare materials for shelving, storage or archival and library use. Many processing activities are also preservation activities. Supplies purchased primarily to enable these activities are designated as “preservation and processing supplies”. These supplies are usually special-ordered.

Examples of Preservation and Processing Supplies (non-inclusive):

Acid-Free Book Marks/Tags  Microfilm Boxes
Acid-Free Envelopes  Microfilm Reel Ties
Acid-Free Folders  Microfilm Reels
Acid-Free Paper  Mylar (polyester film)
Acid-Free Records Storage Boxes  pH Pencils and Indicators
Binders  PVA
Binders Board  Pamphlet Boards
Bone Folders  Phase Boxes
Cotton Tape  Photograph Guard Pages
Deacidification Spray  Plastic Bags (Disaster Relief)
Document Repair Tape  Polyester Film (Myler)
Folder Stock  Poly (Vinyl-Acetate) Adhesive
Glue Brushes  Rare Book Boxes
Lysol (Mold Disinfectant)  Rare Book ID Tags
Map Folder Stock  SeLin Labeling Tape
Microfiche Envelopes  Silica Gel
Slide Guard Pages
 

Examples of Supplies Procured for Other Purposes:

3m Tattle-Tape Targets Date Due Slips
Book Plates Elmer’s Glue

Supplies used primarily for circulation or security purposes.
 

Procedures

In these guidelines, preservation and processing activities are treated as a single class. The procurement of supplies enabling these activities are subject to the following procedures.

1. The Department Chair completes the special order form as instructed by Purchasing and Supplies. Justification must be given as to how these supplies will be used.

2. The special order form is then routed to the Preservation Officer who:

a. verifies that product quality is consistent with preservation standards, and

b. provides the name, address, telephone and order information of the supplier meeting those standards with the best price.

c. Preservation Officer countersigns the order request and forwards it to the Purchasing Officer. A copy of the order is sent to the department which initiated the request for its files.

3. The Purchasing Office processes the order contingent upon funding. If funding is restricted or for any other reason the order is not processed, the department which initiated the request is notified.

If preservation and processing supply orders are received by the Purchasing Office without the required counter signature, the Purchasing Officer forwards the order to the Preservation Office.

The Preservation Office will maintain and periodically distribute a list of preservation and processing supplies, suppliers, and other order information. This list will eventually be made available in Cyberlibrary.

Please send any questions or comments to: Cynthia Bowker

Last revision on September 3, 1991

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