About the ASC Acquisitions Committee

The Archives and Special Collections Acquisitions Committee serves to review and evaluate all proposed Archives and Special collections acquisitions over one linear and/or cubic foot in size. The Acquisition Committee is charged with evaluating the impact on Shipping & Receiving, Preservation, Building Management and Collection Storage, and Central Processing resources as part of the acquisition process and ensuring that collection development does not unduly strain the Libraries’ resources.

When to Refer a Collection to the Committee

Due to limited collection storage, ALL incoming acquisitions over 1 linear foot and/or 100 files/500 gigabytes must be reviewed by the ASC Acquisition Committee.

The review by ASC Acquisitions Committee will determine if:
1) a collection is appropriate in scope and content to the Libraries’ collecting policy and goals

and/or

2) the expectations of the donor or requirements of the collection (size, restrictions, special promotion or projects associated) are reasonable in respect to available University Libraries resources for collection space and available staffing resources.

Acquisition Process Quick Guide

Prior to Arrival

Step 1: Enter acquisition into Anticipated Acquisitions Log
Step 2: Once Acquisition is entered in Accession Log

A. A review meeting will be set up on the shared calendar with the Acquisition Committee.

B. The Committee will review the collection based on the Acquisition Requirements following the Review and Approval Process.

C. After review, the Committee and unit staff will meet (at either the request of the Committee or staff contact) to review the Acquisition Committee’s recommendations.

Step 3: After Committee approval, Libraries shipping pick-up can be scheduled or Curator will make arrangements for off-site shipping.

Shipping

Step 1: Request shipping arrangement by using the FOM Shipping Gift Pick-up Request Form.  

Upon Arrival

Step 1:
Once Acquisition has arrived, Lisa Calahan (archival collection) or Sue Hallgren (book collection) will review Acquisition for issues (out of scope, preservation, personally identifiable information).  Lisa/Sue will invite preservation and unit staff to review Acquisition if preservation concerns/meeting is necessary.

Step 2:
Collections reviewed by the Acquisition Committee are eligible to be accessioned by Central Processing. Please indicate if Central Processing staff time is needed. All incoming acquisitions will be reviewed upon arrival for preservation issues.

Step 3:
After accessioned, Acquisition will be moved to pre-identified storage location.

Committee Members

You can contact the Committee by emailing the Committee Chair