CORNELL UNIVERSITY LIBRARY

LARGE COLLECTION SELECTION AND PROCESSING CHECKLIST

To be completed prior to accepting or purchasing large collections.

Sponsoring Selector:

Donor/Vendor Name and Address:

1. Description of Collection. Content and Provenance:

How many volumes total? Books: Serials: Non-book materials:

2. Gifts.

If a gift, are there any special conditions?

Has the donor received the CUL gift policy?

Has a purchase agreement or donor agreement been written and signed?

Who will send the gift acknowledgement?

Does the Library need to hold the collection for two years before processing for tax purposes?

Will the collection be plated? If yes, standard plate?

Special design? If yes, who will do the designing?

Has the Library’s Office of External Relations been consulted on the gift?

3. Review and Selection.

How and by whom has the collection been reviewed prior to acceptance?

Once received, will the same selector make final decisions on what will be added to the collection?

What criteria will be used for deciding to add individual items?

Has an opportunity been scheduled for RMC to review the collection, once it arrives?

4. Packing and Shipping.

Who will pack and ship the collection?

Who will unpack the collection when it arrives?

Where will the collection be stored before processing?

5. Processing.

Who will search the collection?

Who will process the collection?

What is the time table for processing?

6. Disposition.

Where will unwanted items be stored?

What is the strategy for disposing of unwanted items?

What is the time table for disposition?

The planning process will be completed when the following have signed this form:

Sponsoring Selector: date:

Head, Acquisitions, Bibliographic Control & Documents: date:

Associate Univ. Librarian for Collections: date:

revised

12/18/03