Sending materials to Metadata Services

Scope

This procedure outlines the process for sending physical materials to Metadata Services for cataloging or record maintenance.

Note: This procedure is in development and only includes those sections that are finalized. Additional sections will be added as they are finalized, including sending purchased materials for cataloging and sending materials requiring record maintenance.

Cataloging

Gifts

Metadata Services is able to accept a limited number of gifts for low priority cataloging. If Metadata Services accumulates too many gifts, the Collection Services Division will work with the appropriate division to send the materials to Backstage Library Works for cataloging at that division’s expense.

1. Accept gift materials.
   
   1. Selectors accept gifts based on the Library’s gifts policy.
   2. Consult with Preservation to review gifts for condition and for preservation needs (e.g., reformatting, boxes and enclosures, pest and mold mitigation, and possible binding or repair needs), as necessary.
   3. Do not create or edit any records in Alma for gift materials.
2. For each item, fill out and insert a white GIFT flag.
   
   1. There are two versions of the flag:
      
      1. Fillable = Fill out the form in Word, then print and cut the flags.
      2. Printable = Print and cut the flags, then fill out by hand as needed.
   2. For Location / Library, always indicate the campus location (e.g., MAIN).
   3. For items that should go to NRLF, insert a pink PROCESS FOR NRLF flag behind the white GIFT flag.
      
      1. Alternatively, add “Process for NRLF” as a note on the GIFT flag.
3. Send or take the items to Metadata Services, 42 Doe.
   
   1. If hand delivering gift materials to 42 Doe, they can be placed on the “Incoming for Metadata Services” truck or given to a staff member.

Exception:

• Gifts for course reserves are handled through the course reserves workflow.