StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

ARKCO (ARK COLL)

TITLES GOING TO ARKCO (ARK COLL)

Do not stamp or strip. Aside from trimming off tape/adhesives protruding from the piece to eliminate sticky substance, and applying archival tape to minor tears, do not do anything that alters the piece in its original form. Do not apply labels or barcodes to the piece itself. Call number labels and barcodes will be placed on archival flags or 3x5 cards, depending on the type of material as described below.

Barcoded ARKCO items

Processing procedures for serials sent to Special Collections:

Materials standing up on the shelf= Archival flag with call number label and/or barcode on flag.

Flat materials (newsletters, etc.) and materials to be placed in boxes and envelopes by SPCO staff= 3x5 card with paper clip, call number label, and/or routing label. 3x5 cards will be removed at time of filing and cards will be returned to Serials for reuse.

Loose-leaf= call number label on the 3x5 card will be paper-clipped to the material; 3x5 call number cards will be removed at time of filing and cards will be returned to Serials for reuse. Do not hole-punch or staple item.

Archival Envelope and boxes= If the item has instructions for Serials staff to place it in an archival envelope/box, barcodes and labels can be placed on the envelope or box.

Materials going to the vertical file= SPCO UNCLASSED VERTICAL FILE: regular envelope used only for transporting items and keeping them together until it reaches Special Collections.

Unclassed materials= SPCO UNCLASSED: regular envelope used only for transporting items and keeping them together until it reaches Special Collections.

Bound Volumes get archival flag.

Additional procedures:

Call number labels can be written on with pencil (make sure the pencil lead does not smear) if needed, to complete the call number.

Be extra careful when checking for damage. Remember these copies are meant for preservation. If you have any questions about damage, consult with Preservation for a claiming decision. When sending an issue to Preservation for consultation/review, try not to use post-it notes. Slips of paper and/or paper-clips should be used for notes, to indicate where the damage is and what needs to be done.

Examples:

Material going to ARKCO

Archival flag with call number label and/or barcode on flag, inserted in piece.

Material going to ARKOV

3x5 card with call number label and/or barcode paper-clipped to issue.

Arkansas Traveler (newspaper/ARKFL)

The 2 copies going to Special Collections will receive paper-clipped 3x5 cards with call number label/routing label applied only to the cards.

Newsletter with a few stapled or folded sheets

3x5 card with call number and/or barcode paper-clipped to issue.

Fayetteville Policies and Procedures (loose-leaf)

3x5 card, paper clip, call number label on card. No staples. No hole-punching.

Titles that first go to PER, then get transferred to ARKCO

We have 3 serial titles that, when first checked in, go to the PER shelves, but are then transferred to ARKCO after a specified time:

  • Delta Farm Press (stays in PER for a year).
  • Arkansas Times (stays in PER for a year).
  • Northwest Arkansas Business Journal (stays in PER for 6 months).

These titles have been approved to follow the normal PER processing procedures, so in their cases you would apply labels and a security strip to the piece. However, these being Arkansas titles of historical value, please try not to cover any words or pictures, especially people. If you can't find a good place to adhere the larger receipt label on the front of the piece, you can apply it to the back. (Note: The smaller call number label should still be applied to the front, as much in the upper left corner as possible, and blank areas can be trimmed if needed). 

ARKCO Pickup Shelf

Since ARKCO/SPCO materials do not receive security strips or stamps, they can go directly from the Serials Receiving Specialist/check-in staff’s workstation to the ARKCO pickup shelf. Please be mindful of preservation when placing materials on this shelf. The shelf can fill up depending on workloads. ARKCO materials come in many different formats and sizes, ranging from CDs, magazines, and newspapers, to fragile loose-leaf items. Please place materials in such a way that they will not get bent, torn, crinkled, or toppled over.

NEWSPAPER-LIKE SERIALS: If the item is a full-sized newspaper, such as the Washington County Enterprise-Leader, it can be placed on the shelf folded as it normally comes. If it is a smaller newspaper, like the Baptist Trumpet, please place it on the shelf unfolded.