Cullman Materials Procedures

Cullman Materials & "Medium Rare" Procedures/Workflow

For "Medium Rare" materials

Medium Rare materials are those destined for the Cullman, but that are not yet part of their collection. Med. Rare books will be identified positively by Leslie, however, all items which may be of interest to Cullman (by virtue of pre-1840 date, hand colored plates, exceptional provenance, etc.) should follow a similar procedure and remain in the BHL scanning room during processing and once scanned, go to Leslie for review. Items positively identified as medium rare - either those 'gleaned' from the stacks by Cullman staff or those found in the stacks with acid free tags in them - should follow the general procedures for Rare items and should not leave the building, and should go to Cullman when scanned. A list of these gleaned books moved to Cullman should be provided to appropriate Reader Services staff to assure all curatorial users are aware of location change.

Gleaned books procedure (kt - based on sketchy notes taken during mtg with MK, LO, DW-M, KT, GD, ET on 2/5)
This procedure has changed as a result of a subsequent meeting. As I recall (please correct me otherwise), 1) Cullman will now send barcode lists to Keri. 2) Cullman will then check out books to "Cullman Transfer" patron. 3) Keri will later de-dup from the Cullman Transfer list. Note: Cullman Transfer list cannot be batch changed until Keri has de-duped. 4) A pick-list will ultimately be generated based on de-duping process. (dwm 2/25/09)
-Cullman staff will send list of barcodes for items gleaned from [location] and will set them aside on a cart in the Cullman workroom.
-Grace/Erin will de-dup items on list to determine if any are of interest to us, if any are, will notify Daria and will physically inspect books for scanability.
-items rejected for scanning (dupes or unscannable) should be marked as such on the picklist for the original location.
-books that are to be scanned will be checked out to BHL per rare materials procedures.
-books will be then scanned per rare scanning procedure, and returned to Cullman when scanning is complete.

For Items that are part of the Cullman Collection (CULL)

Below are the procedures for handling Cullman materials being scanning in the NH Scribe room. All regular BHL handling procedures should be followed, these are IN ADDITION TO. It is presupposed that these items have been added to the picklist, reviewed by the SIL conservator, etc.

General

• Cullman staff are alerted at least one day ahead of time of the items that will be needed for the next few days of scanning
• SIL staff (Grace Duke) arranges with Cullman staff for pick up of items
• Only those volumes that can be scanned during the time the scanning room will be staffed by either the IA scanner or SIL staff should be removed from the Cullman (e.g. if one volume can be scanned between the morning and lunch, only one volume should be pulled)
• Volumes pulled from the Cullman will be returned as soon as they are complete or when the IA scanner or SIL staff person is not in the room for an extended period of time (NOTE: please arrange with Cullman staff to be sure someone will be there to receive the materials)

Reminders

• No food or drink (other than water) should be in the room while handling Cullman materials
  (Eliza comment: I would say that it is ok to have a drink of whatever kind, as long as it is in a closeable/lidded container and that it stays on the staff person's personal desk which would never have collection materials sitting on it anyway)
• Door should be locked at all times if materials are left in the room for short breaks