Books, Periodicals, and Maps Acquisition Procedures

Last updated 03-24-2026

Publications

Sometimes publications such as books, periodicals (journals, magazines, newspapers, etc.), and maps are donated with or without context. When these situations occur, first check the publication title against the Library’s catalog at www.lib.uidaho.edu.

See Scope of Collections for book collection descriptions.

Checking for New Materials and Processing

Materials on order/mailing lists:

  1. Check the mail room on the 4th floor for materials that have been added to Spec book collections by the catalogers.

Materials that have arrived as part of a collection, either from a donor or a transferring department:

If the publication is NOT found within the catalog:

  1. Determine whether the item fits within the Scope of Collections and consult the Head of Spec.
  2. If it does not fit the Scope of Collections and should be added to a book collection:
    • Place green or yellow bookmark inside to identify the colection (Green = Day-NW, Yellow = Idaho or another collection). Bookmarks are located on the red shelves in the Spec staff office area.
    • Give item to Special Collections Librarian (Kelley), who will add it to Alma or send it to cataloging.
  3. If not adding it to Spec’s book collections, follow the Retention Rule noted in the Accession Record or Deed of Gift.

If the publication is found within the catalog in multiple locations including Spec:

  1. Check the Retention Rule in the Accession Record or Deed of Gift form for discard information.

If the publication is found within the catalog but not in Spec:

  1. Determine whether the item fits within the Scope of Collections and consult the Head of Spec.
  2. If adding to a book collection:
    • Place a green or yellow bookmark inside to identify the collection (Green = Day-NW, Yellow = Idaho or other collection). Bookmarks are located on the red shelves in Spec staff office area.
    • Give item to Special Collections Librarian (Kelley), who will add it in Alma.
  3. If not adding to Spec book collections, follow the Retention Rule noted in the Accession Record or Deed of Gift form.

If the publication is in Spec, but the recently donated copy is signed:

  1. Check Spec stacks to see if current copy is signed.
  2. If current copy is 100% the same but not signed, check to see if acquisition information is known.
  3. If acquisition information does not exist, swap in the signed copy.
    • Add barcode and call number information to the book being swapped in (usually on a bookmark)
    • Erase the barcode and call number information from the book being swapped out or remove the bookmark
    • Discard the unsigned copy

If the publication is in Spec, but it is number __ out of __:

  1. Consult the Head of Spec.
    • Example: The Vandal Jungle by Jane Vandal was donated and only 100 were ever published. Spec already has one in the stacks and it is #65. Keep both copies.

Periodicals

  • If magazines, journals, newsletters, or newspapers given to Spec have a bookmark with barcode and call number, shelve in appropriate area.
    • EX: Day-NW NF456 J7 2041
  • If materials given to Spec do not have a white, acid-free bookmark with a barcode and call number written then give to Special Collections Librarian (Kelley) to complete the following steps:
    1. Log into Alma.
      • Contact the Library’s Associate Dean for Operations and Access for account setup.
    2. Search for item by title.
    3. Double check that the added issue is in Alma.
      • If in the system, write the call number somewhere on the cover or inside page in pencil. Shelve.
      • If not in the system, give to Special Collections Librarian (Kelley), who will add the item or send it to cataloguing.

Maps

Maps can be found in Spec book collections as well as Manuscript and University collections. However, the Library also has a Map Collection which is located on the 1st floor in the Data Hub.

If a found map does not fit within Spec’s Scope of Collections:

  1. Either keep with the larger archival collection and include in Finding Aid or
  2. Add a green or yellow bookmark to the map (attach with plastic paperclip) to identify the collection it belongs to (Green = Day-NW, Yellow = Idaho or other collection). Bookmarks are located on the red shelves in the processing room. Give to Special Collections Librarian (Kelley), who will add it to Alma or send it to cataloging.

If a found map does not fit within Spec’s Scope of Collections:

  1. Check the collection’s Retention Rule noted in the Accession Record or Deed of Gift form.
  2. If marked to be sent back to donor, contact them.
  3. If marked to discard:
    • Contact the Library’s Associate Dean for Operations and Access. They may want to add it to the Map Collection. Let them know to discard if not chosen to be added.
Deaccessioning Practices Exporting Library Catalog Book Lists