{"id":335406,"date":"2025-12-08T20:22:57","date_gmt":"2025-12-08T20:22:57","guid":{"rendered":"https:\/\/peraltafinancing.com\/american-history\/a-beginners-guide-to-acquisitions-past-is-present\/"},"modified":"2025-12-08T20:22:57","modified_gmt":"2025-12-08T20:22:57","slug":"a-beginners-guide-to-acquisitions-past-is-present","status":"publish","type":"post","link":"https:\/\/fivemor.com\/?p=335406","title":{"rendered":"A Beginner\u2019s Guide to Acquisitions \u2013 Past is Present"},"content":{"rendered":"


\n<\/p>\n

\n

T<\/span><\/span><\/span>he American Antiquarian Society already preserves over four million books, newspapers, <\/span><\/span><\/span>graphics<\/span><\/span><\/span> and manuscripts, <\/span><\/span><\/span>but <\/span><\/span><\/span>new acquisitions are <\/span><\/span><\/span>still <\/span><\/span><\/span>b<\/span><\/span><\/span>eing added <\/span><\/span><\/span>to the collection <\/span><\/span><\/span>every month.\u00a0<\/span><\/span><\/span> How are<\/span><\/span><\/span> newly <\/span><\/span><\/span>acquired<\/span><\/span><\/span> collection material<\/span>s<\/span><\/span> made accessible to researchers in the <\/span><\/span>AAS<\/span><\/span><\/span> ? This post <\/span>examines the <\/span><\/span>detailed <\/span><\/span><\/span>process by which <\/span><\/span>AAS staff <\/span><\/span><\/span>acquire<\/span><\/span>, receive<\/span><\/span>, process<\/span><\/span>, pa<\/span><\/span>y<\/span><\/span><\/span> for<\/span><\/span>, <\/span><\/span>and <\/span><\/span><\/span>catalog<\/span><\/span> materials <\/span><\/span><\/span>\u2014 <\/span><\/span><\/span>and <\/span><\/span><\/span>ultimately<\/span><\/span><\/span> place<\/span><\/span> them<\/span><\/span><\/span> on the shelves <\/span><\/span>to be retrieved for readers<\/span><\/span><\/span>.\u00a0<\/span><\/span><\/p>\n

\"\"<\/a>
An image of the acquisitions table at the American Antiquarian Society.<\/figcaption><\/figure>\n

When purchasing<\/span> items<\/span> for the collection, <\/span>AAS <\/span>curators select materials <\/span>through <\/span>a few<\/span> different <\/span>routes, <\/span>such as <\/span>on<\/span>line<\/span> dealers<\/span>, <\/span>catalogs, <\/span>shop visits, and <\/span>book fairs<\/span>. <\/span>After curators<\/span> identify<\/span> items of interest<\/span>, <\/span>d<\/span>ealers send <\/span>them<\/span> to AAS, and <\/span>then <\/span>staff in the Acquisitions Department unpack and verify that all required paperwork is present for each order.<\/span> Paperwork is important!<\/span> Acquisitions<\/span> staff <\/span>create <\/span>slips for each item to facilitate the approval process, during which curators confirm each item <\/span>and check the <\/span>shelves<\/span> to avoid duplicate items.\u00a0<\/span>\u00a0<\/span><\/p>\n

After<\/span><\/span><\/span> the curator has approved an object for purchase,<\/span><\/span> t<\/span><\/span><\/span>he Acquisitions Librarian assigns <\/span><\/span><\/span>the <\/span><\/span><\/span>appropriate<\/span><\/span><\/span> fund<\/span><\/span><\/span> from <\/span><\/span><\/span>the<\/span><\/span><\/span> available<\/span><\/span><\/span> options<\/span><\/span><\/span>.\u00a0<\/span><\/span><\/span><\/span> includes many designated funds <\/span>established<\/span> by donors<\/span><\/span><\/span> \u2014<\/span><\/span><\/span> either by <\/span><\/span><\/span>gift or <\/span><\/span><\/span>bequest<\/span><\/span><\/span> \u2014 <\/span><\/span><\/span>for <\/span><\/span><\/span>the purchase of <\/span><\/span><\/span>new collection materials. Some funds were created for specific types of materials, such as miniature books, titles about book history, or children\u2019s books. These e<\/span><\/span><\/span><\/span>the Society<\/span><\/span><\/span> and are designed to be used in perpetuity. (If you are interested in <\/span><\/span><\/span>establishing<\/span><\/span><\/span> a fund, please visit the <\/span><\/span><\/span>AAS Support page<\/span><\/span><\/span><\/span><\/a>.<\/span><\/span><\/span>)<\/span><\/span><\/span><\/p>\n

Once<\/span><\/span><\/span> the fund is assigned<\/span><\/span><\/span> each <\/span><\/span>invoic<\/span><\/span><\/span>e<\/span><\/span><\/span> moves<\/span><\/span><\/span> to the finance department<\/span>, <\/span><\/span>wh<\/span><\/span><\/span>o<\/span><\/span><\/span> issues payment<\/span><\/span>. After funding, <\/span><\/span>the Acquisitions Librarian <\/span><\/span>or <\/span><\/span><\/span>the Processing Librarian create<\/span><\/span>s a<\/span><\/span><\/span> brief <\/span>catalog<\/span> record<\/span><\/span> for books, graphic arts materials, and manuscripts<\/span><\/span>.<\/span><\/span><\/span> T<\/span><\/span><\/span>he <\/span>S<\/span>erials <\/span>C<\/span>ataloger catalogs newspapers<\/span><\/span> and periodicals<\/span><\/span><\/span>. <\/span>Acquisitions staff create <\/span><\/span>digital <\/span><\/span><\/span>p<\/span>urchase orders and invoices <\/span><\/span> in the library <\/span><\/span>management <\/span><\/span><\/span>system<\/span> and <\/span>maintain<\/span> an accurate<\/span> accounting ledger<\/span><\/span> to be sure all funds are properly <\/span><\/span><\/span>allocated<\/span><\/span><\/span> and spent out<\/span><\/span><\/span>.\u00a0<\/span><\/span><\/p>\n

\"\"<\/a>
A flow chart of the acquisitions process created by the author.<\/figcaption><\/figure>\n

The Acquisitions Department handles gifts <\/span>of material <\/span> in a slightly different way<\/span>, once <\/span>the curators have approved <\/span>the donation<\/span>. While gifts still require <\/span>documentation, they do not require funding or invoicing. The Processing Librarian creates brief catalog records directly after approval and passes all paperwork to the Head of Acquisitions <\/span>to create<\/span> gift acknowledg<\/span>ment letters. The Acquisitions Assistant accessions both purchased and <\/span>donated <\/span>items, inscribing specific marks to record provenance information, and routes all materials to the appropriate cataloger<\/span> to be integrat<\/span>ed into the collection<\/span>.<\/span>\u00a0<\/span><\/p>\n

By <\/span>communicating with other departments at every step of the process, <\/span>the <\/span>Acquisitions <\/span>team <\/span>ensure<\/span>s<\/span> they account for <\/span>every <\/span>item<\/span> and<\/span> complete the administration of all<\/span> paperwork, <\/span>initial <\/span>catalog<\/span>ing<\/span> , pay<\/span>ments to<\/span> dealers, and thank <\/span>you<\/span>s<\/span> to <\/span>donors<\/span>.\u00a0<\/span>\u00a0<\/span><\/p>\n

The<\/span>se<\/span> steps <\/span>change <\/span>when curators or Acquisitions staff <\/span>identify<\/span> conservation concerns, such as mold or evidence of <\/span>damage from <\/span>pests. <\/span>Acquisitions staff <\/span>still <\/span>create a brief catalog record, if possible, <\/span>but they also <\/span>includ<\/span>e <\/span>a conservation note <\/span>with<\/span> details on the item\u2019s condition<\/span>,<\/span> before sending the item to the Conservation Department. Conservation staff return the item to Acquisitions after treatment, and the regular process continues. <\/span>\u00a0<\/span><\/p>\n

The staff at AAS takes the responsibility of managing historical materials very seriously, from the moment they enter the building to when a researcher accesses them. Following an efficient, thorough, and accountable acquisitions process ensures that provenance, or ownership history, is properly documented to <\/span><\/span><\/span>comply with<\/span><\/span><\/span> legal and ethical standards, and to <\/span><\/span><\/span>maintain<\/span><\/span><\/span> trust with donors, dealers, and researchers<\/span><\/span><\/span>.\u00a0 <\/span><\/span><\/span>This <\/span><\/span><\/span>responsibility<\/span><\/span><\/span> has been a core part of AAS since <\/span><\/span><\/span>the Society\u2019s<\/span><\/span><\/span> early years, as shown in the 1813-1829 Donation Book (Catalog Record<\/a>). <\/span><\/span><\/span><\/p>\n

\"\"<\/a>
A page from the 1813-1829 Donation Book. (Catalog Record<\/a>)<\/figcaption><\/figure>\n

F<\/span><\/span><\/span>ully transcribed and digitized<\/span><\/span><\/span>, this<\/span><\/span><\/span> book <\/span><\/span><\/span>contains<\/span><\/span><\/span> details of the early donations to AAS, starting with Isaiah Thomas\u2019s personal library and other materials from Elizabeth Bliss, Hannah Crocker, and more. The entries include information that <\/span><\/span><\/span>remains<\/span><\/span><\/span> important to record today, such as title (or description if no title is available), donor\u2019s name, and date.\u00a0<\/span><\/span><\/span><\/p>\n

Today, <\/span>online <\/span>library systems allow us to organize and record more information in a way that <\/span>staff and patrons can use easily<\/span>. However, paper records have not disappeared; we still use paper slips and other printouts, as mentioned earlier. This <\/span>isn\u2019t<\/span> to say that modern systems are perfect, as they <\/span>come<\/span> with their own challenges<\/span>, b<\/span>ut<\/span> AAS<\/span> staff <\/span>members <\/span>work hard to ensure the process <\/span>remains<\/span> smooth and efficient for everyone involved.<\/span><\/p>\n<\/p><\/div>\n\n","protected":false},"excerpt":{"rendered":"

The American Antiquarian Society already preserves over four million books, newspapers, graphics and manuscripts, but new acquisitions are still being added to the collection every month.\u00a0 How are newly acquired collection materials made accessible to researchers in the AAS ? This post examines the detailed process by which AAS staff acquire, receive, process, pay for, […]<\/p>\n","protected":false},"author":1,"featured_media":335407,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[12032],"tags":[24917,2737,2059,383],"dealstore":[],"offerexpiration":[],"class_list":["post-335406","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-american-history","tag-acquisitions","tag-beginners","tag-guide","tag-present"],"yoast_head":"\nA Beginner\u2019s Guide to Acquisitions \u2013 Past is Present - Som2ny Network<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/fivemor.com\/?p=335406\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"A Beginner\u2019s Guide to Acquisitions \u2013 Past is Present - Som2ny Network\" \/>\n<meta property=\"og:description\" content=\"The American Antiquarian Society already preserves over four million books, newspapers, graphics and manuscripts, but new acquisitions are still being added to the collection every month.\u00a0 How are newly acquired collection materials made accessible to researchers in the AAS ? 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