Preservation Supply Catalogue
How Supplies Are Acquired
Preservation Supplies Program (PSP)
The Preservation Supplies Program (PSP) is an important component in the Preservation Directorate's initiative to offer comprehensive services to the various Divisions of the Library of Congress. The PSP is a collaborative effort involving both the Preservation Directorate and the Divisions. During the annual preservation selection process, the Library's Divisions will select collections for which housing supplies will be needed, and staff from the Directorate will assist in identifying appropriate supplies.
Vendor Catalogues
Each Division will receive Vendor Catalogues that contain other products of possible interest to the Divisions.
How Supplies are Acquired
- In September, prior to the beginning of the new fiscal year, the Preservation Directorate will send to each Division a Supply Call Memo. The memo requests that each Division fill out Purchase Requisitions for supplies needed in the upcoming fiscal year and beyond for housing-designated collections.
- Division staff will identify products for purchase in consultation with liaison staff from the Preservation Directorate.
- Division staff will fill out a white Purchase Requisition
form for each product ordered from the PS Catalogue. The budget
information for this form is as follows:
- Fund Title = Preservation Supplies
- BFY = 96 or whatever fiscal year is appropriate
- Fund Code = 010501
- Org = 4040000
- BOC = 2640
- Program = leave blank
Staple a completed Preservation Supply Information Form to each Purchase Requisition.
- Division staff will fill out a green Supply Requisition
form for each product listed as being from the 6000 or 5000
series in the PS Catalogue. The budget information for this form is
as follows:
- Fund Title = Preservation Supplies
- BFY = 96 or whatever fiscal year is appropriate
- Fund Code = n/c (except if ordering 6000-20 then use 010501)
- Org = n/c (except if ordering 6000-20 then use 4040000)
- BOC = n/c (except if ordering 6000-20 then use 2640)
- Program = leave blank
- If supplies are being ordered from vendor catalogues, products can be grouped on the Purchase Requisition by vendor. Identify the vendor on the Purchase Requisition. Attach a photocopy of the product(s) being ordered to the Purchase Requisition.
- Each Division should gather together all their Purchase Requisitions and Supply Requisitions, with attachments, and send them in one group to the Preservation Directorate, with one exception. The green Supply Requisition forms, when used for ordering items from the 5000 series, must be forwarded to the Photoduplication Service (attn: Ron Crupi). Send the requisitions to the Preservation Directorate or to the Photoduplication Service before the end of November to facilitate a timely receipt of products.
6000 Series, PRESERVATION SUPPLIES
5000 Series, PHOTODUPLICATION SUPPLIES
The 6,000 Series, Preservation Supplies, and the 5,000 Series, Photoduplication Supplies, are part of the Library of Congress Supply Catalogue which includes office supplies and special category supplies. This general supply catalogue is distributed to all L.C. offices and is generated by the Supply Unit, Logistics Section, Contracts & Logistics Division at the Landover Center Annex. Some items in the 6,000 and 5,000 Series are included in the Preservation Supply Catalogue and must be ordered using the green Supply Requisition form.
Both the Preservation Directorate and the Photoduplication Service are responsible for keeping these supplies available throughout the year so it is very important to know the choice and quantity of items being ordered in these two Series. All these items meet the Preservation Directorate specifications for a long-lasting and durable product, approprite for protecting LC collections, 2-5% alkaline reserve in all paper products. On the appropriate illustrated page it will indicate if the item passes the Photographic Activity Test.