Catalogued Serials

Incoming (current) Periodicals:

  • Check with Jessica (Squires serial department) regularly for periodicals that have been checked in. These will be placed on our current shelves, into the newsletter collection, and on the state paper shelves. Be sure to keep track of how many you are shelving with the Google sheet titled “Periodicals added tracking.” Follow this link, then request edit access.
  • You will be given 3 copies of the Church of God Evangel every other month.
    • One of these will be placed on the current shelves
    • One will be placed in the vault
    • One will be placed in the cardboard box of Evangels that is meant for Pathway. This box can be found on top of the info files cabinets marked with a sticky note that says it is recent Evangels meant for Pathway. Continue to place new issues into this box until they have filled up, and then take it to Pathway to join the rest of the duplicate Evangel collection. These need to be moved to Pathway storage AT LEAST once per year.
    • Update the Evangel tracking sheet according to the below guidelines.
  • Sometimes a periodical is brought in that needs to be checked in but has not been. In this case bring it to Jessica and let her know it needs to be checked in. Newsletters do not need to be checked in and can be put right into the collection after adding the new issue into the appropriate ArchivesSpace record.
  • Check the DRC email and file the periodicals that come there as well. I believe that one of them is printed and brought to info files, so be sure to ask which that is!
 
Processing old (bound) periodicals:
 
Much of the boxes that are on top of the info files cabinets are old or donated periodicals that need processing. Here’s a quick break down to determine what to do with issues as you process them.
  • Is this a periodical we keep? If the periodical is not Church of God, Pentecostal, or does not contain any information about the Pentecostal movement, it is not a periodical we keep and can be discarded. It’s normally best to do a bit of research and/or ask Gene or Dr. Roebuck before pitching anything.
  • If it is a periodical that belongs in our collection, determine if we already have it. Most magazines/state papers should be in the library catalog. But! Just because something does not show up in your first search does not mean we don’t have it. Try searching by keyword or publisher. If you cannot find it but you’re pretty sure we already have it, have a look back in the stacks.
    • If we already have the issue. Only save an additional copy if it is a Church of God periodical.
    • Duplicates: Are kept in the file cabinets behind the EPSON scanner. There should be a few drawers that are labeled. These have been inventoried in a spreadsheet titled “duplicates working file”. Check here to make sure that we do not already have our 2 copies of your duplicate. If we do, first check that Flower and ORU have these, then pitch the extras.
    • If Flower or ORU do need these, then they can be added to the labeled boxes that are inside of the duplicates room. When these fill up, be sure to talk to Gene or Dr. Roebuck about sending them out!
    • Continue adding periodicals through this system until you have enough to bring them to Pathway, at which point they can be foldered and boxed. The two drawer duplicate cabinet has NOT been inventoried. You can continue with this!
  • If we do not have it, magazines or state papers can be brought to Jessica and newsletters can be brought straight to the collection.
    • After she’s checked them in, you will add them to the bound periodicals alphabetically. If there is already a folder, add to that, or create a new folder to place next to those bound issues. She might give you a barcode. This can be attached to the bottom of the folders.
  • This sounds a bit simple but as you’ve noticed there are a LOT of unprocessed materials. These stack up quick and are continually being donated in or found throughout the archive. Try to consistently work on this, but don’t rush it! One of the most important parts of the periodicals processing is ensuring that we know where materials are when we need them, so getting it right is incredibly important!
 
Church of God Evangel:
 
Here’s a bit more you need to know about processing the Evangel holdings:

  • There is a master Google sheet entitled “Complete Evangel Inventory Spreadsheet” (follow this link and request editing access). This should be used to determine which issues are located in what places, and it should be updated with each new addition.
  • We house 1 set of Evangels in the stacks/current section, one in the vault, and one at Pathway. Some of the oldest issues have been moved from the stacks to the International Offices storage location since it is available on the Consortium of Pentecostal Archives website. Once all of these have been marked complete with nice issues, any additional copies can be disposed to other archives or trash/recycling.
  • When new Evangels are brought in that are needed at Pathway, they can be staged in the cardboard folder box closest to the light switch on the info files cabinet. These can all be brought to Pathway and filed when they have accumulated, or at least once a year.
  • There is also a Google doc entitled “Missing Evangel List” that is used to track missing issues (follow the link and request editing access). This should be updated with each new issue brought in, removing those from the list that are complete in all three locations.
    • This is posted on the website (automatically updated with your changes) for when people are looking to donate “old” or “rare” Evangels. We likely already have them, so it is helpful to have one list that can communicate what we need.