Materials are classified by the Library of Congress scheme with the exception of archived materials from the University. The OCLC holdings code is GWCS.

The books are processed with a call number label placed on the top left-hand corner of the back inside cover. A second label is placed on a strip of paper which sticks up in the book. The Ingram Library ownership stamp is applied on the back inside cover along the bottom margin in red ink. The "Special Collections" ownership stamp is applied directly above, also in red ink. Detection strips are applied to materials for this collection, but not barcode labels.

The name of the college/university has changed twice. West Georgia College became the State University of West Georgia in June of 1996. In January of 2005 the name changed to the University of West Georgia.