Larger publishing houses generally have network applications that allow publicists to input interview / events and
other publicity information (that then generate schedules and reports and that can be accessed by others in the company).
I'm lucky, I suppose; I get to read
the publicity information beforehand.
Don't just tell the librarian where to find reviews,
publicity information, and photos on your web site; send them the material.
But at the end of the day, focus on
the publicity information that will actually create more attention and help reach out to a wider audience.
7.2 Whitney Museum of American Art, Main (Eighth Street and Madison Avenue): Edward Hopper Retrospective Exhibition, February 11 — March 26, 1950; traveled to other venues, April 13, 1950 — June 2, 1950 Correspondence with lenders, loan agreements, receipts, checklists,
publicity information, and files on travel to the Museum of Fine Arts, Boston and Detroit Institute of Arts.