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PLEASE NOTE THAT THIS PROCEDURE IS STILL UNDERGOING REVISION AS OF FEBRUARY 2026.
Scope: This procedure describes the LTS procedure for transferring items from campus collections to RMC, Annex. Often called "medium rare" transfers, these are low-use, but historically significant resources that are sent to be housed at the Annex, and whose
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Unit: Database Quality
Date last updated: 09/15/2020February 18, 2026
Date of next review: January 2021February 2027
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Overview
Material Eligible for Rare Annex
Processing Points
Procedure
Physical Examination of the Book
Editing the Voyager Record
Special Cases
Mulitivolumes
Bound With
Charged or Missing Volumes
Sending A Book To Conservation
Book Returned from Conservation
Slavery or Nathan Location
Provenances (Former Owners)
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OVERVIEWAnchor A A Anchor
Research universities carry significant responsibilities for preserving the printed heritage under their care. Cornell University Library takes this responsibility seriously, and is committed to providing adequate protection and security for all its historic materials. As appropriate, library units should inventory their general collections to identify materials appropriate for transfer to a special collections facility. Cornell Library's Annex facility also provides units with a secure housing option for low-use items of long-term historical value, or for items that are at risk of theft or damage on the open shelves. Such items may be assigned to the Rare Annex location (rmc,anx), from which they will circulate only to a secure, observed reading room on the central Cornell campus.
A. Material Eligible for Rare Annex At Cornell, all items printed before 1865 must be provided with secure, climate-controlled storage and monitored reading room access. In addition, materials printed after 1850 and before 1930 should be evaluated for significant artifactual, historical, or market characteristics and assigned to a location best suited to ensure long term preservation and use. All items 1864 and earlier are processed automatically for Rare Annex. Items from 1865-1869 are reviewed by RMC staff for Rare Annex; any items not selected for Rare Annex will be processed for the Circulating Annex. Items from 1870-1930 are reviewed by RMC staff for Rare Annex; it not selected for Rare Annex, the appropriate Olin/Uris selector reviews for central campus or circulating Annex. Full criteria for Cornell University Library's transfer guidelines are available on the staff web at Policy on Transfer of General Collection Material to Special Collections. (<--This link is not working)Anchor A1 A1
B. Processing PointsAnchor A2 A2
Currently, transfer of material identified as rare from central campus to the Library Annex has been approved for the following libraries:
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Requests from other unit libraries to send rare material to the Library Annex should be submitted to the appropriate contact in Library Technical Services. DBQ staff will, in turn, contact representatives from RMC, the Library Annex, Digital Library Digitization and Information Conservation Services (DLIT), and, if necessary, the FOLIO Upgrade Team to set up circulation, programmatic and workflow aspects of executing the transfers.
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B. Editing the FOLIO Records
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- Display the Instance record by scanning or entering the barcode of the book from the Item search (this ensures matching item records in the case of multiple copies).
Note: If there is no barcode OR if the barcode yields no result, search the catalog by keyword or title to find the record
- Check the resulting Instance and Holdings information. If there is a record and the book is a duplicate copy, follow the guidelines for adding a barcode , and for added copies/locations
- If there is a record, but this book has a "missing" status in the holdings and/or the item record, follow the instructions for reinstatements and add a barcode, if necessary.
- If there is no Instance record, give the book to the DBQ supervisor for cataloging and barcoding.
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- To record provenance, add a 700 1_ (or 710 2_) field with the following:
- Name heading copied from 100/110 field of authority record (if there is no authority record for the person, then follow the instructions for a gift)
- $4fmo to indicate bookplate or stamp
- $4sgn to indicate signature
- $4ins to indicate inscription Example: 700 1__$a White, Andrew Dickson,$d1832-1918.$4fmo
- If provenance includes the phrase "From the Income of a bequest made by__", no provenance note is added to the bib record.
- To record a gift, add a 541 field with the following: Rare Annex copy #: (use original location copy#) Gift of __. Example: 541__Rare Annex copy 1: Gift of Henry W. Sage. (leading indicators both BLANK).
- In all cases, add the following:
- $dNIC at end of the 040 field if you have added 541 and/or 700/710 fields (if it does not already appear)
- Three 948 fields for added location, withdrawal, and maintenance updates (use macros)
- Update the holdings record
- In all cases, update the 852 field as follows:
- Change olin, uris or rmc,ice to rmc,anx
- Change ech,sasa or was to ech,ranx, sasa,ranx or was,ranx
- Add $z after call # with description of binding type
- Add $x transfer note with today's date Example: 852__$b rmc,anx $hBL2775 $i C34 1874 $z Bound in 1/2 leather over marbled boards, spine gilt. $x transfer from olin, uris or rmc,ice 12/31/05
- If you have recorded provenance, also update the 852 field as follows:
- Add another $z before binding type noting provenance
- Include evidence of ownership in parentheses Example: $zProvenance: Andrew Dickson White (bookplate).
- If the work was inscribed by the author, note this specifically by including inscribed by the author within the parentheses
- If the work has a gift letter, postcard, or other item tipped in, state this in an additional $z note in the 852 field (after the binding type) Example: $zGift letter tipped in front.
- In all cases, update the 852 field as follows:
- Update the item record
- In all cases, change these fields to the following:
- Perm Loc.: RMC Annex, Echols Rare Annex, South Asia Rare Annex or Wason Rare Annex
- Item Type: nocirc
- If the item is in a preservation box or has loose items such as newspaper clippings inside the cover, count the pieces and enter number in Pieces field.
- In all cases, change these fields to the following:
- If no item record has yet been created, create one and affix the barcode to the first leaf of the book
- Send the item to Annex Library
- Insert orange Annex flyer in item
- Place item on Annex book truck in Physical Processing area.
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