Page History

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Scope:  This procedure provides the context and the steps for LTS staff to transfer items from central-campus collections to the corresponding Rare collections at the Annex.  Often called "medium rare" transfers, these are low-use, but historically significant resources that are sent to be housed at the Annex, but retain the stricter circulation policy, where patrons can view them only in the reading room, much like regular RMC materialsnon-circulating policy (i.e. reading room access only).

Contact:    Pedro Arroyo

Unit: Database Quality

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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, then 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.  it was on staffweb-- possibly a Collection Dev. site?)

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1. Determine the binding type from among the following materials:
   • Full, 3/4, or 1/2 leather over marbled boards
   • Library buckram
   • Publisher's cloth
   • Pictorial publisher's cloth
   • Library pamphlet
   • Spine and/or upper cover gilt
2. Determine the provenance and/or donor by looking inside the front and back of the book for these indicators:
   • Bookplate(s)
   • Stamp(s)
   • Signature(s)
   • Inscription(s)
3. If the book is part of a multivolume set, refer to the "Multivolume" instructions in the Special Cases section below
4. Check the book for continuous pagination. If it is not continuous, and the book is a bound with, refer to the "Bound with" instructions in the Special Cases section below
5. If the book requires repair, refer to the "Sending a book to Conservation" instructions in the Special Cases section below

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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 in-hand is a 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 recordbook had been withdrawn or declared missing,, 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.

2. Update the Holdings MARC record:

• To record provenance, add a 700 1_ (or 710 2_) field with the following:
  
  1. 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)
  2. $4fmo to indicate bookplate or stamp
  3. $4sgn to indicate signature
  4. $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:
  
  1. $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)

1. Update the holdings record
   • In all cases, update the 852 Update the Permanent Location field as follows:
     
     1. Change olin, uris,or rmc,ice to rmc,anx
     2. Change ech, sasa, or was to ech,ranx, sasa,ranx or was,ranx
     3. Add $z after call # a public Holdings Note (note type: note) with description of binding type.
     4. 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: 
     
     1. Add another $z before binding type noting provenance
     2. Include evidence of ownership in parentheses
        
        Example: $zProvenance: Andrew Dickson White (bookplate).
     3. If the work was inscribed by the author, note this specifically by including inscribed by the author within the parentheses
     4. 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.
2. Update the item record
   • In all cases, change these fields to the following:
     
     1. Perm Loc.: RMC Annex, Echols Rare Annex, South Asia Rare Annex or Wason Rare Annex
     2. 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.
     
3. If no item record has yet been created, create one and affix the barcode to the first leaf of the book
4. 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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