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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" or "R2" transfers, these are low-use, but historically significant resources that are sent to be housed at the Annex, but retain the stricter non-circulating policy (i.e. reading room access only).

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3.  Update the holdings record:

• Add a Administrative note with the transaction code for transfers, including piece-count and the original location code (e.g. date:20250225 ttype:t userid:pca1 ploc:lts pcs:1 orig:olin)  The macro for this transaction code is ,,t 
Update the
• Update the 
• Permanent Location field as follows:
  
  1. 1. Change olin, uris,or rmc,ice to rmc,anx
     2. Change ech, sasa, or was to ech,ranx, sasa,ranx or was,ranx
• Add a public Holdings Note (note type: note) with description of binding type.
• Add a NON-public Holdings note (note type: note) with the appropriate transfer note (e.g. "transferred to Annex from Olin 2/25/26 pca1", or simply "transfer from olin 2/25/26 pca1")

ExamplesExample:

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• If you have recorded provenance, add it to the public Holdings note with the binding information. Evidence of ownership (e.g. bookplate, signature, inscription) should appear in parentheses (e.g. Provenance: Andrew Dickson White (bookplate).  Multiple former owners can also be reflected, depending on what evidence has been left on the book (see examples below).
• 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, include this information with its location after the binding type (e.g. Gift letter tipped in front).  (See final example below)
• EXAMPLES:

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4.  Update the Item record

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1. Follow the instructions for FOLIO updates for the Instance record
2. Update the holdings Holdings record. Add "v.# charged or v.# missing after the transfer note. as part of the Holdings note that cites the transfer (e,g, v.1-2, 4 transferred to Annex, v.3 charged [netID] [date]).
3. Update the Item record record as above If there is an item record, update the record for any volumes which you have in-hand.
4. For  For volumes which are missing or charged, do not NOT change item record fields. Instead,
   • Open the Item Status window and add Cataloging Review
   • Open the Pen Notes window and add note Return to DBQ for R2, date, initials
   • Add a Staff-only Item Note stating whether the volume is missing or charged, and to send to DBQ for R2 processing when found or returned. 
     • EXAMPLES: v.3 missing, if found, send to DBQ for R2 transfer 2/14/26 pca1. or v.4 charged. Please send to DBQ when returned by patron 2/16/26 pca1
   • Add a staff-only Check-in Note saying "Cataloging Review" and the date.
   Add the note v.# missing for R2 before above statement if volume is missing
5. When the book is returned, remove the notes in the item status and note windowsrecord.

1. Open the records for all included titles by performing a call # search, or by searching the Item barcode in a "Holdings Notes" search.
2. Follow the instructions for FOLIO updates for each Instance and Holdings record.
3. Follow the Bound with Procedure (#132) for FOLIO updates for the holdings records
4. Update the Permanent Location and Loan Type fields in the single item record that represents all of the bound parts.

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1. Follow the instructions for Voyager FOLIO updates for the bibliographic Instance record
2. Update In the holdings record. Add $x a Holdings Note (note type:note), saying sent to Conservation [date] at the end as part of the 852 (after transfer note), noting the volume number if necessary
3. Update In the item record. In addition
4. Open the Item Status window and add Damaged
Open the Note window and add Item record add an Item Note saying "Return to DBQ staff for R2 - [date] [ initials]"

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C5 C5

E. Book Returned from Conservation  

1. Remove |x note sent to Conservation [date] from the 852 field in the mfhd
2. Remove the notes in the Item Status and Note windows
3. If an mm case is present
   • Add this to the pieces count in the item record
   • Write the barcode number on the spine of the box (no call # is necessary)
4. Remove |x note sent to Conservation [date] from the 852 field in the mfhd
5. Remove the notes in the Item Status and Note windows the Holdings and Item notes referring to sending/returning the book from Conservation.
6. If an mm case is present
   • Add this to the pieces count in the item record
   • Write the barcode number on the spine of the box (no call # is necessary)

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