Page History

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Overview
      Material Eligible for Rare Annex
      Processing Locations
Procedure  
     Physical Examination of the Book
     Editing the Voyager Record
Special Cases
    Mulitivolumes
    Charged or Missing Volumes
    Bound With 
    Sending A Book To Conservation
    Book Returned from Conservation
    Slavery or Nathan Location
    Provenances (Former Owners)

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OVERVIEW

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.

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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 /old Collection Dev. site?staffweb)

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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, the LTS Automation Team, Digitization and Conservation Services, and, if necessary, the FOLIO Upgrade Team to set up circulation, programmatic and workflow aspects of executing the transfers.

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PROCEDURE

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A. Physical Examination of the Book

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 at the front and back pages and inside covers 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
6. If the book lacks a barcode, refer to special instructions on barcoding for Rare Annex transfers below.

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B. Editing the FOLIO Records

 11.  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.

Note 2

• If there is a record in FOLIO, and the book in-hand is a duplicate copy, follow the guidelines for added copies/locations, BUT and for adding barcodes.
• If there is a record, but this book had been withdrawn or declared missing, follow the instructions for reinstatements and add a new Item record , if necessary.
• If there is no Instance record, or if the information is confusing or conflicting, give the book to the the DBQ supervisor supervisor for cataloging and barcoding.

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• Change these fields to the following, as applicable:
  
  1. Perm Loc.: RMC Annex, Echols Rare Annex, South Asia Rare Annex or Wason Rare Annex
  2. Item Type: Non-circulating
  3. If the item is in a preservation box or has loose items such as newspaper clippings inside the cover, count the pieces (INCLUDING the box) and enter the number in the Number of Pieces field.
     
•  If no item record has yet been created, create one and affix the barcode to the first leaf of the book
•  Place the item on the Annex book truck in the Physical Processing area.   

5.  Adding New Barcodes to the Piece:

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SPECIAL CASES

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