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6.  Adding a Barcode to a transfer book: if a book that is being transferred to a Rare Annex collection lacks a barcode, wrap a mylar strip vertically around the cover with the spine on the LEFT (usually the front cover).  Let the ends of the mylar overlap slightly, without any tension on the cover, but flush enough so that it will stay in place, without sliding off easily. Attach the 2 ends of the strip with an AVERY 5963 label, which is 2"x 4", and will cover a generous area over the plastic strip.  Attach the barcode to the label. 

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3.  Holdings Notes: follow the instructions for noting provenance, binding, and/or donor information, as  as described above, but provide volume-specific information as available, and combine the respective Holdings notes as necessary, for example:

• If the different volumes in the set show different donor information, then the corresponding Holdings note (type: Source of acquisition) can say say something like: "v.1-2: Gift of Andrew Dickson White, v.3-5:Gift of Henry Sage."
• Similarly, If if the volumes are bound in different materials, note this by listing the materials separately in the corresponding Holdings Note (type: note).
  Example: v.1-2,4 bound in library buckram; v.3,5-6 bound in 1/2 leather over marbled boards, spine gilt.
• The provenance can also be combined with the binding note in the same Holdings note (but NOT with the Gift note, which has a different note type!):
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4.  Open and update the item records for each individual volume as shown in the instructions described above, changing the Location Permanent location and Loan Type fields for each volume as appropriate.

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1.  If the number of charged or missing volumes is very few compared to the number of volumes being transferred:

• After updating the Holdings for the volumes in hand,
• Note which volumes are charged/missing in the (staff-only) Transfer Note in the Holdings: (e.g. v.1-2, 4 transferred to Annex, v.3

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• charged [

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• date])

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• :

LEAVE SPACE FOR NOTE ON CREATING A NEW HOLDINGS? UNDER WHAT CIRCUMSTANCES?

Do not update the Item records for th

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record as above for any volumes which you have in-hand.

•  For volumes which are missing or charged, do NOT change item record fields. Instead,
  • 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.
• When the book is returned, remove the notes in the item record.

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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