Page History

PLEASE NOTE THAT THIS PROCEDURE IS STILL UNDERGOING REVISION AS OF FEBRUARY MARCH 2026.

Scope:  This procedure provides the context and the steps for LTS staff to transfer transferring 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).

...

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

...

• Add a Holdings 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 LTS keyboard macro for this transaction code is ,,t. If this macro is not on your computer, consult with the DBQ supervisor). 
• 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")

• 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 after the owner's name (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). 

...

• 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 bookthe item as shown in step 6 below, and create an item record.
•  Place the item on the Annex book truck in the Physical Processing area.   

...

4.  Open and update the Item records for each individual volume as described above, changing the Permanent location and Loan Type fields for each volume as appropriate.

Holdings Records:

1.  If the number of charged or missing volumes is very few compared to the number of volumes being transferred (if not, see step 2 below):

...

• Add a Staff-only Check-in Note stating the following:
  • "Cataloging Review [Date]-
  • At the end of the above note, specify the volumes status, where to send it, and why:
  • NOTE:  The "Cataloging Review" designation refers to a shelf where circulation staff are instructed to put books that come up for maintenance by LTS.  The Check-In Note brings up an alert when the barcode is read, so the note is less likely to be missed than if it were put in the regular Item Notes.

...

•  When the book is returned or found, remove the check-in 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.

1. Follow the instructions for FOLIO updates for the Instance record
2. In the holdings record. Add a Holdings Note (note type: note), saying saying sent to Conservation [date] as part of the transfer note, noting the volume number if necessary
3. In the I tem Item record, add an Item Note  Check-in Note saying "Catalog Review - Return to DBQ staff for R2 - [date] [ initials]"