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Scope:  This procedure provides the context and the steps for 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), which grants patrons access only in the reading room.

Contact:    Pedro Arroyo

Unit: Database Quality

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1.  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).

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Note: If the barcode yields no result, search the catalog by keyword, title, or other search term to find the record.

• If there is a record in FOLIO, and the book in-hand is a duplicate copy (not in FOLIO), follow the guidelines for added copies/locations.  If the book needs a barcode, see below.
• If there is a record, but this book had been withdrawn or declared missing, follow the instructions for reinstatements and add a new Item record if necessary.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 a record with a Holdings that clearly matches the copy in-hand, but the book lacks a barcode, refer to the instructions on barcoding for Rare Annex transfers below.
• If there is no Instance record, or if the information is confusing or conflicting, give the book to the DBQ supervisor for cataloging and/or barcoding.

2.  Update the MARC record:

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• If provenance includes the phrase "From the Income of a bequest made by__", then no provenance note is added to the bib record.
• Add an Administrative Note to the Instance record, showing a post-cataloging maintenance transaction.  (The NOTE: the LTS macro for this is ,,mc. Consult with the DBQ supervisor if you do not have this macro).

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• If volumes are charged, follow the instructions for charged checked-out volumes below
• If you do not have all available itemsvolumes,   check the stacks for missing volumesothers.
• If you cannot locate items in the stacks (and they are NOT chargednot checked-out), follow the procedures for missing volumes below (whether or not they have the Item Status "missing"). 
• Add a Holdings administrative note with the transaction code for transfers, including the number of pieces being transferred (pcs:), and the originating location code (orig:) that it's being transferred from.

Example: date:20231225 ttype:t userid:pca1 ploc:lts pcs:3 orig:olin

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

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