Page History

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Overview
    Material Eligible for Rare Annex
    Processing Locations
Procedure  
    Physical Examination of the Book
    Editing the FOLIO Records
Special Cases
    Multivolumes
    Charged Checked-out or Missing Volumes
    Bound With 
    Sending A Book To Conservation
    Book Returned from Conservation
    Slavery or Nathan Location
    Provenances (Former Owners)     Provenances from Cornell's founding collections

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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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A. Material Eligible for Rare Annex

At Cornell, all items printed before 1876 must be provided with secure, climate-controlled storage and monitored reading room access. In addition, materials printed through 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 1875 and earlier are re-processed automatically for Rare Annex (with needed record updates as described below). Items from 1876-1930 are reviewed by RMC staff for Rare Annex; any items not NOT selected for Rare Annex will be processed for the Circulating Annex location corresponding to its original location, unless the selector for that collection feels it's necessary to keep it in a central campus location. 

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B. Processing Locations

Currently, transfer of material identified as rare from central campus to the Library Annex has been approved for the following libraries:

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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 by looking at the front and back pages and inside covers of the book for these indicators:
   • Bookplate(s)
   • Stamp(s)
   • Signature(s)
   • Inscription(s)
3. Determine whether the book was donated to CUL by a specific person or group (as distinguished from provenance, which focuses on previous ownership/custody) 
4. If the book item lacks a barcode, refer to the instructions on barcoding for Rare Annex transfers below.
5. If the book item is part of a a multivolume set, refer to the "Multivolume" instructions in the Special Cases section below
6. Check the book for continuous pagination. If it is not continuous, and the book the item is a bound-with, refer to the "Bound-with" instructions in the Special Cases section below
7. If the book item requires repair, refer to the instructions for "Sending a book to Conservation" in the Special Cases section below

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B. Editing the FOLIO Records

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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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. 

Example:

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SPECIAL CASES

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2.  In the Holdings record, check the Holdings Statement to make sure you have all available volumes of the work:

• If volumes are charged checked-out, follow the instructions for checked-out volumes below
• If you do not have all available volumes, check the stacks for others.
• If you cannot locate items in the stacks (and they are not 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.

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• 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.

Examples: 

•  When When the book is returned or found, remove the check-in notes in the item record.
• If the missing volume(s) any missing volumes don't come back, eventually they will be given the status "Long missing", and be withdrawn from the collection. 

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1. Follow the instructions for FOLIO updates for the Instance recordHoldings records as described above.
2. In the holdings record. Add a Holdings Note (note type: note), saying sent to Conservation [date] as part of the transfer note, noting the volume number if necessary
3. In the Item record, add an Check-in Note saying "Catalog Review - Return to DBQ staff for R2 - [date] [ initials]"
4. Take the item to the Physical Processing unit's routing shelf for Conservation, or send it directly to them on the LTS "OUT" shelf. In either case, make sure the item is flyered for RMC,ANX, and include any appropriate notes