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

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, which grants patrons access only in the reading room.

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Unit: Database Quality

Date last updated: February 18, 2026 April 2026

Date of next review: February April 2027

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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
    Checked-out or Missing Volumes
    Bound With 
    Sending A Book To Conservation
    Book Returned from Conservation
    Provenances from Cornell's founding collections

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1.  For volumes which are missing or charged, do NOT change the Permanent location or Loan type fields, as you would for the volumes in-hand.  Instead, follow these steps:

• 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.

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• If any missing volumes don't come back, eventually they will be given the status "Long missing", and be withdrawn from the collection. 

1. If the piece in-hand is a bound-with item:

• Open the records for all included titles by performing a call

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• number search, or by searching the Item barcode in

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• an Item search (to find the first title) AND in a "Holdings Notes" search

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• (to get the subsequent titles).
• Follow the

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• above instructions for updating the instance and holdings records of ALL titles included in the bound-with.
• Update the Permanent Location and Loan Type fields in the single item record that represents all of the bound parts.

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Books Items with bookplates , of the following people should be retained whenever possible, and their records should be modified to indicate former ownership when encountered.

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