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- Display the record by scanning the barcode of the book (this insures matching item records in the case of multiple copies). Open the bibliographic and holdings records
- If there is no barcode, search the catalog by title to find the record
- If there is a record and the book is a duplicate copy, follow the guidelines for adding a barcode and added volumes/copies
- If there is a record but this book appears as "missing" in the holdings and/or the item record, follow the instructions for reinstatements and add a barcode following the guidelines
- If there is no catalog record, give the book to the DBQ supervisor for cataloging and barcoding
- Update the bibliographic record
- Update the holdings record
- In all cases, update the 852 field as follows:
- Change olin, uris or rmc,ice to rmc,anx
- Change ech,sasa or was to ech,ranx, sasa,ranx or was,ranx
- Add $z after call # with description of binding type
- Add $x transfer note with today's date
Example: 852__$b rmc,anx $hBL2775 $i C34 1874 $z Bound in 1/2 leather over marbled boards, spine gilt. $x transfer from olin, uris or rmc,ice 12/31/05
- If you have recorded provenance, also update the 852 field as follows:
- Add another $z before binding type noting provenance
- Include evidence of ownership in parentheses
Example: $zProvenance: Andrew Dickson White (bookplate).
- 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, state this in an additional $z note in the 852 field (after the binding type)
Example: $zGift letter tipped in front.
- Update the item record
- In all cases, change these fields to the following:
- Perm Loc.: RMC Annex, Echols Rare Annex, South Asia Rare Annex or Wason Rare Annex
- Item Type: nocirc
- If the item is in a preservation box or has loose items such as newspaper clippings inside the cover, count the pieces and enter number in Pieces field.
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SPECIAL CASES
A. Mulitivolumes
- Open the Voyager record and examine the hierarchy to make sure you have all available volumes of the work
- If volumes are charged, follow the procedures for charged volumes below
- If you do not have all available items, check the stacks for missing volumes
- If you cannot locate items in the stacks (and they are not charged), follow the procedures for missing volumes
- Follow the instructions for Voyager updates for the bibliographic record
If volumes are gifts of varying individuals, note this by listing the volumes donated by each individual Example: 541__Rare Annex copy 1: Gift of Andrew Dickson White (v.1-2); Gift of Henry Sage. (v.3-4).
- Follow the instructions for Voyager updates for the holdings record
If volumes are bound in different materials, note this by listing the materials separately Example: $z v.1-2,4 bound in library buckram; v.3,5-6 bound in 1/2 leather over marbled boards, spine gilt.
- Open and update the item records for each individual volume of the work
B. Bound With
- Open the records for all included titles by performing a call # search
- Follow the instructions for Voyager updates for each bibliographic record and holdings record
- Follow the Bound with procedure for Voyager updates for the holdings records
- Update the single item record
- Follow the instructions for Voyager updates for the bibliographic record
- Update the holdings record. Add $x v.# charged or $x v.# missing at the end of the 852 (after transfer note)
- If there is an item record, update the record for any volumes which you have
- For volumes which are missing or charged, do not change item record fields. Instead,
- Open the Item Status window and add Cataloging Review
- Open the Pen Notes window and add note Return to DBQ for R2, date, initials
- Add the note v.# missing for R2 before above statement if volume is missing
- When the book is returned, remove the notes in the item status and note windows.
- Follow the instructions for Voyager updates for the bibliographic record
- Update the holdings record. Add $x sent to Conservation [date] at the end of the 852 (after transfer note), noting the volume number if necessary
- Update the item record. In addition
- Open the Item Status window and add Damaged
- Open the Note window and add Return to DBQ staff for R2 - [date] [ initials]
- Remove |x note sent to Conservation [date] from the 852 field in the mfhd
- Remove the notes in the Item Status and Note windows
- If an mm case is present
- Add this to the pieces count in the item record
- Write the barcode number on the spine of the box (no call # is necessary)
- Remove |x note sent to Conservation [date] from the 852 field in the mfhd
- Remove the notes in the Item Status and Note windows
- If an mm case is present
- Add this to the pieces count in the item record
- Write the barcode number on the spine of the box (no call # is necessary)
If "Slavery" or "Nathan" appears as part of the call number written inside the book, the location should be changed to Rare (in pencil) in the book.
- Anthon, Charles, 1797-1867.
- Berkowitz, H. Chonon, (Hyman Chonon), 1895-1945.
- Bird, Samuel B.
- Bopp, Franz, 1791-1867.
- Faust, Albert Bernhardt, 1870-1951.
- Fiske, Willard, 1831-1904.
- Hart, J. M. (James Morgan), 1839-1916.
- Loewy, Benno, 1854-1919.
- Scaife, James Verner.
- Perry, William Stevens, 1832-1898.
- Smith, Goldwin, 1823-1910.
- Smith, Herbert H. (Herbert Huntington), 1851-1919.
- Smith, Preserved, 1880-1941.
- Sparks, Jared, 1789-1866.
- Stanton, Theodore, 1851-1925.
- Straight, Willard Dickerman, 1880-1918.
- White, Andrew Dickson, 1832-1918.
- Wynne, Lewis Bingley.
- Zarncke, Friedrich, 1825-1891.
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