Page History

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1. 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
2. Update the bibliographic record
   • To record provenance, add a 700 1_ (or 710 2_) field with the following:
     
     1. Name heading copied from 100/110 field of authority record (if there is no authority record for the person, then follow the instructions for a gift)
     2. $4fmo to indicate bookplate or stamp
     3. $4sgn to indicate signature
     4. $4ins to indicate inscription
        
        Example: 700 1__$a White, Andrew Dickson,$d1832-1918.$4fmo
   • If provenance includes the phrase "From the Income of a bequest made by__", no provenance note is added to the bib record.
   • To record a gift, add a 541 field with the following: Rare Annex copy #: (use original location copy#) Gift of __.
     
     Example: 541__Rare Annex copy 1: Gift of Henry W. Sage.
   • In all cases, add the following:
     
     1. $dNIC at end of the 040 field if you have added 541 and/or 700/710 fields (if it does not already appear)
     2. Three 948 fields for added location, withdrawal, and maintenance updates (use macros)
3. Update the holdings record
   • In all cases, update the 852 field as follows:
     
     1. Change olin, uris or rmc,ice to rmc,anx
     2. Change ech,sasa or was to ech,ranx, sasa,ranx or was,ranx
     3. Add $z after call # with description of binding type
     4. 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:
     
     1. Add another $z before binding type noting provenance
     2. Include evidence of ownership in parentheses
        
        Example: $zProvenance: Andrew Dickson White (bookplate).
     3. If the work was inscribed by the author, note this specifically by including inscribed by the author within the parentheses
     4. 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.
4. Update the item record
   • In all cases, change these fields to the following:
     
     1. Perm Loc.: RMC Annex, Echols Rare Annex, South Asia Rare Annex or Wason Rare Annex
     2. 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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