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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
- To record provenance, add a 700 1_ (or 710 2_) field with the following:
- 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)
- $4fmo to indicate bookplate or stamp
- $4sgn to indicate signature
- $4ins to indicate inscription Example: 700 1__$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:
- $dNIC at end of the 040 field if you have added 541 and/or 700/710 fields (if it does not already appear)
- Three 948 fields for added location, withdrawal, and maintenance updates (use macros)
- To record provenance, add a 700 1_ (or 710 2_) field with the following:
- 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.
- In all cases, update the 852 field as follows:
- 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.
- In all cases, change these fields to the following:
- Send the item to Annex Library
- Insert orange Annex flyer in item all cases, change these fields to the following:item
- Place item on Annex book truck in Physical Processing area.
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