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Scope:  This procedure describes the LTS procedure for processing Rare transfers to the Annex.  Dubbed "medium rare" transfers, these are low-use, but historically significant resources that are sent to be housed at the Annex.  

Contact:   Pedro Arroyo

Unit: Database Quality

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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, Digital Library and Information Services (DLIT), and, if necessary, the Voyager FOLIO Upgrade Team to set up circulation, programmatic and workflow aspects of executing the transfers.

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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 and/or donor by looking inside the front and back of the book for these indicators:
   • Bookplate(s)
   • Stamp(s)
   • Signature(s)
   • Inscription(s)
3. If the book is part of a multivolume set, refer to the "Multivolume" instructions in the Special Cases section below
4. Check the book for continuous pagination. If it is not continuous and the book is a bound with, refer to the "Bound with" instructions in the Special Cases section below
5. If the book requires repair, refer to the "Sending a book to Conservation" instructions in the Special Cases section below

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B. Editing the

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FOLIO Record

1. Display the record by scanning the barcode of the book from the Item search (this insures ensures matching item records in the case of multiple copies). Open the bibliographic and holdings records

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Note: If there is no barcode, search the catalog by keyword or title to find the record

• Check the resulting Instance and Holdings information.  If there is a record and the book is a duplicate copy, follow the guidelines for adding a barcode  and added

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• copies/

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• locations
• 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

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• , if necessary.
• If there is no

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• Instance record, give the book to the DBQ supervisor for cataloging and barcoding.

2. Update the

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Instance 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)

1. 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.
2. 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.
     
3. If no item record has yet been created, create one and affix the barcode to the first leaf of the book
4. Send the item to Annex Library
• Insert orange Annex flyer in item   
•  Place item on Annex book truck in Physical Processing area.   

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