Scope: This document outlines the processes that the LTS staff follow when handling materials that have been designated as rare, or are treated as special items for Kroch Asia collections and unit libraries. Rare materials designated for the CUL Rare and Manuscript Division are ordered, received and cataloged in that division. Their policy on transfer of materials to the general collection is available at http://www.library.cornell.edu/colldev/RMCTransGuidelines.html. See also LTS Rare & Manuscript Collections Procedures.
Contact: Lisa Maybury, Pam Stansbury
Unit: Library Technical Services
Date updated: 06 10/1612/23
Date of next review: October 2023 2024
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Asia Collections
New Monograph Acquisitions
New Serials Acquisitions
Transfers from CUL Collections or Libraries
Further Processing
ILR Library
Closed Storage
Rare
Rare Pamphlets
Mann Library Special Collections (includes items for Ornithology Library)
Veterinary Library
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A
"ech,rare/ech,ranx", "sasa,rare/sasa,ranx", "was,rare/was,ranx"
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- Closed Storage: Includes the following materials: Imprints prior to 1994, Dissertations, and Items over 35 cm. in height
- Items should have a blue "Closed Storage" flyer
- Barcoding: Barcode as other ILR stacks items are barcoded
- Item status: Circulation review (selected from graph icon in Voyager item record screen) Circulating
- Holdings location, "Permanent": ilr
- Call number type: Library of Congress classification
- Add a holdings note; Note type: "Note" "Located in Closed Storage. Ask at Circulation Desk"
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- Rare: Includes materials that are either transferred from the open stacks or were purchased, donated or traded. If the item was published before 1945 and was not designated for Rare, or is in delicate condition, double-check with ILR selector.
- Items should be flagged with the white "Kheel Rare" processing slip. These slips are on archival bond paper and will stay with the item in the Rare stacks
- Accession number: To be assigned by ILR Kheel Center staff
- Barcoding: Place barcode on processing slip vertically so that the "Cornell University Library" print is on the left left-hand side in the middle of the slip
Item status: Non-circulating - Holdings location, "Permanent":|b ilr,rare
- Call number type: LC type Library of Congress classification (Do not write call number inside item; pencil on location flyer)
- Catalogers should hand-deliver rare items to Olin Physical Processing supervisor
- Physical Processing:
- Items should not be plated or tattle-taped
- Call number labels will be affixed to Rare processing slip
- Rare Pamphlets: Includes materials that are pamphlets and purchased for the collections. If the item is a pamphlet and was published before 1945 and was not designated for Rare, or is in delicate condition, double-check with ILR selector. Pamphlets which are not purchased and are part of archival accessions are typically handled by archival manuscript and processing staff and the Kheel Center manuscript cataloger. They will receive brief FOLIO records but will not be marked or barcoded since they do not circulate and are filed in boxes rather than shelved.
- Items should be flagged with the white "Kheel Rare" processing slip. These slips are on archival bond paper and will stay with the item in the Rare stacks
- Barcoding: Place barcode on processing slip vertically so that the "Cornell University Library" print is on the left left-hand side in the middle of the slip
- Item status: Non-circulating
- Holdings location, "Permanent": ilr,lmdc; add Pamphlets in the "Call number prefix"
- Call number type: Collection level number (assigned by ILR Kheel Center staff)
- Do not write call number inside item; pencil on location flyer
- Catalogers should hand-deliver rare items to Olin Physical Processing supervisor
- Physical Processing:
- Items should not be plated or tattle-taped
- Call number labels will be affixed to Rare processing slip
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Items for Special Collections are kept under "protective custody" and do not circulate.
Holdings location, "Permanent":Mann Special Collections (mnsc)
- Add Call number prefix "Fuertes collection"
- Add Call number prefix "Sargent collection"
- Add Call number suffix "Phillips Beekeeping Collection"
- Acquisitions staff will deliver books to cataloger for cataloging.
- Cataloger will create item record for book but not affix barcode in the book. Place barcode on acid free 1" x 5" card board slip and insert slip in book.
Item status: Non-circulating - Pencil call number very lightly on verso of title page and also on acid free 1" x 5" slip and insert in book
- Catalogers should hand-deliver rare items to appropriate Physical Processing staff
- Physical Processing:Do not tattle-tape
- Staff at Mann Library will be responsible for bookplates
- Do not affix spine label to book
- If shipping between libraries is required, item should be sent in original container or packing material
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- Retain container or packing material so that item may be returned to VET in same container or packing materials.
- Holdings location, "Permanent": vet,rare
- Create item record for book but do not affix barcode in the book. Place barcode on acid free 1" x 5" slip and insert slip in book.
- Item status: Non-circulating
- Pencil call number very lightly on verso of title page and also on acid free 1" x 5" slip and insert in book
- Catalogers should hand-deliver rare items to Olin Physical Processing supervisor
- Physical Processing:Do not tattle-tape
- Staff at Veterinary Library will be responsible for bookplates
- Do not affix spine label to book
- Return item in original container or packing material
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