Page History

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Date of next review: January 2021

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Overview
      Material Eligible for Rare Annex
      Processing
Procedure  
     Physical Examination of the Book
     Editing the Voyager Record
Special Cases
    Mulitivolumes
    Bound With
    Charged or Missing Volumes
    Sending A Book To Conservation
    Book Returned from Conservation
    Slavery or Nathan Location
    Provenances (Former Owners)

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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 FOLIO

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Records

1. Display the Instance record by scanning or entering the barcode of the book from the Item search (this ensures matching item records in the case of multiple copies).

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• 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 copies/locations
• If there is a record, but this book appears as book  has a "missing" status in the holdings and/or the item record, follow the instructions for reinstatements and add a barcode, if necessary.
• If there is no Instance record, give the book to the DBQ supervisor for cataloging and barcoding.

2. Update the Instance Holdings 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)

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1. Open the records for all included titles by performing a call # search
2. Follow the instructions for Voyager updates for each bibliographic record and holdings record
3. Follow the Bound with Procedure (#132) for Voyager updates for the holdings records
4. Update the single item record

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C. Charged or Missing Volumes

1. Follow the instructions for Voyager updates for the bibliographic record
2. Update the holdings record. Add $x v.# charged or $x v.# missing at the end of the 852 (after transfer note)
3. If there is an item record, update the record for any volumes which you have
4. 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
5. When the book is returned, remove the notes in the item status and note windows.

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D. Sending A Book To Conservation

1. Follow the instructions for Voyager updates for the bibliographic record
2. 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
3. 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]

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E. Book Returned from Conservation  

1. Remove |x note sent to Conservation [date] from the 852 field in the mfhd
2. Remove the notes in the Item Status and Note windows
3. 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)
4. Remove |x note sent to Conservation [date] from the 852 field in the mfhd
5. Remove the notes in the Item Status and Note windows
6. 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)

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F. Slavery or Nathan Location

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.

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G. Provenances (Former Owners)

1. Anthon, Charles, 1797-1867.
2. Berkowitz, H. Chonon, (Hyman Chonon), 1895-1945.
   
3. Bird, Samuel B.
   
4. Bopp, Franz, 1791-1867.
5. Faust, Albert Bernhardt, 1870-1951.
   
6. Fiske, Willard, 1831-1904.
7. Hart, J. M. (James Morgan), 1839-1916.
8. Loewy, Benno, 1854-1919.
9. Scaife, James Verner.
10. Perry, William Stevens, 1832-1898.
11. Smith, Goldwin, 1823-1910.
12. Smith, Herbert H. (Herbert Huntington), 1851-1919.
13. Smith, Preserved, 1880-1941.
14. Sparks, Jared, 1789-1866.
15. Stanton, Theodore, 1851-1925.
16. Straight, Willard Dickerman, 1880-1918.
17. White, Andrew Dickson, 1832-1918.
18. Wynne, Lewis Bingley.
19. Zarncke, Friedrich, 1825-1891.
    
    

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