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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B2 B2

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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