02/2006 (by Yan Liao) 

CATALOGING RARE BOOKS

When it is decided that a newly acquired book (most likely a gift) will go to the Rare Books collection, catalog online the same way as we do with other books.  Update our holdings in OCLC.  If no OCLC record is found for the copy, give to the Serials Cataloger (Yan Liao) for original cataloging.

In Voyager:

Add a 910 field in the bibliographic record for the month/year of cataloging

Example:        910 _ _ ‡a nov05   

Create a new holdings record (MFHD).  For location in the 852 field, use rare (or rare,ov for oversize items).

            Example:        852 0 0 ‡b rare ‡h Q162 ‡i .B47 1890

Create a new item record.  Make sure the Perm. Loc. is Rare Books (or Rare Oversize) and the Item Type is SpecColl non-circulating.

Physical Marking:

We do not make any physical marking on a rare book.  Instead, write the location and call number on a blank index card and put the barcode on the card.

Insert the card into the book and send it to Rare Books (usually put it on the Documents Mail cart by the mail box).

If an existing item from other locations in the library is to be moved to the Rare Books collection, change the location in the 852 field in the MFHD to rare (or rare,ov for oversize) and make sure the Perm. Loc in the item record is Rare Books (or Rare Oversize) and the Item Type is SpecColl non-circulating.

Insert an index card with location and call number in the book.  No barcode is needed on the card.  NO other physical changes need to be made.  If the item is falling apart, rubber band it.  Then send it to Rare Books.