Special Collections Monographs Processing Workflow
Created date: 11/3/09
Last Updated Date:
Special Collections Ordering
- Place in-process flag in book and fill in collection name
- Give book and invoice to Special Collections Acquisitions person
Acquisitions person in Special Collections
- Create brief bib or download record
- Create in-process item record with accession number (loc=spip, itype=40, status=o, call no.= 099 with accession number)
- Write bibliographic record number and accession number on the in-process flag
- Send invoice with bibliographic record number, location, and fund code to Library Acquisitions Dept. for order record creation
Pre-cataloging in Special Collections
- Pull items from designated list, leaving paging flag in stacks
- Check for preservation needs and put materials in envelopes or fore-flaps as needed
- Send materials to Cataloging Dept.
- Catalog according to designated guidelines/standards
- Recycle record printout if in book
- Item record:
a. Change location code
b. Make sure itype=40 and sta=o
c. Delete 099 field
- If any repair needs are identified, insert a flag noting problem
- Keep in-process flag in book
- If a book dealer's description is present, photocopy it onto acid-free paper and clip the price (or photocopy it in such a way that the price is covered up. Cut it to size, fold it so that no text is facing out, and place it in the back of the book. Leave the original in the front of the book with the in-process flag.
- For books:
- Write the location and call number on an acid-free white flag and insert in book. Keep the script small enough so that the whole call number fits within the top 2 1/2 inches on the flag (approximately). The whole number must appear above the top of the book when it is on the shelf. Use soft pencil.
- Also write the location name and call number on the free-end paper, verso, at the back of the book or on the back end-paper. Write it in the upper corner closest to the spine in reasonably small and unobtrusive handwriting.
- For envelopes:
- Write collection location and call number on upper left-hand corner of the envelope, close to the left edge Keep the number within 2 1/2 inches from the top of the envelope (approximately) so that it can be viewed easily when on the shelves.
- Write the first six words of the title next to the call number, close to the top of the envelope.
- Also write the location and call number in the back of the pamphlet, following the instructions for books in section 7 above.
- For media:
- Transfer to new case if appropriate.
- Do not mark disc or case in any way
- Write the location and call number on an acid-free white flag and insert in case. Keep the script small enough so that the whole call number fits within the top 2 1/2 inches on the flag (approximately). The whole number must appear above the top of the case when it is on the shelf. Use soft pencil.
Special Collections (after returned from Cataloging)
- Search the cataloged book by title.
- If the record isn't found by doing a title search check the "other (explain)" part of post catalog quality flag and give everything to Special Collections Cataloging Coordinator.
- If the title search is successful then verify that the call number information for the book flag and ANTPAC match exactly. If item is housed in an envelope, also verify the author's name and the first six words of the title.
- If the call number doesn't match, or if there is no call number in ANTPAC check "Call Numbers" on the post catalog quality flag and give book, flag to the Special Collections Cataloging Coordinator.A
- If the location information is not exactly the same or if there is no location on book flag or ANTPAC, check "Location" on the post catalog quality flag and give everything to Special Collections Cataloging Coordinator.
- If there is a bib record, but not an item record check "No Item" on the post catalog quality flag, write the bib # in the blank provided and give everything to Special Collections Cataloging Coordinator.
- If there are multiple bib records for the same piece, check "Duplicate Bib," write down the bib numbers, and give flag to Special Collections Cataloging Coordinator.
- Books to be sent to out for binding/repair: fill out paging flag for books. Write "at bindery" or "repair" on the flag. Make a note in the item record [internal].
- Shelve books (or paging flags for items having repairs)
- Use the green flags to retrieve paging flags from temporary locations. The green flags and paging flags can then be recycled.
This page contains the tags: physical processing, special collections, monographs, monograph and electronic resources cataloging, workflows