Rare Book Cataloging Procedure
In the spring of 2008, most rare book cataloging was suspended due to the lack of a Rare Books Curator and a Rare Books Cataloger. A few Abraham Collection rare materials as well as some LAC materials are excluded from this suspension. There are also, at times, a text or two for which cataloging is requested.
The Abraham materials have received pre-processing; the others often have not. All of the materials to be cataloged are brought to the unit head, and returned to her area for pickup by the Africana and LAC curators.
Due to their specialized nature, materials destined for the Rare Book Collection receive specialized cataloging and processing. The following procedures indicate how the Humanities and Special Collections Cataloging Unit performs full-level cataloging for rare items.
The application of this procedure involves interdepartmental cooperation and division of duties between staff in the Humanities and Special Collections Cataloging Unit (H&SC) and in the Department of Rare Books and Manuscripts (DRB). The Unit staff will perform all appropriate cataloging functions for materials in the Rare Books arrearage (which is housed in a secure area of Rare Books). DRB staff will see to the physical handling, movement and physical processing (insertion of bookplates and call number book strips, indication of Oversize and other special locations, etc.) from movement out of arrearage to final shelf location.
I. Pre-processing (book plating, call number strip insertion, etc.) by DRB staff). See "Processing Rare Books with Reference to Cataloging" http://web.uflib.ufl.edu/spec/inhouse/process.htm
II. Cataloging (by H&SC staff)
Item is received from DRB for cataloging, with pre-processing slip enclosed. If there is no pre-processing slip, return item to DRB staff, who will create it and return the item to the Ready-for-Cataloging shelf in Rare Books.
When creating an original record or modifying copy, always be attentive to the physical nature of the item (such as, it contains handwritten notes by the author or former owners, has special binding, or other unique characteristics). If it has any of these or similar features, make notes of these. If you are unsure how to do this, consult with the unit head.
A. No provisional record exists in ALEPH for the item, so you must create one.
1. Include title page data for author and title
2. Use catalog form of author's name, if readily obtainable
3. Add your initials in a 599 field
4. Proceed to B.
B. Only provisional record in ALEPH. Search item in OCLC.
1. Record in OCLC
a) Download OCLC record into ALEPH
b) Proceed to C.
2. No record in OCLC. Proceed to D.
C. Copy exists in ALEPH for item.
1. Call up record by ALEPH number or other appropriate search key.
2. Verify that record in ALEPH matches the content of the item in hand.
4. Update bibliographic and holdings records as in normal cataloging.
5. Add the following special fields
5xx/7xx Add |5 FUG to fields that provide information unique to our copy, such as provenance, binding or donor.
599 Your initials
655 7 Genre heading terms (supplied by DRB staff)
690 4 Imprint |z [country] |z [city] |y [date] (to provide access by place of publication)
710 Establish if needed, and add to provide access to publisher and/or printer
6. Create item record, with the following values:
Material type: BOOK
Item status: 90 (Non-circulating)
Item process status: [blank] (Not in process)
7. Trigger the statistics macro.
D. No record exists in OCLC for item
1. Create in Connexion an original record for the item and export it to ALEPH
2. Add the fields outlined in C5 above, as needed.
3. Create item record as outlined in C6 above.
III. Physical Processing
A. Write call number on call number bookstrip
B. Write call number on bookplate
C. Add barcode to call number bookstrip.
D. Make item record, if not already made, as in C6 above.
E. If item is Oversize (31-40 cm.) or Oversize Folio (>40 cm.)
1. Use call number strip that is so marked
2. Add Oversize (or Oversize Folio) to end of call number in ALEPH holdings record.
IV. Transferring Books from Other Collections to Rare Books
Follow the instructions on the Special Collections website
V. Returning Cataloged Items to Rare Books Area
Upon completion of required cataloging steps in the H&SC unit, gather all cataloged items to be returned to Rare Books, take them there, and place them on the Returned from Cataloging shelf.
When you do so, make sure that each item contains any materials, such as sheets from bibiliographies, autobiographical data sheets, etc., that came with the item when you obtained it for cataloging.
VI. Web Resources for Rare Book Cataloging.
VII. Templates for Slips Used in Rare Book Cataloging (PDF documents):
- Pre-Cataloging Sheet
- Rare Book Cataloging Sheet
- Anti-Semitic Literature - add 655 field
- Rare Book - Reference
- Rare Book - Short
- Rare Book - Long
- Rare Book - Oversize
- Rare Book - Folio
Indexed: Rare Books Cataloging
Processing Rare Books
Transferring Books to Rare Books
Prepared by: Nancy Poehlmann
Created: September 26, 2008