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PROCESSING RARE BOOKS
WITH REFERENCE TO CATALOGING

  1. PRE-CATALOGING

    1. When a book is prepared for cataloging, two copies of the pre-cataloging sheet for the book are prepared.

      PRE-CATALOGING SHEET

      Date picked-up:___________________

      Date returned: ___________________

      Title Keyword:

      Date of publication:

      Unless otherwise noted, always add:

      690 -4 Imprint |z Country |z City |y Date.
      700/710 All Printer(s), Publisher(s), Bookseller(s)

      Printed by: use |e printer.
      Printed for: use |e publisher.
      Sold by: use |e bookseller.

      Other additions:

      Unless otherwise noted, for all 655 -7, the term is followed by:

      |z Country |z City |y Date. |2 source.

      Some terms, such as Printer's devices, Bookplates, Typefaces, Signed bindings will be followed by:

      |x Name, then if indicated the |z |z |y |2. source

      The name will always be provided, as will the |2 source abbreviation. Copy specific and local notes will use 500 |5 FUG.

      If a |e relator term is used, it is always spelled out: bookplate designer, not bpd.

      ADDITIONS:

    2. The curator shall determine any additional information that needs to be added to the cataloging record, such as illustrators, binders, publishers, former owners, etc. and terms from the ACRL thesauri for rare books and the GMGPC. These will be added to the record or description in the book. The additions may be given in full or abbreviated form, depending upon the cataloger's familiarity with the structure of the addition. The names may not be typed out on the sheet; they may be in the form of LTLC print-outs with the relator term added.

      500: : |a "A few copies only are printed of this large paper edition of Life and Phantasy"--Verso half-title.
      500: : |a Engravings by the Dalziel Brothers.
      500: : |a From the Irish collection of E. Byrne Hackett.|5FUG
      655: 7: |a Wood engravings |z England |z London |y 1889. |2 gmgpc.
      655: 7: |a Large paper printings (Publishing) |z England |z London |y 1889. |2 rbpub
      690: 4: |a Imprint |z England |z London |y 1889.
      700:1 : |a Millais, John Everett, |c Sir, |d 1829-1896, |e illustrator.
      700:1 : |a Hughes, Arthur, |d 1832-1915, |e illustrator.
      710:2 : |a Reeves and Turner, |e publishers.
      710:2 : |a Dalziel Brothers, |e engravers.
      700:1 : |a Hackett, Edmund Byrne, |d b. 1879, |e former owner.

    3. Before the book is placed on the To-be-cataloged shelf in the processing room, it shall:

      1. Have a bookplate attached to the front pastedown endpaper with two small (pinhead) drops of PVA glue at the top two corners. It is to be placed so that it does not obscure any bookplates or markings. If this is not possible, it should be placed so that the already present markings or bookplates can be seen if the U of F bookplate is turned up. If it is truly impossible to attach the bookplate to the front pastedown, it will be placed on the verso of the front free endpaper.

        bookplate robertson

      2. Have an acid free paper slip 2½" in width. The slips will be marked with the location: Rare Books, Howe, Reference, Ishill, etc. If the book is 31-40 cm., the slip will be marked "Oversize"; "Folio" if over 40 cm. They are placed between the paste-down and free front endpapers.

        slip
        book

      3. Be stamped "Univ. of Florida - FU" along the inner margin of the title-page verso with black ink. If the stamp would interfere in any manner with the aesthetics of the books - such a being near an illustration or holograph annotation that might later be scanned or photographed, the verso of the next leaf should be stamped. The purpose is to be noticeable, but unobtrusive.

        stamp

      4. Be placed in an acid-free envelope if a pamphlet, with "Rare Book Collection" stamped on the upper left corner; the call number will be written below.

      5. The sheets will be placed in the book, one of which may have other accompanying matter stapled to it, which may include the invoice or dealer's description of the book.

  2. CATALOGING

    1. When a book is taken from the To-be-cataloged shelf in the processing area, both sheets should be dated and initialed and one of the two sheets should be placed in the "At Cataloging" basket. No more than five titles at a time should be in the cataloging department without the curator's knowledge.

    2. The cataloger shall:

      1. Be responsible for maintaining the security of the books. Upon occasion, special security procedures will be followed for certain books.

      2. Prepare a cataloging record either from copy or original cataloging of the material. If the copy record is not according to AACR2 standards, the cataloger will bring it up to that standard.

      3. Be responsible for the authorities of corporate and personal names and subject headings.

      4. Incorporate the additional entry points into the record as supplied by the curator. All records will always have publishers and/or printers and the "Imprint" trace. If an authority record cannot be found for an entry, the curator should be consulted.

      5. Provide an LC call number. If the title is already in the collection, but not in LUIS, and has a Dewey call number, that shall be the number used unless an LC number is specifically requested. If the book is 31-40 cm., the call number should have at the end "Oversize"; "Folio" if over 40 cm.

      6. Write the call number with a no. 1 pencil on the slip, bookplate, and envelope if the material is inside one. If a donor's bookplate is attached, such as the Robertson, and there is no space on it for the call number, the call number should be written on the verso of the front free endpaper with a no. 1 pencil. If there are no preliminary leaves, the call number should be written on the verso of the title page in small lettering.

      7. Attach and record a barcode on the slip. It may be placed horizontally or vertically. Occasionally, such as for modern reference books, the barcode may be affixed to the rear board. If this is the case, it will say so on the pre-cataloging form.

        RARE BOOKS

        clear
        PR 1823
        .M35
        1713

        BARCODE

        clear

      8. Print-out the finished UF cataloging record, put it with the other paperwork in the book, and place it on the Cataloged shelf in the Special Collections processing area.

  3. POST-CATALOGING

    1. The copy of the record in the "At Cataloging" basket will be discarded and the sheet accompanying the book will be have the "Date returned" filled out and initialed. All of the paperwork will be placed in the Provenance folder for the book, which will be labelled with its call number and filed in the curator's office. Placement of the micro-stamp security marks will be recorded on the copy of the finished cataloging record.

    2. Security Markings

      Micro-stamp security markings will be done by Rare Books at the curatorial or permanent employee level. A copy of the procedures will be in the possession of the curator, the Chair of Special Collections and the Chair of Preservation.

    07/10/98; rev. 03/20/2000, 03/14/2001