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Aleph@UF: Florida History Cataloging and Processing Guideline

Cataloging procedures and policies

Florida History Cataloging and Processing Guideline

Updated February 2016

 

1. Florida History staff should send/deliver:

monographs to:

Hikaru Nakano

Contributed Cataloging Unit

Box 117004

Smathers Library, Rm 408

 

serials to:

Hank Young
Continuing Resources Cataloging Unit
Box 117004
Smathers Library, Rm 401 (interim)

Attach a note stating that the items are to be cataloged for Florida History and sign your name. Identify items to be treated as rare books by inserting a slip with Rare Book clearly printed on the slip.

2. Monographs are searched in Aleph and OCLC and distributed for cataloging and processing according to current procedures. 

3. Serials are cataloged and processed according to current serials cataloging procedures.

4. Items identified as rare books are processed appropriately as such.  Do not write or tape onto the binding.  Write “FLAH” and the call number in pencil on the inside back cover of each book, upper right corner and put the barcode below the call number.  Stamp "Florida History" under "Rare Book" on one of the rare books slips.  Write the call number below that and insert the slip into the book.  Do not put a spine label on the item. 

5. Do not tattletape.

6. For special handling refer to the Cataloging Guidelines for the Florida History Liaison (in Cataloging Jorge A. Gonzalez ph. 2-0379, in Florida History Jim Cusick or Bridget Bihm-Manuel).

 

Instructions for Processing Materials to be Housed in The P.K. Yonge Library of Florida History

October 2016


Materials to be cataloged for the P.K. Yonge Library will arrive in cataloging with slips marking them for “Florida history” with instructions.


In general, please observe the following practices:

Book Jackets: These always remain on the book. Do not remove them or fold and stuff them inside the
book.


Call Numbers: Should be written in pencil on the inside back cover of the book. Call number labels for
the books should be placed on the lower spine of the book; if the book has a jacket, attach the label to
the jacket there; otherwise directly on the spine (as shown). If the spine is too narrow, place the label
on the lower left hand corner of the front cover.


Bar Code Label: Place it on the back cover, or back exterior jacket, near the top of the book, without
obscuring text; if not possible, place on the inside back cover or inside back jacket of the book.


Donor Information: Most P.K. Yonge books are purchased on one of two funds, the Dr. William and Joan
Mendenhall Book Fund in Florida History or the Todd C. Prosser Memorial and Ted C. Prosser, III Book
Endowment in Florida History. Books sent to cataloging will have paper tags identifying the fund that
was used to purchase them. These funds must always be acknowledged with a donor virtual book plate
attached to the catalog entry for that book by a hyperlink. Items donated from other sources will carry
instructions about identifying the donor. They should also be get virtual bookplates and hyperlinks that
acknowledge the donors.


Special Instructions
Existing Call Numbers: If an item is part of a series, with an existing P.K. Yonge call number, please
continue to use the same call number for any additional or added items; typical examples are—
additions to state documents (F354), additions to various serials (FA), additions to monographic series
(e.g., a new volume to Papers of Andrew Jackson, Papers of John C. Calhoun), or existing runs of journals
that already have a call number; otherwise, items, whether monographs or series, get Library of
Congress call numbers


Items Needing Binding: Should get a floating bar code label and call number label that can be
transferred to the cover or container the item will eventually have when shelved.


Rare Books: Follow instructions with the item. Nothing should be stuck or glued directly onto a book
that is designated “rare.


Oversize and Folio: The designation Oversize or Folio should appear in the Item Record as part of the
call number to assist in locating and pulling the book from the stacks.

Florida History Collection - Prosser Bookplate Information

FU$$bUFSPE$$cFLAH

In bib record:

797 23 $$a    The Todd C. Prosser Memorial and Ted C. Prosser, III Book Endowment in Florida History. $$5 FU

In holdings record:

856 42 $$y    The Todd C. Prosser Memorial and Ted C. Prosser, III Book Endowment in Florida History. $$x gift $$u http://www.uflib.ufl.edu/tools/endowments/prosser.jpg

 

Florida History Collection - Mendenhall Bookplate Information

FU$$bUFSPE$$cFLAH

In holdings record:

856 42 $y  The Dr. William and Joan Mendenhall Book Fund in Florida History. $$x gift $$u http://www.uflib.ufl.edu/tools/endowments/mendenhall.jpg

In bib record:

797 23 $a     The Dr. William and Joan Mendenhall Book Fund in Florida History.$$5 FU

In item record:

Status:  pp  (sent to physical processing)

Other processing:

Put “FLAH” and the call number in pencil on the inside back cover of each book, upper right corner.   Bar code stickers go there, under the call number, or on the back of the book on the jacket.

Items to be cataloged usually arrive from Florida History (brought over by Curator or Coordinator).

They contain slips with special instructions, including:

Leave jackets in the book

Florida History -- Cataloger leaves book jacket on the book. Call number label is affixed on the book jacket in Processing. The book jacket travels with the item to the Florida History collection.

 

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