Skip to main content

Aleph@UF: Storage Notes

Cataloging procedures and policies

Storage Notes

Updated March 2013

Library storage materials are located at the Auxiliary Library Facility (ALF) and Interim Library Facilities 1 and 2 (ILF 1 and 2) off Waldo Road. A new high density facility housing the Florida Academic Repository (FLARE) adjacent to ALF is scheduled to open around 2016. Since materials now in ALF and ILF are planned to move to FLARE which will not allow duplicates, please do not send more than one copy of any item there, and please do not add additional copies to titles for which another copy is already in storage. Duplicate copies should be placed on the shelf/truck for withdrawal without further processing and the Aleph number included on a note with the piece.


Catalogers should ONLY use UFSTO, GEN for items being sent to storage, regardless of classification used.  


NOTE: No new items go into UFSTO AUX or UFSTO GEND. The AUX materials are the old HSSL sent to MSL (sci, hssl) . The GEND is the Dewey collection remaining at ALF after Library West LC items returned to campus.

The code for Documents in SuDoc Classification in ALF is: UFSTO DOCS


Below are some examples of other codes you will see for items already in Storage:


There is a new collection code “TRAY” that is used for materials processed for transfer to FLARE when they are placed in special trays that will house them in the new facility. The TRAY Aleph location is for Tray Team staff use only and should NEVER be used by any other staff.


Catalog problems identified by Tray Teams are sorted into “no-barcode” and “no-oclc” shelving areas. However, Cataloging staff resolving the problems must make sure the item/barcode information as well as the bibliographic information (including an oclc number) are in order for all books before placing on shelves as ready for Traying. Work required from either problem shelf may include any or all of the following: (1) Barcoding and item record creation or correction; (2) Creation or correction of HOL records (for multivolume sets only volumes in hand should continue to be included; (3) Searching and loading to Aleph an existing oclc record; (4) Creating a new oclc record if there is none (STA PROVISIONAL fields should be removed after oclc record is brought in). No-barcode” books needing oclc records may be completed or placed on no-oclc shelves with appropriate colored strip, (especially if the title is difficult or requires original cataloging).


If the barcode is inside the cover, place a sticky note on the outside to tell Tray Team to look there for the barcode. In searching by call number for the Aleph record, please note that for books formerly in the Hume Agricultural Library NAL numbers were used rather than Dewey. These may look alike, but the NAL number should be searched as “call number, other” and the HOL record 852 first indicator will be “8” (instead of the “1” used for Dewey) These are in 070 fields in the bibliographic records. Many NAL numbers were later entered as though they were Dewey numbers, so both indexes may need to be searched.

University of Florida Home Page

This page uses Google Analytics - (Google Privacy Policy)

Creative Commons License
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.