Updated in May 2025 by Greg Allen
Florida History Cataloging and Processing Guidelines
1. Florida History staff should--
Send/deliver monographs to:
Beatriz Lugo (general purchases) or
Greg Allen (donated materials)
Contributed Cataloging Unit
Box 117007
Smathers Library, Room 405
Email serial notifications to:
Nathan St. Croix and Todd Chisholm at the the Serials Unit so that one or the other can respond for further instructions. nstcroix@ufl.edu - todchis@uflib.ufl.edu
For monographs:
Instructions for Processing Materials to be Housed in The P.K. Yonge Library of Florida History
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 Special Instructions:
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 get virtual bookplates and hyperlinks that acknowledge the donors.
Other 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.
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Florida History Collection - Prosser Bookplate Information
FU$$bUFSPE$$cFLAH
In BIB record:
939 (local extension field) 23 $$a The Todd C. Prosser Memorial and Ted C. Prosser, III Book Endowment in Florida History.
In HOL record:
856 42 $$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 {continue with process for adding an electronic bookplate in Alma}
Florida History Collection - Mendenhall Bookplate Information
FU$$bUFSPE$$cFLAH
In BIB record:
939 (local extension field) 23 $a The Dr. William and Joan Mendenhall Book Fund in Florida History.
In HOL 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 {continue with process for adding an electronic bookplate in Alma}
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