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Aleph@UF: Rare Books Cataloging Procedures

Cataloging procedures and policies

Rare Books Cataloging Procedures

Updated November 2018 by Dave Van Kleeck

Rare Books Cataloging Procedures

Due to their specialized nature, materials destined for the Harold and Mary Jean Hanson Rare Book Collection receive specialized cataloging and processing.  The following procedures indicate how the Contributed 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 Contributed Cataloging Unit (CCU) and in the Special & Area Studies Department (SASC).  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) and see to the processing (insertion of electronic bookplates, call number book strips, indication of Oversize and other special locations, etc.).

I. Pre-processing. 

See "Processing Rare Books with Reference to Cataloging"

II. Cataloging (by CCU staff)

Item is received from SASC for cataloging, with pre-processing slip enclosed.  If there is no pre-processing slip, return item to SASC staff, who will create it and return the item to the CCU.

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.

3. Follow normal shared copy procedures

4. Update bibliographic and holdings records as in normal cataloging.

5. Add the following special fields

5xx/7xx   Add |5 KEEPUF |5 FU 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 SASC staff on pre-processing slip)

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 physical bookplate, if present.

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 CCU, gather all cataloged items to be returned to Rare Books, put them in the Rare Books cabinet in Rm. 407, and notify the Rare Books Curator that they are ready for pickup.

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):

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