Pre-1831 transfer books

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The pre-1831 transfer project was begun in the late 2000s, when the Folger decided that 1830 would be the dividing line between most open stacks and Vault materials (rather than 1800, as it had been previously). 1831 is an approximation of the point at which machine-press books became more prevalent than handpress books, although it is not an absolute cut-off point of course. Any books published before 1831 which were then shelved in the open stacks on Deck B were removed en masse to separate holding shelves, and signed out to "Pre-1831 Quartos" in the Folger circulation system. A master list was created of all pre-1831 transfer books for Reading Room and Cataloging staff to track progress. Midway through the project, the transfer books were physically integrated into the Cage collection, and by 2014, all pre-1831 transfer items had been moved to Cage shelving. Several of the Folger's modern catalogers have worked on the transfer project over the years, and as of 2016 it is in its final stages.

Pre-1831 transfer procedures

  • Cataloger(s) retrieve pre-1831 transfers from Cage shelves according to master list and/or pre-printed slips. The master list is kept at the main desk on Deck C. The Access file to create pre-printed slips is located on the Cataloging drive (I:) in the folder Pre-1831 transfers Call Slips. The master list was created to reflect books that were charged out to "Pre-1831 Transfers" when the transfer project began; however, it may not be an exact match for what is currently on the shelf, and a manual shelf-check is recommended.

Updating the Hamnet bibliographic record

  • In general, unless the record is incomplete or contains major inaccuracies, do not make any attempt to upgrade the cataloging to modern standards or make any other changes to the bibliographic record. These are not high priority books.
  • If the current call number is in an 090 field, re-formulate it as an 852 field. If there is no 090 field, add a new 852 field.
  • Add or change the location DeckC-Rare to the head of the 852 field in subfield ǂb.
  • Delete any fields 090, 950, or 955.
  • Add the year of publication and "Cage" at the tail of the call number. If the item or its housing are over 30 cm, also add a parenthetical (folio) to the end of the call number in subfield 852 ǂm (following current call numbering practices).
852 0_ ... ǂh DA670.H4 ǂi D9 1804 Cage ǂm (folio)
  • Add the accession number or case number to 852 ǂj of the bib record. Delete the "ac" prefix if present. Do not delete a "cs" prefix--that stands for "case" and refers to the original Folger cases unpacked when the library opened. If both the record and the physical item are lacking a number, add a note: "No accession or case number present."
  • Add a private transfer note in the 852 ǂx of the MARC bibliographic and the MARC holdings record with your initials and the date:
852 0_ ... ǂx Transferred from Deck B EGB 20071115
  • Transfer all copy-specific notes found in 500, 590 or 876 fields to the 852ǂz, taking care that the information applies to that particular volume in the event of multiple copies. Delete the 590 or 876 fields - these are obsolete - and any 500 fields transferred to the 852. If the copy-specific information does not apply, consult supervisor: it could be a recon error, a replaced copy, a change caused by conservation treatment, etc.
  • If there is a bookplate or a legible autograph that is not already indicated in the record: create or add to the 852ǂz and record it in this form: Bookplate: {transcribed name} or Autograph [not "Signature"]: {transcribed name.} If it is an armorial bookplate, use this form:
ǂz Armorial bookplate (motto: Clarum reddidit industria): W.H. Mill
    • or, if there is no personal or family name on the bookplate and it cannot be readily identified:
ǂz Anonymous armorial bookplate (motto: Tuum est)
    • Example:
852 0_ ǂb DeckC-Rare ǂk Flat ǂh BT1100 ǂi .J5 1805 Cage ǂj 186620 ǂx Transferred from Deck B EGB 2006-12-11 ǂz Armorial bookplate (motto: Prodesse quem conspici): John Somers, Lord Somers
  • Check for the presence of other works bound in subsequent to publication, and if found, follow the rules pertaining to rare Sammelbands.
  • Add a 583 field to track the transfer

Updating Hamnet holdings and item records

  • Copy the entire 852 field to the holdings record.
  • If it is a multi-volume set, add field 866 to the Holdings record and specify the Folger's holdings.
  • Change the item record to reflect the new location and item type
Perm. loc.: DeckC-Vault
Item Type: Vault Material
    • Note: Voyager 9.1 should do this automatically; check your settings if it does not.
    • The temporary location field ("Temp. Loc.") should be blank; double-check this to make sure.
  • Open the barcode window and type "Cage." This will change the numeric barcode to "inactive." Do not delete the inactive barcode.

Physical processing of transfers

  • Using an extra soft ("1" or "B") pencil, cross out the call number in the front of the book.
  • Write the revised call number in the back.
  • Make no attempt to remove barcodes or call number labels attached directly to the book. If the barcode is on a Mylar band, however, cut the band off and insert it in the book. (It will be helpful for the reading room when discharging the book before re-shelving.) Cross through the barcode in pencil.
  • If there is anything tipped or laid in: follow the guidelines for Loose material in or from collection items, or set aside for consultation with supervisor if unsure.
  • If there are extensive manuscript notes: follow standard Vault cataloging guidelines to note these in the catalog, or set aside for consultation with supervisor if unsure.
  • Remove and discard any obsolete Folger-internal paperwork (i.e. transfer flags, call number flags, printouts).
  • Make and insert acid-free book flags.
  • If you think an item needs re-housing, contact the Head of Circulation (for small, thin items that just need an external envelope) or the Curatorial Assistant (for all other items).
  • Return truck with books to Reading Room.