Vault transfers

This article describes current procedures for transferring books from the open stacks to the vault. For historic information about earlier procedures, see Pre-1831 transfer project.

Updating CaiaSoft information, part 1

Using the open-stacks barcode, move the item to a Temporary Location.

Updating the bibliographic record

• In general, unless the record is incomplete or contains major inaccuracies, do not make any attempt to upgrade the cataloging to current standards.
• Add "Cage" at the endof the call number.

852 0_ ... ǂh DA670.H4 ǂi D9 1804 Cage

• 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_ ... $$x Transferred from open stacks ABC 20241115

• Transfer all copy-specific notes found in 500, 590 or 876 fields to the 852$z, taking care that the information applies to that particular volume in the event of multiple copies. Delete the 590 or 876 fields - these are obsolete - and any 500 fields transferred to the 852. If the copy-specific information does not apply, consult supervisor: it could be a recon error, a replaced copy, a change caused by conservation treatment, etc.
• If there is a bookplate or a legible autograph that is not already indicated in the record: create or add to the 852$z and record it in this form: Bookplate: {transcribed name} or Autograph [not "Signature"]: {transcribed name.} If it is an armorial bookplate, use this form:

$$z 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:

$$z Anonymous armorial bookplate (motto: Tuum est)

• • Example:

852 0_ $$aUS-DFo $$b DeckB-Mod $$h BT1100 $$i .J5 1805 Cage $$j 186620 $$x Transferred from open stacks ABC 20241115 $$z Armorial bookplate (motto: Prodesse quem conspici): John Somers, Lord Somers

• Check for the presence of other titles bound in subsequent to publication, and if found, follow the rules pertaining to vault Sammelbands.
• Add a 583 field to track the transfer
• Save the record.

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 polyethylene band, however, cut the band off and insert it in the book. Cross through the barcode in pencil (it will remain machine-readable).
• 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 a call number/barcode flag.

Updating the item record

• Bring up the item record by scanning the old barcode into Global Lists.
• Change the Call number to match the new call number
• Update the item record to reflect the future location and item type

Location: [V] Vault (pending)

Item Type: Vault

• The Location exception field should say "None"; double-check this to make sure.