Difference between revisions of "Loose material in or from collection items"

(Updated per meeting with conservation, curatorial, and cataloging representatives.)
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Extraneous items sometimes make their way into bound collection materials. These can be loose ("laid in") or affixed or attached in some way. Current Folger policy for vault items is to keep anything relating to the history, readership, or use of materials with the materials themselves, making reasonable accommodation against damage. Some items will require additional, protective housing.
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Extraneous material sometimes travels with collection items. This material can be loose, loose in bound volumes ("laid in"), or affixed or attached in some way. Current Folger policy for vault items is to keep anything relating to the history, readership, or use of materials with the materials themselves, making reasonable accommodation against damage. Some items will require additional, protective housing.
  
== Finding new things in books ==
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== Material found with items that have already been cataloged==
If you find something loose in a book (open-stacks or vault) that we don't seem to know about:
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If you find something loose inside or with a collection item (open-stacks or vault) and it isn't mentioned in the Hamnet record:
 
* Readers: please notify Reading Room staff
 
* Readers: please notify Reading Room staff
 
* Staff: please notify the curatorial assistant
 
* Staff: please notify the curatorial assistant
 
    
 
    
 
== Procedures for catalogers ==
 
== Procedures for catalogers ==
In case of doubt about any of these instructions, consult supervisor, curatorial staff, or conservator
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In case of doubt about any of these instructions, consult supervisor or curatorial staff
  
=== Loose items to be kept in book ===
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=== Loose material to be kept with item===
* Keep loose material with the book unless instructed otherwise  
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* Keep loose material with the item unless instructed otherwise
* Keep laid-in material where it is found, as long as it doesn't put stress on the binding
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** If material is fragile, bulky, or otherwise requires special attention, consult curatorial assistant (who will get the material into the conservation queue if needed)
* Make a copy note, giving a summary of what and where found  
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* Make a note giving a summary of what and where found (a local note, in the case of published material)
 
* Write call number and location on the item itself, using standard procedures for writing on collection materials
 
* Write call number and location on the item itself, using standard procedures for writing on collection materials
* If loose item is small, very acidic (for example, newspaper clippings), or otherwise may damage the material, fold buffered paper around it and keep it in place  
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* If loose item is small, very acidic (for example, newspaper clippings), or otherwise may damage the material, fold acid-free paper around it and keep it in place  
* Add an attention flag
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* Add an attention flag pointing out the loose material
* For laid-in items considered too bulky to keep in place, or in case of any doubt, consult curatorial assistant   
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* For laid-in material considered too bulky to keep in place, or in case of any doubt, consult curatorial assistant   
  
=== Loose items to be removed to a file ===
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=== Loose material to be given to Curator or Curatorial Assistant for filing ===
* Organic materials which might prove detrimental to the book, such as flowers, leaves, etc., remove to the [[Curatorial files|curatorial file]] and make copy note (consult curator if there's evidence of mold or pests)
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Make a note giving a summary of what and where found (a local note, in the case of published material) and give the material to the curatorial assistant. Make sure the call number of the item it came from is apparent travels with it (e.g., written on the material, written on the envelope you put the material in)
* Accession/acquisition-based items, such as previous bookseller descriptions, or shipping labels
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** relating to Mr. and Mrs. Folger's purchase, remove to case file
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Loose material to be filed includes, but is not limited to:
*** if there isn't a file for that case number yet, start one
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* Accession/acquisition-based information normally found in case files (e.g. correspondence between Mr. Folger and the dealer; shipping labels)
*** if the case number is unknown, remove to curatorial file
 
*** make a copy note with general description of the removed material; it is not usually necessary to indicate where the material was found
 
** relating to Folger Library purchase, discard; do not make a copy note [[Talk:Things_in_books#Discards|Needs discussion]]
 
  
 
=== Loose items to be silently discarded ===
 
=== Loose items to be silently discarded ===
[[Talk:Things_in_books#Discards|Needs discussion]]
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*Folger accession slips (because official copies are filed elsewhere, and the associated number will be written in the item)
*Accession slips (because official copies are filed elsewhere, and the associated number will be written in the item)
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*Folger processing flags  (e.g., acc. number flags) provided that any information noted on them that's still relevant has been added to the Hamnet record  
*Processing flags  (e.g., acc. number slips; all necessary information will have been added to the Hamnet record or re-
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*Dealer's descriptions if that dealer was the immediate source of acquisition and the material was acquired after the six-digit accession number system was introduced (because paper copies will be on file in the Acquisitions office, and scanned copies will be on a shared drive available to staff)
*Blank slips of paper that may or may not have been bookmarks of former owners 
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*Blank slips of paper or other bookmarks inserted by Folger staff or readers
*Vendors' descriptions
 
  
 
=== Loose items getting their own cataloging ===
 
=== Loose items getting their own cataloging ===
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=== Items attached or affixed ===
 
=== Items attached or affixed ===
 
* Leave in place unless damage is actively occurring  
 
* Leave in place unless damage is actively occurring  
* Insert buffered paper or ask conservation to mount Japanese paper to protect from metal pins or other rusty things, acidic paper, etc.
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* Insert buffered paper or refer to curatorial assistant who will ask conservation to mount Japanese paper to protect from metal pins or other rusty things, acidic paper, etc.
 
* If conservation staff must remove an attached item, remove to curatorial file and make a copy note giving a summary of  what and where found
 
* If conservation staff must remove an attached item, remove to curatorial file and make a copy note giving a summary of  what and where found
 
* If the attached item is to get its own cataloging, follow the procedures for [[Hybrid material]]
 
* If the attached item is to get its own cataloging, follow the procedures for [[Hybrid material]]
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=== Special considerations===
 
=== Special considerations===
 
* Consult the curator of manuscripts about extraneous manuscript material   
 
* Consult the curator of manuscripts about extraneous manuscript material   
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 +
== Procedures for curatorial assistants ==
 +
In case of doubt about any of these instructions, consult Head of Collection Information Services or the relevant curator.
 +
 +
===Material significant enough to warrant re-cataloging or new cataloging===
 +
If previously un-noted material is significant enough to warrant re-cataloging the item, or creating a separate record for the loose material, sign the item out to the relevant cataloger, who will follow the Procedures for catalogers. If adding copy-specific information in Hamnet is all that's needed, do not send the item for re-cataloging.
 +
 +
Examples of situations that warrant re-cataloging include, but aren't limited to:
 +
* Evidence of a different or more certain publication or creation date for the item
 +
* Unusually significant former owner (e.g. if it's J.O. Halliwell-Phillipps or someone else frequently found as a former owner, just add the appropriate access point yourself)
 +
* Evidence that the item is more significant than previously described (hypothetical example: a printed almanac filled with slips of notes showing it was being used to transmit coded information)
 +
* Letters or other manuscript material of independent importance (e.g., a note from the author to an unknown recipient saying "Hope you like my book! See you Tuesday" just needs a local note, not cataloging; a note from the author to an unknown recipient saying "Hope you like my book! See you Tuesday so we can conspire to overthrow the management of the Drury Lane Theatre" needs to be cataloged)
 +
 +
=== Loose material to be kept with item===
 +
Follow procedure for catalogers, above.
 +
 +
=== Loose material to be filed ===
 +
Material that simply missed being added to case files by accident should be added to the case files, this includes correspondence with Mr. and Mrs. Folger, bookseller descriptions from their acquisition of the item, and shipping labels
 +
** if there isn't a file for that case number yet, start one
 +
** if the case number is unknown, remove to curatorial file (because you at least have a call number for the item)
 +
**if the material has a one-to-one relationship to the item (e.g. a case number flag in a book), it can go to the curatorial file for that item
 +
**make a note with a general description of the removed material; it is not usually necessary to indicate where the material was found
 +
 +
=== Loose items to be silently discarded ===
 +
Follow procedure for catalogers, above.
 +
 +
=== Loose items getting their own cataloging ===
 +
Sign the host item out to the appropriate cataloger. Include a note so the cataloger knows what he or she is looking for. Ideally, also make a note in the Hamnet record so that there's redundancy.
 +
 +
=== Items attached or affixed ===
 +
Follow procedure for catalogers, above.
  
 
[[Category:Collection]]
 
[[Category:Collection]]
 
[[Category:Cataloging]]
 
[[Category:Cataloging]]
 
[[Category:Staff policies and procedures]]
 
[[Category:Staff policies and procedures]]

Revision as of 15:33, 14 September 2015

Extraneous material sometimes travels with collection items. This material can be loose, loose in bound volumes ("laid in"), or affixed or attached in some way. Current Folger policy for vault items is to keep anything relating to the history, readership, or use of materials with the materials themselves, making reasonable accommodation against damage. Some items will require additional, protective housing.

Material found with items that have already been cataloged

If you find something loose inside or with a collection item (open-stacks or vault) and it isn't mentioned in the Hamnet record:

  • Readers: please notify Reading Room staff
  • Staff: please notify the curatorial assistant

Procedures for catalogers

In case of doubt about any of these instructions, consult supervisor or curatorial staff

Loose material to be kept with item

  • Keep loose material with the item unless instructed otherwise
    • If material is fragile, bulky, or otherwise requires special attention, consult curatorial assistant (who will get the material into the conservation queue if needed)
  • Make a note giving a summary of what and where found (a local note, in the case of published material)
  • Write call number and location on the item itself, using standard procedures for writing on collection materials
  • If loose item is small, very acidic (for example, newspaper clippings), or otherwise may damage the material, fold acid-free paper around it and keep it in place
  • Add an attention flag pointing out the loose material
  • For laid-in material considered too bulky to keep in place, or in case of any doubt, consult curatorial assistant

Loose material to be given to Curator or Curatorial Assistant for filing

Make a note giving a summary of what and where found (a local note, in the case of published material) and give the material to the curatorial assistant. Make sure the call number of the item it came from is apparent travels with it (e.g., written on the material, written on the envelope you put the material in)

Loose material to be filed includes, but is not limited to:

  • Accession/acquisition-based information normally found in case files (e.g. correspondence between Mr. Folger and the dealer; shipping labels)

Loose items to be silently discarded

  • Folger accession slips (because official copies are filed elsewhere, and the associated number will be written in the item)
  • Folger processing flags (e.g., acc. number flags) provided that any information noted on them that's still relevant has been added to the Hamnet record
  • Dealer's descriptions if that dealer was the immediate source of acquisition and the material was acquired after the six-digit accession number system was introduced (because paper copies will be on file in the Acquisitions office, and scanned copies will be on a shared drive available to staff)
  • Blank slips of paper or other bookmarks inserted by Folger staff or readers

Loose items getting their own cataloging

  • Catalog the item(s) as you normally would, but also add:
    • 561 or 852 ǂz Removed from: Creator, title, date, location within said material (call number, with copy-specific information, if applicable)
    • Local work added entry for the larger work/former host (700 name/title or 730) with ǂ5DFo

Items attached or affixed

  • Leave in place unless damage is actively occurring
  • Insert buffered paper or refer to curatorial assistant who will ask conservation to mount Japanese paper to protect from metal pins or other rusty things, acidic paper, etc.
  • If conservation staff must remove an attached item, remove to curatorial file and make a copy note giving a summary of what and where found
  • If the attached item is to get its own cataloging, follow the procedures for Hybrid material

Special considerations

  • Consult the curator of manuscripts about extraneous manuscript material

Procedures for curatorial assistants

In case of doubt about any of these instructions, consult Head of Collection Information Services or the relevant curator.

Material significant enough to warrant re-cataloging or new cataloging

If previously un-noted material is significant enough to warrant re-cataloging the item, or creating a separate record for the loose material, sign the item out to the relevant cataloger, who will follow the Procedures for catalogers. If adding copy-specific information in Hamnet is all that's needed, do not send the item for re-cataloging.

Examples of situations that warrant re-cataloging include, but aren't limited to:

  • Evidence of a different or more certain publication or creation date for the item
  • Unusually significant former owner (e.g. if it's J.O. Halliwell-Phillipps or someone else frequently found as a former owner, just add the appropriate access point yourself)
  • Evidence that the item is more significant than previously described (hypothetical example: a printed almanac filled with slips of notes showing it was being used to transmit coded information)
  • Letters or other manuscript material of independent importance (e.g., a note from the author to an unknown recipient saying "Hope you like my book! See you Tuesday" just needs a local note, not cataloging; a note from the author to an unknown recipient saying "Hope you like my book! See you Tuesday so we can conspire to overthrow the management of the Drury Lane Theatre" needs to be cataloged)

Loose material to be kept with item

Follow procedure for catalogers, above.

Loose material to be filed

Material that simply missed being added to case files by accident should be added to the case files, this includes correspondence with Mr. and Mrs. Folger, bookseller descriptions from their acquisition of the item, and shipping labels

    • if there isn't a file for that case number yet, start one
    • if the case number is unknown, remove to curatorial file (because you at least have a call number for the item)
    • if the material has a one-to-one relationship to the item (e.g. a case number flag in a book), it can go to the curatorial file for that item
    • make a note with a general description of the removed material; it is not usually necessary to indicate where the material was found

Loose items to be silently discarded

Follow procedure for catalogers, above.

Loose items getting their own cataloging

Sign the host item out to the appropriate cataloger. Include a note so the cataloger knows what he or she is looking for. Ideally, also make a note in the Hamnet record so that there's redundancy.

Items attached or affixed

Follow procedure for catalogers, above.