Cataloging: Moving Rare Books to Storage

In 2008, the Rare Books Librarian created a policy regarding transferring old materials from the general collection to SCRC (G:\Special Collections\Policies and Procedures\Rare Books Materials Transfer Policy.docx). Due to lack of space, the decision was made in 2015 to move these materials to the cage area in Storage 1.

For a single item or multi-volume set where all items held are in hand:

1. Retrieve the bib record in Alma.
    
2. Change the location code in the holding to "rmx." Add a $z note at the end of the 852, "In cage" (without quotes). Save the holding record.
    
3. Open the item record(s). Change the Item policy to Book Noncirc. Verify that the active barcode is accurate. Fix as needed. Save Item record.
    
4. Send the item(s) to Marking with a note to add a "Storage in cage" label to the spine.
    

For a multi-volume set where NOT all items held are in hand:

1. Retrieve the holding record in Alma and click edit.
    
2. With the holding record in the Metadata Editor, choose Duplicate Record from the Record Actions menu. 
    
3. Change the location code in the new holding to "rmx." Add a $z note at the end of the 852, "In cage" (without quotes).
    
4. Add an 866 field (deleting 853/863 fields as needed). Enter appropriate volumes. Save and release the holding record.
    
5. Go back to the first holding record. Update the 866 as appropriate and save and release the record.
    
6. Relink the appropriate item records from the dew holding to the rmx holding.
    
7. Open the item records for the items not in hand. Change the status to Missing and Cataloging Review. Add a detailed explanatory note to move the items to Storage in cage if found.
    
8. Send the item(s) to Marking with a note to add a "Storage in cage" label to the spine.