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 Voyager.
   
   
2. Change the location code in the MFHD to "rmx." Add a $z note at the end of the 852, "In cage" (without quotes). Save the MFHD.
   
   
3. Open the item record(s). Change the Perm Loc to Storage 1. 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" label to the spine.
   
   

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

1. Retrieve the bib record in Voyager.
   
   
2. Open the MFHD. In the Record menu, click on Make a Copy.
   
   
3. Change the location code in the new MFHD 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 the MFHD.
   
   
5. Go back to the first MFHD. Update the 866 as appropriate and save.
   
   
6. Relink the appropriate item records from the dew MFHD to the rmx MFHD.
   
   
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 if found.
   
   
8. Send the item(s) to Marking with a note to add a "Storage" label to the spine.