Transfers to Beinecke Library

Criteria for Automatic Assignment or Transfer of Titles to Beinecke

Books and pamphlets printed through 1800
Books and pamphlets printed in what is now the United States through 1820
Confederate imprints
Slavic, East European, Near and Middle Eastern books printed through 1850
United States newspapers printed through Dec. 31, 1869
Newspapers printed elsewhere through 1815
Original issues of United States periodicals printed through 1820
Original issues of periodicals printed elsewhere through 1800
United States broadsides printed through 1850
Broadsides printed elsewhere through 1800
Books under 10 cm. in height [that are fine press productions or artists' books]
Textual scrolls

Procedures for handling cataloged transfers from other libraries to Beinecke

Physical handling

Unless instructed otherwise by curatorial staff, retain any call number assigned to the item. Cross out call number on spine label and title page verso if the call number is to be changed. Reclassing is required for materials to be shelved at 121 Wall Street. When reclassing, mark the call numbers as instructed in Marking of Volumes.

Orbis bibliographical record

An Orbis full-level record will usually exist for an item being transferred from non-Beinecke libraries. The same Orbis record should generally be retained, but may be upgraded if appropriate. When an Orbis circulation or minimal level record exists an appropriate encoding level record needs to be created. Sometimes both a full-level and a circulation record exist. If this is the case, relink the item record to the full-level record and delete the circulation record. Regardless the Orbis bibliographical record should be brought up to the appropriate encoding level as for any Beinecke cataloging.

MFHD Local processing notes

The standard call number and location is in the MFHD.  The Local processing note includes the following internal cataloging information: transf. & recl. notes, old location and call number; processing unit/individual's initials, and the processing date in the format of MM/YYYY.

852 8 0 ‡b smly ‡h Ib55 ‡i 779jb ‡x NOS 10/23/2000; rbt/tef 10/2000 

852 8 0 ‡b beingen ‡h 2000 ‡i S55 ‡x Transf. & recl. from MUDD WS 202: v.8,no.2-3,5-6,9,12; v.12,no.9; rbt/jmg 9/2000

Item records

Transferred material may or may not have item records. After updating the MFHD, proceed with the following instructions:

Instructions for updating item records when barcode is present

  1. Display the Item Record (Click on Get items and select your copy)
  2. If present, clear "bein,gen" from the TEMP LOC field by scrolling to the top of the pop-up menu and choosing the blank space.
  3. If present, clear “nocirc” from the TEMP TYPE field by scrolling to the top of the pop-up menu and choosing the blank space.
  4. Change the PERM LOC field to the correct new location using the pop-up menu.
  5. Change Item type to "nocirc" if it isn't already present.
  6. Remove tech serv and other information from ITEM NOTE (click on the edit item note button) by selecting and deleting the relevant text.
  7. Check the "Location" field at the top of the item record (in gray) to be sure that it matches the new location that you gave the item. If it does not, go back and correct the MFHD. You will not see the change reflected in the item record unless you close the item record, save the MFHD to the database, and then re-open the item record to refresh its view.
  8. Save the item record to the database.
  9. Close the item record.

Instructions for updating item records when there is no barcode

  1. Create an item record
  2. Scan in the barcode
  3. Ensure the PERM item location and PERM item type is appropriate for the item
  4. Save the record.

Instructions for barcoding printed materials

  1. If the barcode is affixed to the item, the barcode must be "replicated" using the machine in Beinecke Tech Services. Attach barcode to the front upper left corner of the housing (CMI box or pamphlet case) or the appropriate places on flat boxes. Please refer to Physical Barcoding of Printed Materials webpage for further instruction.
  2. If the barcode is affixed to housing that will be discarded, and the item will be housed in different housing, the barcode must be “replicated” and attached barcode to the front upper left corner of the housing (CMI box or pamphlet case) or the appropriate places on flat boxes. Please refer to Physical Barcoding of Printed Materials webpage for further instruction

Create appropriate Aeon transaction if item needs a box, conservation work, or is to be shelved in the Beinecke stacks. Otherwise, shelve them on the “newly cataloged shelves”.

Relinking item records

Occasionally an item record is linked to the wrong holdings record and must be relinked.

  1. Write down the holdings record id number that you wish to link the item record to.
  2. Call up the item record that needs to be relinked.
  3. Click on Record, Relink to a different holding
  4. Enter the new holdings record id.
  5. Click on the item record of the new holdings record to verify relinking was done correctly.

Statistics for Cataloged Transfers

See Statistics page for specific instructions.

Procedures for handling uncataloged transfers to Beinecke

Books purchased by SML or other libraries were sometimes transferred to Beinecke before having been cataloged; upon receipt, Beinecke usually made accession records for these items. These records can be identified by accession numbers beginning with "T."

The Orbis holdings record will have a note in the 852 ‡z Public note field reading "Transfer to Beinecke per [initials or name of selector and/or Beinecke curator authorizing transfer]." When the book is cataloged for Beinecke, the original record is used and upgraded as necessary.  Item records should be updated according to the preceding instructions. Any circulation charges must be cleared.

After the item has been transferred, delete the 852 ‡z note and add a 852 ‡x local processing note  "Transf. from [library location code], rbc/[RBCU staff initials], [date in mm/yyyy format]."

Cataloging of uncataloged transfers is counted as new cataloging, not as Recat./Reclass. and transfer.

If there is a barcode, see Instructions for updating item records when barcode is on item

Example of an Orbis holdings record before cataloging and transfer are completed:

852 8 0 ‡b sml ‡z Transfer to Beinecke per MKP

Example of a Orbis holdings record after cataloging and transfer are completed

852 8 0 ‡b beingen ‡h 2004 ‡i 585 ‡x Uncat. transfer from SML per MKP, 4/29/99

Example of an Orbis holdings record after cataloging, reclassing, and transfer, are completed

852 8 0 ‡b beingen ‡h 2015 ‡i 107 ‡xTransf. & recl. fr. sml PL782.E3 S96 1908 , rbc/eze, 01/2015
Yale logo