In 1998 a survey of Orbis and the shelflists in Sterling estimated that there were approximately 7500 seventeenth century imprints that remained in Sterling, Mudd, and various department libraries. The Beinecke Library, in consultation with selectors and curators in Sterling, decided to transfer these titles into the Beinecke’s collections. The University Library’s retrospective conversion project has provided the means to systematically identify and transfer the remaining seventeenth century imprints.

The purpose of this project is to:

• Identify and transfer to Beinecke all pre-1700 books that remain in Sterling, Mudd, and various department libraries.
• Create records in Orbis that match Beinecke’s current cataloging standards.
• Identify and eliminate ghosts that were created during the retrospective conversion project.

• The Library Systems Office provides Beinecke with snapshots of 17^th century material in Orbis that have with full level cataloging records in libraries other than the British Art Center, Beinecke, Divinity, Law, Music, and Medical libraries.  These files are stored on Beinecke’s J drive. J:Techserv\below

 
• Using Microsoft Access, the Library Systems Office developed the Library Storage Facility Selector’s Tool for the electronic delivery of LSF selection reports. The Selector’s Tool makes it easier to identify the appropriate titles to transfer by allowing us to sort and filter records.  It also generates pickslips that are organized by both location and call number.  For a complete description of the Selector’s Tool see: http://www.library.yale.edu/%7Elso/databaseadmin/select/index.html

• loc=sic,mic
• date=1uuu (serials)
• titles with typos in the date fixed field.
• titles that are reprints, facsimiles, or photocopies
• titles with call number beginning Hbr. (Books in the Judaica Team backlog)
• titles in Chinese, Japanese, or Korean. A list of these titles is sent to the East Asian Department

• y=transfer to Beinecke
• n=do not transfer
• o=problem

• Use the Selector’s Tool to sort titles by location and call number into groups of approximately 50-75 titles.
• Create a spreadsheet that lists the books to be transferred.  Send this list to SML, Mudd circulation, or the appropriate departmental library.  Use the datasheet view in the Selector’s Tool to create the spreadsheet and include the author, title, imprint, call number, and Orbis id.
• Print pickslips by sort sequence range for those titles being transferred.
• Retrieve books from SML, Mudd, or departmental libraries. We retrieve the books from SML and Mudd. The department libraries usually pull their books for us.
• Do not fill out call slips or yellow cards. Do not charge books to Beinecke or make um notes.
• Place pickslip with book.
• Note on pickslip if the book was not retreived since it was a reprint, facsimile, photocopy, or NOS.

• The cataloger follows the transfer procedures described in the Beinecke Cataloging Manual.
• Class where appropriate. Most material will class in Year/Number, Brit Tracts, or Euro Tracts.
• Refer to curator for decision if the title is already in Beinecke.
• Review the NOS titles.

• Was the title previously transferred to Beinecke?  Check 949 notes for an indication that the title was previously transferred.  Also check copies on the shelf for old shelf labels or evidence of the old call number on the t.p. verso.
• Was the item a ghost created during retrospective conversion?
• Check cards in SML public catalog for notes regarding transfer or reclassing.
• Is the title charged out? Email SML or MUDD circulation to have it recalled.
• Is the title in preservation? Email Preservation to have it sent to Beinecke.
• Send SML and Mudd circulation an updated spreadsheet of the titles that are NOS. They will do additional searching.

• Record on 17^th century spreadsheet (J:\techserv\below\17th century transfers.xls) the status of each title.  The spreadsheet includes:
• location
• call number
• orbis id
• search result
• NOS
• Transferred
• Reprint, photocopy or facsimile
• Discarded
• Already in BRBL
• Ghost record (incorrectly added to Orbis)

• Stamp the item
• Remove the shelf label if possible
• Plate if necessary
• Type a new call tag or label.

Titles identified in preorder searching.
Sometimes Beinecke Technical Services will identify seventeenth century titles that are in Sterling and Mudd during preorder searching. If possible, leave the title on the shelf until a full level record is created in Orbis. If it is necessary to transfer the title, follow the normal Beinecke transfer procedure and give the book to the project cataloger.

Beinecke Rare Book and Manuscript Library, Yale University
Contact: E.C. Schroeder <edwin.schroeder@yale.edu>
Last revised: 8/22/2000
URL: http://www.library.yale.edu/BeinCatM/appendix/17thoutline.html