(Approved for use August 18, 2004, revision approved March 12, 2013)

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

Books to be transferred from other libraries to Beinecke are funneled to the Rare Book Team from Beinecke. These are a high priority for cataloging.

Transfers coming to the Rare Book Team from Beinecke are accompanied by slips marked "CATALOGED TRANSFERS TO BEINECKE" that indicate call no. and other information about the items, including the Beinecke collections they are to be added to and any special instructions for the cataloger. These slips are to remain with the books. Transfers sometimes are accompanied by yellow charge slips that were used to call for the items by Beinecke staff. (These were used until 2003).

Material to be transferred to Beinecke is charged to the appropriate Transfer Backlog (17th century, 18th century, or Beinecke Library-Tech Services Transfers). Material sent to the Rare Book Team is charged to the Team. See Technical Services Transfers procedures for further information.

Sometimes material called for by patrons, other library staff, etc., is charged out then passed on to Beinecke Technical Services as candidates for transfer. If the material is accepted for transfer, the charge must be cleared either by Beinecke or Rare Book Team staff who are able to do this. If there is a problem contact Beinecke Technical Services, and as a last resort SML circulation.

Physical handling

Cross out call number on spine label and t.p. verso if the call number is to be changed. 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 SML, MUDD or other non-Beinecke libraries. The same Orbis record should generally be retained, but may be upgraded if appropriate. Sometimes only an Orbis circulation or minimal level record will exist; if so 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

Some items are received that have no barcodes. Others have barcodes either on the yellow charge slips, printouts of the record, or on the item itself. Although Beinecke does not use the Orbis circulation module for its own collections, it is used for tracking transfers.

Instructions for updating item records when barcode is on the item or housing

  1. Display the Item Record (Click on Get items and select your copy)
  2. If present, remove "bein,gen" from the TEMP LOC field by scrolling to the top of the pop-up menu and choosing the blank space.
  3. Change the PERM LOC field to the correct new location using the pop-up menu.
  4. Remove tech serv and other information from ITEM NOTE (click on the edit item note button) by selecting and deleting the relevant text.
  5. Change Item type to "nocirc" if it isn't already present.
  6. 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.
  7. Save the item record to the database.
  8. Close the item record.
  9. Charge the item to the appropriate location. For more information on charging & discharging see the Technical Services transfer page.
  10. If the barcode is affixed tothe item, the barcode must be "replicated" using the machine in Beinecke Tech Services.
  11. If the old housing, which has the barcode, is being discarded, a new barcode is used.

Instructions for updating item records when barcode is not on the item

  1. Display the Item Record (Click on Get items and select your copy)
  2. If the barcode is a "double-back", follow Instructions for updating item records when barcode is on the item.
  3. If the barcode is a "single-back", delete the barcode from the item record:
    Click on the ellipses to the right of the barcode field.
    Scan in the new barcode.
    Highlight the old barcode, which is now "Inactive", and delete it.
    Save the record.
  4. Follow items 2-6 above, if applicable.
  5. Charge the item to the appropriate location. For more information on charging & discharging see the Technical Services transfer page.

Instructions for updating item records when there is no barcode

  1. Create an item record, scan in the barcode, and save the record.

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. Do not automatically count transfers twice as was done in the past.

Procedures for handling uncataloged transfers to Beinecke

Books purchased by SML or other libraries are sometimes transferred to Beinecke before having been cataloged. Beinecke usually makes accession records for these after the books reach Beinecke. Accession records for transfers can be recognized by accession numbers beginning with "t." Beinecke Technical Services staff will include a printout if one exists of the bibliographic record.

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 and any acquisition records originally belonging to the item must remain with the same copy statement.

After transferred, delete the 852 ‡z note and add a 852 ‡x local processing note  "Uncat. transfer from [library location code] per [selector and/or curator's initials], [date]."

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.

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

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

Example of a Local Processing note for completed transfer of an uncataloged item

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