Auction catalogs checklist

1. Sort catalogs:

By auction house (check against the table) *IMPORTANT!*
By year
By month

2. Search Orbis

Check to see if there already is an Orbis record for that house/year. For special problems with Sotheby's, see end of this document.

3. If a record is found, add to holdings. (Go to 5)

4. If no record is found, derive a record for the SAME auction house and change:

DT/1: year
245: year
260: year

MAKE NO OTHER CHANGES to BIB RECORD. Be sure to derive record for the SAME auction house.

5. On copy holdings:

Change STATUS to h <FOR ACQ. PURPOSES USE a INSTEAD OF h>
Change class code to 2T <FOR ACQ. PURPOSES USE I instead of T>
*IMPORTANT* Select copy statement number based on month. E.g., if you are adding February catalogs, you should enable copy statement 2; if you are adding May catalogs, you should enable copy statement 5.
Enter location code sml,anx
Call no. format:: |b X348 |c<cutter from table>;YEAR/MONTH
Use AACR2 English language abbreviation for month: Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec.
EXAMPLE: 010 sml,anx |b X348 |cS7215;1992/Oct.
Enter record

6. Create/update MARC holdings. <NOT DONE BY ACQ. STAFF>

On command line type: chld <copy statement no.> & SEND
If you are updating an existing MHLD, use the command dh <no. of copy statement>
When MHLD record displays, press backtab
Enter holdings like this:
866::0|aMay 10|zOlivia 5622|zFrench sporting prints|zPrice list included
NOTE: You should have already set up function keys for the 866 tag & for Price list included
NOTE: You should have your catalogs pre-sorted by day at this point
NOTE: The first subfield z is the auction code & comes from the title page; Sotheby's will sometimes have an additional auction no. on the price list; transcribe this after the auction code.
NOTE: No diacritics should be used when transcribing the title, and you can shorten it if it is very long; check with supervisor about how much to transcribe.
NOTE: If there is no price list, indicate it: |z Price list not included
NOTE: If a duplicate is detected, leave book on the Bibliography discard shelf

7. Create item records:

*IMPORTANT* Be sure citm no. is to the appropriate copy statement!! If you forget to put a number, clear screen.
Enter YEAR/MONTH/Day in enum/chron. If more than one auction takes place on a day, add B, C, etc. after the day.
Use AACR2 abbreviation for the month; always use English abbrev.: Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec.

8. Status tracking and security:

Attach barcode to FRONT cover.
Attach security tape to FRONT cover, bottom left hand corner. Do not cover date/place of auction. Write in call no. <NOT DONE BY ACQ>

9. Statistics. Keep separate statistics for these until further notice.<DOES NOT APPLY TO ACQ.>

New Orbis record is original.
Added location statements are not recorded
All items added are counted as added volumes only.
Record time & do this carefully.

Sotheby's (Firm) is used for both New York and London (London will include auctions held elsewhere in Great Britain, e.g. Glasgow, Scotland). Separate records should be created for auctions held under Sotheby's (Firm) [New York] and Sotheby's (Firm) [London/Great Britain]. However, there are other Sotheby's auction houses in London that must be entered under their own names, e.g. Sotheby's Belgravia.

Note that Christie's East and Christie, Manson & Woods are both in New York; they must receive separate Orbis records.

There are some Sotheby houses that are for an entire country, e.g. Sotheby's Israel Limited. For these, any city within the country (e.g. Tel-Aviv or Jerusalem) should be entered under the corporate name for the auction house's country. Trace a 740 for the cities, e.g. 740 01 |a Auction catalogs 1992 Tel-Aviv Sotheby's Israel Limited.

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Document created 10/27/98. Converted to html with some changes as aucwkflo.html 5/7/99
Send updates & corrections to: steven.arakawa@yale.edu
Lasts revision: 5/7/99