Auction catalogs checklist
1. Sort catalogs:
By auction house (check against the table) *IMPORTANT!*
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
MAKE NO OTHER CHANGES to BIB RECORD. Be sure to derive record for the SAME
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
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
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
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
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
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.
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
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Lasts revision: 5/7/99