MANUAL OF POLICIES AND PROCEDURES

Cataloging of Mel B. Yoken Collection Books

Abstract: Describes cataloging practices and procedures for the books in the Mel B. Yoken Collection

I. Description of the books in the Mel B. Yoken Collection

The Mel B. Yoken Collection includes approximately 6,000 volumes of English and French language fiction, literary criticism and writings by artists and public figures, all 20th-century imprints.

II. Cataloging Procedures

A. The books in the Mel B. Yoken Collection (branch loc code: star) will be sent to the Brown University Collections Annex, processed from the Hay.

1. Bibliographic location code is qh001
2. Item location code is qhx
3. Item note: Transferred from Hay Star to Storage [init.] [date]
4. Item status code: r
5. If the piece is an added copy to a non-Storage location, enter n in Item ICODE2 2 (03) in order to suppress this item record from public view.
6. Place each piece in an acid-free envelope.
7. Place a Storage barcode on the upper center of the front of the envelope.
8. Enter this barcode into the Josiah Item record

B. Examine the routing flag for notes written by the selector requesting that a name, subject heading, and/or note be added to the record.

Apply current AACR2 rules and interpretations for descriptive cataloging, and Library of Congress subject headings and classification practices to the cataloging of all items.

In the bibliographic record:

1. For every record, add a 710 2 for the name of the collection, using the substitution phrase:
   %myk1 for Mel B. Yoken Collection (Brown University)|5RPB
2. For signed/inscribed items:
   
   • add a copy specific local note (590). The location code begins the note, followed by the name of the signer. Example:
     590 Hay Star copy: Signed "Maurice Blanchot".
     590 Hay Star copy: Illustrator's autographed presentation copy.
   • provide an added entry for the signer. Example:
     700 1 Blanchot, Maurice
   • Add subfield 4 and the relator code "sgn", for signer, to the heading. Add a subfield 5 and Brown Library's NUC symbol "RPB." For the inscriber of a presentation statement, add subfield 4 and the relator code "ins". Example:
     700 1 Blanchot, Maurice.|4sgn|5RPB
     700 1 Robbe-Grillet, Alain,|d1922-|4ins|5RPB
3. For added copies:
   • add a copy specific local note (590), using the substitution phrase:
     %myk2 for HAY STAR copy: In: Mel B. Yoken Collection
4. Provide printing and/or binding information, if needed, in a local note. Example:
   590 Hay Star copy 2: "Tenth printing"--T.p. verso

In the item record:

1. add location: qhx
2. add an Item note: Transferred from Hay Star to Storage Annex [date], [init.]
3. change status code to: r
4. add the Storage barcode
5. change ICODE2 to n

III. Marking of Mel B. Yoken Collection Books

Print the LC call number assigned to the item on the inside of the back cover; add the location Hay Star (one line for each word) to the call number. Example:

PN3365
R6
Hay
Star

IV. Post Cataloging

These materials will be stored on shelves on Level C until the Collections Annex is open. After cataloging, place the materials on the special Mel B. Yoken Collection book truck. Try to keep the materials in barcode order on the book truck in case someone needs to locate an individual title during this interim period.

V. Statistics

Record titles/volumes cataloged on a separate monthly statistics sheet; label it "Yoken Stats".

Monday, 01-Nov-2004 13:48:09 EST