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Treasure Collection Cataloging and Processing Procedures

This guide will cover the special procedures for cataloging and processing Treasure Collection items.

Handling Treasure Collection Material

• Use white gloves when handling Treasure Collection items to protect them. If the item or its pages are too thin and/or brittle to handle carefully with gloves, use extreme care with clean hands and touch only the edges of the pages. Any oils, lotions, sweat, etc. can damage the pages.

Do not eat or drink while handling Treasure Collection items.

Always keep Treasure Collection items in a secure area when not working on them.

Cataloging Treasure Collection Material

Bibliographic record:

Catalog Treasure Collection materials following the cataloging procedures for regular collection materials (i.e., call numbers, subject headings, description, etc.).

  1. Autographs. Many T-Collection items have been autographed. These items require two special notes:
  2. 590 b b $a Library’s Treasure Collection copy has been autographed by author.

    690 b 0 $a Autographs $x [Author’s Name]. (Note: The author’s name should be typed just as it appears in the authority record including any dates.)

  3. Limited Edition Statements. Many T-Collection items have been issued in limited edition sets. These items require one special note, usually transcribed directly from the item. Use your judgment when determining how much information to transcribe.
  4. 500 b b $a Number [##] of an edition limited to [##].

  5. Include notes for any special features of the item. Some special features may be gilded edges, unusual markings or illustrations, special binding or paper, etc.
  6. Add the 948 note.

Holdings record:

  1. Edit the fixed fields following the cataloging procedures for regular collection materials.
  2. Change the location in the 852 subfield $b to “spec,tcol” or another treasure collection location such as “main,aert”.
  3. Ex. 852 00 $b spec,tcol $h PS 1556 .U5

Item record:

Treasure Collection materials do not receive barcodes, therefore do not attach item records.

Writing Information in the Item

Treasure Collection items do not get labels; therefore, you need to write the call number and bib record number in the item. See the example.

  1. Write “TCOLL” above the call number everywhere you have written the call number on the item. The call number is written in the top right (outside) margin of the preferred page.
  2. Write the Voyager bibliographic record number everywhere you have written the call number. The record number is written in the bottom right (outside) margin of the preferred page.

Pencil all information lightly in the right (outside) margin of one of the following pages (listed in order of preference):

  • Page 39
  • Page 7
  • Item has fewer than 7 pages: Use the page after the title page
  • No pagination or irregular numbering: Use what would have been the 39th page (or 7th if no 39th) had the pagination been regular
  • Plate or illustration: Use the first page after the preferred page that is not illustrated
  • Loose pages or plates: Write the information on the back of each loose page or plate

Acid-free Slips

Type and include an acid-free slip for each T-Collection item. This slip contains the call number, author’s name and date of birth/death, title and other important descriptive information, donor information, and bib record number. See examples.

The acid-free slip contains (top to bottom of slip):

  1. Call number.
  2. Author’s name.
  3. Author’s date of birth-death.
  4. Title of item.
  5. Other important descriptive information.
  6. Donor’s name, specific collection receiving the item, or other information relating to acquisition of item; do not include the cost of the item.
  7. Voyager bibliographic record number

Several locations have specific wording that needs to be included on the acid-free slip. Here are some of the major specific wordings:

  • main,aert (T-coll aerospace): “Hampton Aviation History Collection”
  • Named gifts: “Presented by [donor’s name]” or “Presented by Estate of [donor’s name]”
  • Anonymous gifts: “Gift”
  • Auburn Generations Fund: “Purchased through Auburn Generations Fund”

Points to Remember

  • Include the acid-free slip.
  • Include a T-COLL location flag to alert Physical Processing that item belongs in the Treasure Collection and receives special processing.
  • Do not adhere a barcode, label, bookplate, etc.
  • Do not use paperclips, rubber bands, etc.
  • Pencil in all information.

Do not place a Treasure Collection item on a truck with items waiting to go to Physical Processing as a batch. Take them to Physical Processing as you receive and catalog them and give them to the appropriate person.

By Dana M. Caudle
Last revised 4/9/04