Law Library Rare Books

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General Guidelines

The Law Library Rare Books collection is being transferred to Special Collections. Any material not yet catalogued for the Rare Books location should be derived into the DL processing unit, and given the location "sc" or "sc,lp" as appropriate. Do not worry about any Acquisitions information.

The material already catalogued for the Rare Books location will remain in the LL processing unit, but have the location updated to reflect the transfer.

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Duplicates

When material received from Law duplicates material that is already held by Special Collections, the material should be integrated into the SC and SC,LP collections. When a duplicate is found, Special Collections want the call numbers of the two items to match each other. In most cases this means that we will change the Law Library number (always if it is a non-LC K number) to match the Special Collections number. However, occasionally some of the Law JX numbers will be better.

While this change is being made, we will also move the holdings information from the Law record to the Special Collections record, and delete the Law record.

Procedures

1. Special Collections will send former Law books to Cataloguing as they are found. If the Law number is in the K classification schedule, and the SC number is not in F1000, Special Collections will send the Law copy only directly to File Maintenance. Otherwise:

   1. When the Law number is JX both copies will be sent to the Law Cataloguer to review the call number.
   2. When the SC number is in the F1000s, both copies will be sent to the Cataloguer who does History of North/South America to assign a new number.

   After making a decision on the call number, the Cataloguer will then pass the books on to File Maintenance.

2. File Maintenance will then:

   1. Confirm that the two books are the same. If in doubt, contact Special Collections.
   2. Look at the two records; if there are major differences, such as different subject headings, consult with a librarian. If there are notes, etc. on the Law record that seem worth keeping, transfer them to the Special Collections record. You can use cut and paste, or CLARR's "scissors and needle" buttons to transfer them over.
   3. You cannot do an ordinary relinking between Processing Units. Instead:
      1. Erase the barcode number from the item record and change the item status to D.
      2. If there are no other Law Library copies, proceed to suppress/delete the record as usual.
      3. Go to the Special Collections record and add a new copy statement.
      4. Reuse the same barcode.

3. Processing will relabel the acid-free slip.

If problems arise, see the Law Cataloguer.

Count this process as Transfers, and if you spend 15 minutes or so on upgrading the bibliographic record, also count them as Recataloguing

See Bibliographic record 108740 for an example.

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Section 10, Subsection LAW, Part R3
Created February 10, 1997 by E. Read

Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 14/02/1997 Updated: 07-Jun-2004 10:23 AM