Many books have material added that is not inherent to the original publication. The two most prevalent categories are manuscript annotations and inserted ephemera. Houghton has developed a variety of routine local strategies for addressing such classes of material.
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Printed items often contain manuscript markings. Routinely, these are noted in the 561 or 562 of the holdings record and, if applicable, the name of the former owner or annotator is traced in the bibliographic record in an added entry, with the appropriate relationship designator(s). (See RDA Appendix I, the RBMS list of relationship designators, and MARC guidelines and terms for vocabulary and usage.) However, on occasion, an item will often be found to contain significant manuscript additions or insertions. Treat these as noted below.
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- Describe the annotations in a 562 note (or in a 561 note if related to provenance).
- Add the appropriate 655 fields, coded |with subfield 5, to the bibliographic record:
e.g. 655 _7 |a $$a Annotations (Provenance) |2 $$2 rbprov |5 $$5 hou
655 _4 |a $$a Manuscripts in books. |5 $$5 hou [if extensive]
655 _7 |a $$a Authors' copies (Provenance) |2 $$2 rbprov |5 $$5 hou [if extensively marked up by the author] - If the item is annotated by an identifiable person (in which case, the note goes in the 561), add to the bibliographic record a 700 for the person with an appropriate subfield e (typically |e $$e annotator or |e $$e inscriber) and subfield 5 hou; more than one relationship designator may be used if a person fills more than one function (e.g. |e $$e former owner, |e $$e annotator).
- If considered important enough due to fragility or other handling concerns, consult with the appropriate curator to see if restricted access is desirable. If so, create a 506 note in the holdings record according to Houghton's Restrictions Policy and make sure that the routing slip is annotated so that end processors know to note the restriction below the call number on the tab or spine label.
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Loose manuscripts such as original autograph or typescript letters may be removed from the item and forwarded to the Manuscript Section together with a copy of the item's cataloging record. The holdings record should include a 562 note stating that the manuscript was present at the time of cataloging and was removed to the Manuscripts Section for separate cataloging. (Usually, this means accessioning as a manuscript, a note in the manuscript record about its original location, and insertion into the Autograph File.) The Manuscript Section will later amend this note to include the new location for the manuscript material.
For example:
562 |a $$a Three leaves of manuscript material inserted; removed to manuscript collection.
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All other material – such as dealer's descriptions, bibliographical notes, calling cards, anonymous scraps of notes, bookmarks, prospectuses, unrelated printed ephemera – may be put in the Houghton Bibliographic File or the Printing and Graphic Arts Department Curatorial File with an 562 note to this effect. Optionally, if deemed not useful it can be discarded. Do not send these to the Manuscripts Section.
For example:
562 |a $$a Publisher's prospectus inserted; removed to Bibliographic File. |5 $$5 hou
562 |a $$a Dealer's description inserted; removed to P&GA Department's Curatorial File. |5 $$5 hou
Retaining loose material (manuscript and printed) with books:
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Note the presence of loose material in a 562 note, if the bibliographic record does not already describe it; and in the case of manuscript material, include the local 'Manuscripts in books' form/genre term. Retention of loose material with books is situational, and consultation with the appropriate curator is often advisable.