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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 |5, to the bibliographic record:
e.g. Annotations (Provenance) …
Manuscripts in books. |2 local [if extensive]
Authors' copies (Provenance) [if extensively marked up by the author] - Add an 006 field, coded for "Manuscript Language Material", to the bibliographic record.
- If the item is annotated by an identifiable person (in which case, the note goes in the 561), add a 700 for the person with subfield e annotator and subfield 5; prefer subfield e "annotator" over subfield e "former owner" if the person fills both functions.
- If considered important enough, consult with the appropriate curator to see if restricted access is desirable; if so, create a 506 note in the holdings record reading "Access restricted; consult curator for access" and according to Houghton's Restrictions Policy and make sure that the routing slip is annotated so that the end-processors know to add this below the call number on the tab.
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Loose manuscripts such as original autograph or typescript letters should 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 852 | z 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.)
For example:
852 8_ |b HOU |c GEN |h AC9.W4688.957p |z Three leaves of manuscript material inserted (removed to the Manuscript Section for separate cataloging)
Loose printed material:
All other material – such as dealer's descriptions, bibliographical notes with quotations from Brunet, calling cards, anonymous scraps of notes, bookmarks, prospectuses, unrelated printed ephemera – should be put in the Houghton Bibliographic File or the Printing and Graphic Arts Department Curatorial File with 852 subfield z note to this effect. Optionally, if deemed not useful it can be discarded. Do not send these to the Manuscripts Section.
For example:
852 8_ |b HOU |c GEN |h AC9.W4688.957p |z Old bookmark inserted (removed to the Bibliographical File)
852 8_ |b HOU |c GEN |h Typ 970.99.2022 |z Dealer's description inserted (removed to P&GA Department's Curatorial File)
NOTE: In some cases, loose material is intrinsic to the publication (when present, usually so noted in the bibliographic record); in these instances, keep the material with the book and request that a case be made; the routing slip should have the phrase "(LOOSE MATERIAL)" added on the line below the call number so it can be included on the tab when it is made by the end-processors.