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 Code List for Relators 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, with subfield 5, to the bibliographic record:
- 655 _7 $$a Annotations (Provenance) $$2 rbprov $$5 hou
- 655 _4 $$a Manuscripts in books. $$5 hou [if extensive]
- 655 _7 $$a Authors' copies (Provenance) $$2 rbprov $$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 annotator or $$e inscriber) and subfield $$5 hou; more than one relationship designator may be used if a person fills more than one function (e.g., $$e former owner, $$e annotator).
- If considered important 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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Historical note: Houghton no longer keeps physical dealer descriptions in the bibliographic file. Dealer descriptions can be discarded once the materials have been cataloged and the information has been transferred to the bibliographic and/or holdings records.
Loose objects
Objects such as feathers, dried flowers or leaves found in books should be housed appropriately, either in acid-free envelope or mylar sleeves. Mylar sleeves may be appropriate in most cases for sturdy objects; however, depending on the object's degraded stage (e.g., dried flowers, petals, etc.), it is always best to consult the conservation staff to examine the physical item and its fragility.
Retaining loose material
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with books:
Loose manuscript and printed
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material
In some cases, loose material is intrinsic to or otherwise associated with the publication: a purposefully loose leaf in an artist's book, for example, or a former owner's notes or correspondence referring to the text. 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 that end processing can include this warning on the tab or spine label.
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 advisable.
Loose objects
Objects/Specimens such as feathers, dried flowers or leaves found in books should be housed appropriately in acid-free envelopes/sleeves. Mylar sleeves may be appropriate in most cases, and the conservation staff can provide appropriate training; however, due to each object's varying stage of degradation, it is always best to consult the conservation staff to examine the specimen and its fragility (some may require the use of tweezers to transfer). If the specimens appear too fragile, or if there are more than two or three specimens, always consult the conservation staff first, as multiple Mylar sleeves can add thickness to the book and cause strain on the binding.