Inserted Material Collection

Materials inserted into books, such as recipes, correspondence and clippings can either be kept with the item (if the item is housed in an envelope or a CMI box) or the materials can be removed to the Inserted Material Collection.

Keeping materials with the item:

Include information about the laid in material in the 561 or 562 field as usual.

Make note of the type and number of inserted materials on the lower front area of the envelope or cmi box. This way it will be clear to patrons and staff that there are loose items inside the enclosure.

example: Includes 3 recipe clippings, 1 postcard and 1 photograph.

Placing inserted material in the Inserted Material Collection:

Box arrangement

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NOTE: Would be good to have the range of numbers in each box listed here and to be added to item records once Aeon is in effect and there are item record for MS materials. Need to call back boxes 1-3 to do this, make sure to log this before sending off more boxes to HD through Johanna. Boxes 1-4 are arranged and filed by Aleph number and kept at HD. The range of Aleph numbers in each box (boxes 1 – 4) is listed in the bibliographic record contents note. 

Starting with Box 5 they will be are arranged and filed by MMSID due to move to in Alma.

Procedures:

Holding record:

in field where laid in material is described (561 or 562) put the following note after describing the item being removed: (removed to Inserted material collection, call number MC 782, Box [enter box number here])

...

on the Left side of tab write MMSID, on the Middle of the tab write title, on the Right side of the tab write barcode.

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Curatorial File

Book dealers’ descriptions of materials (for example Linda Lacy research) are to be either kept with the item OR removed to the Curatorial File.  NOTE: Is this problematic? Would the folders need to be moved around between boxes at any point before being sent to HD? Interfiling?The Curator will determine and note this on a routing slip with the item.

Make sure the item's price is NOT on the books dealer's description. If it is, cut it off.

Keeping book dealer description with the item:

Include note in 561 or 562 field (so note displays in HOLLIS):  Book dealer’s description retained with item.

Write on item housing (CMI box or envelope): 1 pamphlet + book dealer’s description            This will make it clear to patrons and staff that there are loose items inside the enclosure.

Write barcode #, Schlesinger Library, &  "book dealer description"  on back of dealer description and place in housing with item.

Removing book dealer description to Curatorial File:

Include note in 561 or 562 field (so note displays in HOLLIS):  Book dealer’s description removed to Curatorial file.  Write barcode # of item, Schlesinger Library,  & "book dealer description"  on the back of the book dealer description. Give to the Curator.