852 Location (Public)
- Linda Isaac
Shelving location
If it is considered helpful, add a 562 for items shelved elsewhere than their expected place and requires long explanatory note:
852 8_$$b HOU $$c PF $$h TypTS 970.99.782
562_ _$$a Housed in 3 boxes in W-3 Sub in Typ (horz) overflow area. $$5 hou
N.B. For size designation codes used in $$c, consult the Houghton Library Size Designations wiki page.
Caveat: For items going to HD, do not change the location code to HD; this is done at end-processing.
For shelving locations that are different from the noted sub-location codes (e.g., coded as PF but shelved elsewhere), place such note in parenthesis in $$m as briefly as possible:
852 8_$$b HOU $$c PF $$h TypTS 970.99.782 $$m (shelved in Hofer inner office)
852 8_$$b HOU $$c GEN $$h Inc 2352 $$m (16.5)
N.B. The reason for placing location note as part of a call number is purely for paging purposes. Notes in $$x or $$z will not carry over to Aeon to alert the paging staff.
Bound-with shelving location
Follow the guidelines provided in section V.10. 977 Field.
Multiple copies
When classing multiple copies, add a capital letter in parens at the end of the call number:
$$h 2022-258 (B)
$$h TS 8539.402 1680 (B)
$$h M1500.L95 $$i R6 1685 (B)
In the case of more than 26 multiple copies, add a double capital letter in parens:
$$h Sheet music 159 (DD)
Subfields x (non-public) and z (public) notes
Our legacy data holds copy-specific notes (506, 561, 562, 563) in 852 subfield x or z. Subfield x notes may remain for non-public notes, but subfield z notes in existing holdings records should be moved to the appropriate fields as indicated below.
"Reclassified from" note (non-public)
Add an 852 subfield x note: "Reclassified from [old number]"; for correlating 541 field information, see above.
N.B. If you reclass an item which is registered in Aeon, (for example, from *2001MT-1 to MS Thr 9999), edit the call number in the existing Aeon transaction to reflect both the old and new number: “2001MT-1 now MS Thr 9999." Also edit your call slip to reflect the new number. When the item is reshelved, it will be shelved in the new location and the old slip will be removed from the old location.
"Transferred from" note (non-public)
Add an 852 subfield x note: "Transferred from [source, e.g., Widener] [date, e.g. 20200602]"; for correlating field information, see documentation on 541 above. Consult the Acquisitions and Accessioning Special Topics wiki page for details on classified transfers.
Deaccessioned note (non-public)
In the past, duplicate and imperfect copies were often deaccessioned ("dHC rej.", i.e. Harvard College Library duplicate rejected, was the standard notation). This is not our current practice. If a curator or cataloger recommends that a specific copy should be rejected and deaccessioned in future, record the recommendation in field 852 subfield x:
852 … $$x This copy recommended for deaccession by [initials], [date].
Subfields z notes (public)
Move all existing subfield z notes to the appropriate field. The following are some of the notes that are currently found in subfield z from old records:
Items removed
Miscellaneous material is often found inserted into a volume. Examples of this are calling cards, bookmarks, scraps with ms. notes on them, and newspaper clippings. This material should be removed from the volume and put into the Bibliographic File or the P&GA Curatorial File (see Section V for further procedural details). However, materials that should be accompanied by laid-in items can be housed together if the item is in prefab or CMI (fragile or important items must be removed). Enter notes in 562.
562 $$a Calling card of "Mr. Smith" laid in; removed to Bibliographic File. $$5 hou
Dealer's description
Dealer descriptions are now scanned by the Acquisitions staff rather than placing physical copies in bibliographic files. When a dealer's description exists that contains other relevant information not included in the catalog record, a cataloger should make a 562 note to refer to the existence of the dealer's description,if considered important:
562 $$a Dealer's description, giving full collation and list of maps and their conditions, in Bibliographic File. $$5 hou