Tech Services Staff Department Manual R C P Online Resources

 

TRANSFER PROCEDURES

Updated Feb. 11, 2002


  • Code of Federal Regulations

Online, change the LOCATION to BASEMENT.

Check the online call letters; if date of vol. is not included at end, add date in parentheses.

Affix BASEMENT sticker. Add date to inside call letters if you added them online.

  • State Codes
  • Multiple copies:
    •

    Keep the best copy and discard additional copies. Remove additional copies from the record. If copy 2 is retained, you will need to redo a label that omits the c.2 designation.

  • Online:

Hardbound vols.:

LOCATION: Change to BASEMENT.

Add vol. date to the end of the call letters in parentheses. Date may be taken from the title page or verso; ask if you are uncertain.

Example:
TDR D 1943|zTIT.3/4 becomes:
TDR D 1943|zTIT.3/4(1988)

Softbound vols.:

  • Indexes should already have dates: INDEX:A/E:1999

  • Supplements that accompany hardbound volumes should already have dates:

TDR D 1943|zTIT.3/4(1992):SUPPL.:1995

For both of the above, change the LOCATION to BASEMENT
  • Supplements that are replaced by cumulative supplement volumes, ex. 1988/1997 replaced by 1988/1998: discard and remove volume record from catalog. Eventually the hardbound volume will be replaced, and the old volume and its last supplement are sent to the BASEMENT.
    • Physical processing

Hardbound vols.: Add the date to the inside call letters if you have added it online, but do not redo the spine label.

Affix BASEMENT sticker to all items being transferred to the BASEMENT.

Recycle or put discarded vols. on DISCARD VOLS. shelf.
    • Statistics

Count the discarded volumes and add to the statistics sheet, section DISCARDS/LOST, Serials, Volumes.


  • United States Code Annotated
    •

    • Bound vols.

    Copy 1: change online location to BASEMENT, add year after the call letters (as on the State Codes above) and affix BASEMENT sticker.

    Copy 2: discard and delete item record from the catalog.
    • Softbound supplements replaced by later cumulation

Copy 1: Supplements that are replaced by cumulative supplement volumes, ex. 1988/1997 replaced by 1988/1998: Discard earlier supplement and remove item record from the catalog

Copy 2: discard and delete item record from the catalog.
  • Bound volume plus supplement

    • Copy 1: change online location to BASEMENT, add year after call letters, and affix BASEMENT sticker. The supplement in this instance is the last cumulation for the hardbound volume. Be sure to keep this cumulation.

    Example: TFA DA T.10:SEC.1/185 is replaced together with its supplement.

    Edit the call letters: TFA DA T.10:SEC.1/185(1992) and also the supplement:

    TFA DA T.10:SEC.1/185(1992):SUPPL.1998

    Copy 2: discard and delete item records from the catalog
    • MONOGRAPHS
    • Form Letter "A" (but not foreign)

    These volumes are sent to STACKS-1, together with their supplements. Marc Holdings should spell out the retention policy. However, as a general rule for monographs with form letter A, we keep only the latest CUMULATIVE supplement. If supplements are not cumulative, keep all of them.

    Change the Location to STACKS-1, change the Type to LAW-STKS, and remove the OPEN-RESERVE sticker.

    When you have completed the online work, be sure to check the record online to ensure that all volumes of the edition have been transferred. If you are missing volumes, check the shelf and ask Circulation to search for it if you cannot find it (or put a hold on it if it is circulating). Be sure to add a short note in the COMMENT field that spells out what is needed.
    (Example: .COMMENT.send vol. to STACKS-1 when returned)

    Update the Marc Holdings (if any) if you have sent the whole set to a new location.
    • Form Letter "B" or Casebooks

    The library follows a different procedure for casebooks, including two policies for casebooks, depending upon whether any of the authors is a professor at Stanford Law School. For titles with Stanford Law School authors, we retain two copies of all volumes. We keep only one copy of all other titles. In addition, for casebooks we retain at least one copy of all cumulative supplements and do not discard earlier cumulations as we do for other types of materials.

    When a later edition replaces a casebook, the previous edition is sent to the BASEMENT (either 1 or 2 copies depending on the authors as explained above). If one copy is in better condition than the others, keep it, change the copy number online and inside the book and relabel if necessary.

    Online:

    Change the location to BASEMENT for volumes being retained.

    Delete the item record for volumes being discarded.

    Check the record when you have finished to be sure that all volumes of the edition have been transferred. If you are missing volumes, check the shelf and ask Circulation to search for it if you cannot find it (or put a hold on it if it is circulating). Be sure to add a short note in the COMMENT field that spells out what is needed if you put a hold on the volume.
    (Example: .COMMENT. send vol. to BASEMENT when returned)

    Update the MARC Holdings (if any) for the new location if you are sending a complete set to the BASEMENT. Close the open date in the 867 field.

    Physical processing:

    Affix BASEMENT sticker, removing any other location stickers that may be on the spine.
    • Reference, Open Reserve, and other titles

    Open the Marc Holdings and read the instructions there. Generally it will indicate whether the replaced vol. should be discarded or retained, and will tell where the retained vols. are shelved. The 852 or 866 field will include notes such as: "Discard when replaced" or "Library has latest only" and will indicate whether retained vols. are sent to the BASEMENT or to STACKS-1. Follow the instructions and ask if you have any questions or if there is no retention policy or instruction in the Marc Holdings.

    Call letters that begin with V do not require BASEMENT stickers, since they are only shelved in REFERENCE or in the BASEMENT. You will need to remove the REFERENCE sticker, however.

    Be sure to delete the item record for volumes that are being discarded, unless there is only one item on the record. In that instance, please ask for withdrawal instructions.

    Update the Marc Holdings (if any) if you send all volumes of a title to a new location.
    • STATISTICS

    Count all the volumes that you discard and enter on the Statistics sheet under DISCARDS/SERIALS or DISCARDS/MONOGRAPHS. If you are unsure of what type of material you are discarding, please ask. (For example, a hardbound casebook for which you are discarding copy 2 is a monograph.)

    No other statistics need to be kept for transfer items.



    Tech Services Staff Department Manual R C P Online Resources