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Special Cases

This page provides guidelines for processing the following special cases:

Serials
Replacements for brittle items
Special Collections
Gifts
Other special types of materials

Serials

Pre-cataloging procedures, to be observed by Materials Control:

• Sort and de-dup serial issues
• Send fill-in issues for titles already in SUL to the Data Control Unit for processing according to the Serial Added Volumes and Fill-In Issues  guidelines
  Include collection profile documentation specifying 690 and bookplate requirements
• Manage the curator's review of duplicate issues and titles new to SUL
• Send the new titles designated for SUL to the MDU serials unit for cataloging
  • Include collection profile documentation specifying 690 and bookplate requirements
  • MDU staff search for copy and import records into Symphony where appropriate.
  • Serials requiring original cataloging will receive CONSER minimal level cataloging (Encoding Level 7), following the CONSER guidelines. These are linked from the Web site of the Program for Cooperative Cataloging
  • Local modifications to the CONSER minimal record requirements:
    • An LC call number will be assigned.
    • One subject heading (6xx) will be assigned.
  • If the curator has requested special analysis of specific articles in the serials (so-called "in" analytics), see the Serials Analytics document.
  • Hardbound serials will be barcoded and sent to Binding and Finishing for end processing.
  • Unbound serials will be marked with call number by the cataloger and sent to the Serials Department for stamping and delivery to the final shelving location.

For more information on processing serials, see the Serials Cataloging Workflow document.

(Manual check-in cards are not set up for titles new to SUL; holdings for such titles are recorded on-line at the time of cataloging. For detail see Serials holdings under Cataloging Standards.)

Replacements for brittle items

Replacements are typically microforms or paper copies, acquired as "hits" from outside sources, or reformatted in-house in microform or photocopy. The departments involved in the process of making them available to the user are Reformatting and Preservation, Ordering, Receiving, Cataloging, and Binding and Finishing.

Integrate processing of replacements into regular workflows when they require no special handling. Examples of cases when replacements may require special attention and possibly additional guidelines outside of the regular stream:

• A collection-specific 590 local note or a 690 access for the collection, or both, must be added to the catalog records, or a bookplate must be added to the volumes
• Replacements in microform are ordered as single titles but received on multi-title reels
• Tracking of expenditures is required
• Sheer volume of materials

Special Collections

Follow routine guidelines and apply exceptions requested by the Department of Special Collections. The exceptions are worked out on a case-by-case basis.

Gifts handled as collections

Pre-cataloging negotiations with the curator are handled by the Gifts and Exchange. Collections may arrive in Materials Control as part of regular gifts flow, in partial batches or in large quantity as arranged with the Metadata ; they may be already sorted and de-dupd, without on-line acquisition records and with instructions for special treatment, such as local notes and 690 access for the collection on the bibliographic records, and bookplates.

Follow routine guidelines for collection processing and observe the instructions for special note, access and bookplate supplied by Gifts and Exchange. If there are no such instructions, double check with the Gifts and Exchange or the curator as appropriate. If required, the local note would typically be a standard 590 note for Stanford copy.

Other special types of materials

Rare books, manuscripts, archives, and music, are often contained in collections and are candidates for locations other than Green Stacks/SAL.

Consult with the curator for the collection in hand and, if needed, work out an arrangement with the designated location for the transfer and processing of materials.

Last modified: November 20, 2008