TRANSFER PROCEDURES August 13, 2004
- General information regarding locations
In general, the shelving location for an item is based on its classification number. However, titles housed in REFERENCE, REF-DESK, OPEN-RES can include classification numbers throughout the LC classification. In addition, STACKS-1 currently has selected KF titles. When items are received on the transfer shelf, they are discarded or sent to locations based on classification number.
Most U.S. law is shelved in STACKS-3 and has a first line call number of KF through KFZ. Each state has a three letter sequence that corresponds to the name of the state. For example, KFA 1-1199 is Alabama. Note that California (KFC1-1199.5) is an exception and is shelved in STACKS-2.
All other LC classification numbers A through Z are sent to BASEMENT. The old Law classification is also shelved in the BASEMENT prior to reclassification.
- STATE CODES
- Multiple copies
Keep the best copy and discard additional copies. Remove additional copies from the record. If copy 2 is retained, you may 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 should be taken from the revision date on the title page if any, or the publication/copyright date on the t.p. verso; ask if you are uncertain
Example: KFA30 1975 .A24|zTIT.3/4 becomes:
KFA30 1975 .A24|zTIT.3/4(1988)
Softbound vols.:
- Indexes, should already have dates: INDEX:A/E:1999
- Supplements that accompany hardbound volumes should have a date that matches their hardbound volume:
Hardbound: KFA30 1975 .A24|zTIT.3/4(1992)
Supplement: KFA30 1975 .A24|zTIT.3/4(1992):SUPPL.:1995
Because of the call number limitations of Unicorn, you may need to edit the call number to fit in the information
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 item 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
Affix BASEMENT sticker to vols. being transferred to the BASEMENT, followed by a SUPERSEDED sticker.
Recycle or put discarded vols. on DISCARD VOLS. shelf (or bag)
- Statistics
Count the discarded volumes and add to the statistics sheet, section DISCARDS/LOST, Serials, Volumes.
UNITED STATES CODE ANNOTATED
- Online
- Bound vols.
Copy 1: change online location to BASEMENT, add year after the call letters (as on the State Codes above)
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 and SUPERSEDED stickers. The supplement in this instance is the last cumulation for the hardbound volume. Be sure to keep this cumulation.
Example: KF62.5 .W45 T.10:SEC.1/185 is replaced together with its supplement.
Edit the call letters: KF62.5 .W45 T.10:SEC.1/185(1992) and also the supplement:
KF62.5 .W45 T.10:SEC.1/185(1992):SUPPL.1998
Copy 2: discard and delete item records from the catalog
- Physical processing
Affix BASEMENT and SUPERSEDED stickers to all volumes being sent to BASEMENT.
- REFERENCE, OPEN RESERVE, AND OTHER TITLES
- Titles with Marc Holdings
Titles with more than one copy may have multiple Marc Holdings fields if the copies are handled differently. If two Marc Holdings fields are present, be sure to open both and read the instructions there. Generally it will indicate whether the replaced vol. should be discarded or retained. The 852 or 866 field will include notes such as: “Discard when replaced” or “Library has latest only.” Since the volumes will be sent to BASEMENT or STACKS-3 depending on classification number, change any notes to indicate the current location. For example, if a title has a KF call number, make certain that the note indicates that previous years/editions/etc. are sent to STACKS-3. Follow the instructions and ask if you have any questions or if there is no retention policy or instruction in the Marc Holdings.
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.
- Titles without specific instructions in Marc Holdings
- Monographs (excluding casebooks)
When Reference staff decides that an item is out of date or when a new edition is received for a title in REFERENCE or OPEN-RESERVE, the volumes are sent to the floor corresponding with the LC classification number.
Monographs are sent to STACKS-3 if the first line of the call number is KF (U.S. law) through KFZ (each state begins with a three letter sequence that corresponds to the name of the state:
for example, KFA1-1199 is Alabama.
(California, KFC1-1799, is an exception and is shelved in STACKS-2.)
All other call numbers are sent to the BASEMENT. Since the call number determines the shelving location, location stickers are not necessary for monographs that come through the transfer process.
Check for any Marc Holdings fields—ex. if an item has a CD-ROM or a supplement, and change the location there. If a volume has pocket parts or other supplements, check for a serials control record. If an ACTIVE record is found, print out and refer the volumes to cataloging staff to evaluate. (Other areas of the bibliographic record may need to be addressed.)
- Casebooks
Casebooks may have a Marc Holdings field, but it will generally apply only to its supplements.
The library follows 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.
When a later edition replaces a casebook that is in OPEN-RES, the previous edition is sent to the STACKS-3 or BASEMENT, depending upon the classification number (either 1 or 2 copies depending on the authors as explained above.) If one copy is in better condition than the others, keep it and change the copy number online if necessary.
Online
Change the location to STACKS-3 or 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 (ex. .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 or STACKS-3.
Check to see if there is a serials control record that is still ACTIVE, and print out and refer to cataloging staff. The cataloger will normally take care of this as the new edition is cataloged and will need to check to see if other areas of the bibliographic record need to be updated.
Physical processing:
Remove any OPEN-RES or REFERENCE stickers.
- 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.