Michigan State University

Transfer MSU Library Materials from One Location to Another

Faculty Book Collection - out

Cesar Chavez - out

Conservation Lab - in

Conservation Lab - out

Manuscripts

Special Collections RARE Books and Pre 1866 Transfer

Theses Transfers

Transfer Items out of the Faculty Book Collection

Special Collections (Stephanie Perentesis, Pat Olson, Peter Berg) weeds the Faculty Book Collection about once a year, usually during the summer.

Check list when transferring out of the FBC:

  • Verify whether “dv” is the only location, or if there are multiple locations on the record.
  • Check the bib level and give any serials to Lynn. 
  • If the bib record has multiple locations, check to see whether or not all the locations are using the same call number. Ask a trainer if you are not sure how to make call number adjustments.
    • The primary location on the record should have its call number in the bib record.  Additional call numbers are inserted into all check-in and item records.
    • There are exceptions to the above rule, especially when the primary location has only one item record and the secondary location has many item records, you can ask a trainer to make an exception for placing the primary call number in the item records.
  • Change bib location from dv to the appropriate MSU library location.
    • If bib record contains multiple locations, double click on MULTI and then change dv to the appropriate MSU Library location.
  • Leave the 590 note “MSU Faculty Book Collection” in the bib record.
  • Save bib records changes and go to summary to make changes to the item/check-in records.
  • From the all records summary view, look for an order record.  Make a printout and write on the SHEET “includes order record.”  Or, from the summary screen, if authorized, open the order record and insert a note that the piece has been transferred from dv to mn (or whichever location). Verify copy number and location on order record.  Insert note: “Transferred from dv to mn per (bibliographers initials if available)“dhr.” (date.initials)”

ITEM Record Changes

  • Change the item record location to the appropriate location code.
  • Leave the “f” in the ICODE2. Also leave the “f” ” Staff note “(2014) needed for Faculty Book reception” in the item record.  Faculty books are considered part of the FB collection even when they are transferred to another location.

Changes to the Physical Piece

  • Stamp “PREVIOUSLY SHELVED IN FACULTY BOOK COLLECTION” near the date due slip.  If there isn’t enough space by the date due, place the stamp on the inside cover near the ownership stamp.
    • The stamp’s purpose is to prevent the book from later being withdrawn from the collection without first getting Peter Berg’s approval.
  • Remove the book jackets if there are any. Place book covers in recycling box in Acquisitions.  Plastic covers can be placed in a recycling bin.
  • Books without plastic book covers:  Remove the “FACULTY BOOK COLLECTION” label from the spine.  This label may also be located next to the call number on the front cover.   
  • Duplicate barcodes if needed.
  • Where to place the finished book:
    • Main books are placed on the CATMAN Return to Main Stacks truck.  
    • Branch books go to a staff to place in-transit. Then place books on the Branch mail shelf. 
    • Books for Internal branches are placed on their appropriate shelves.

Transfer Books into or Out of Cesar Chavez Collection

  • In most cases you will be transferring books from Chavez to Main or vise versa for transfers.
  • Verify whether "mn" (transfer to) or “cv” (transfer out) is the only location or are there multiple locations on the record.
  • Check the bib level and give any serials to Lynn.
  • If the record is a multi-location, verify that both locations are using the same call number. Look at the bib call number and look for a second or third call number in all of the item and check-in records. Ask a supervisor for help if the call numbers are different.
  • From all records summary view, look for an order record.  Make a printout and write on the SHEET “includes order record.”  Or, if you are authorized insert a transfer note including note, selectors name who authroized transfer, and date.initials.
    • Change the bib location from cv or vise-versa if transferring into Chavez collection.
      • For single locations, change cv to the appropriate location such as mn.
      • For multi locations, double click in the bib location MULTI and then you can change cv to the appropriate location.
    • Transfer OUT
      • Black out the “Chavez Coll.” stamp that is stamped above the hand written call number inside the book.
      • Leave the Cesar E. Chavez Collection plate in the book.
      • Stamp a “PREVIOUSLY SHELVED IN CESAR CHAVEZ COLLECTION” (see Lisa E. for stamp) on the inside cover near the Cesar E. Chavez Collection sticker.  This will prevent questioning whether the book should be returned to the Chavez Collection.
      • Remove the two yellow “C” stickers.
    • Transfer to
      • Stamp “Chavez Coll.” above the hand written call number inside the book.
      • Place a Cesar E. Chavez Collection plate inside the front cover of the book
      • Add the two yellow "C' letter stickers above call number on the spinr, or below the call number on the front of the book.
  • Place the finished books on the CATMAN Return to Main Stacks truck.
    • Give to staff to check branch books (In-Transit) before putting them on their mail shelf.

 

MSU Transfer TO the Conservation Lab

  • Verify that you are in the correct record and that the call number matches.
  • Check bib level and give serials to Lynn.
  • If the record is a multi-location, verify that both locations are using the same call number. Ask a supervisor if the call numbers are different.
  • If needed change the bib location to mn.  The location may already be mn.
  • Hand write “Con Lab” above the call number on the piece.   
  • Item record changes
    • Verify that the barcode is in the item record and that it matches the barcode on the piece.
    • Change the item location to mnprv.
    • Insert “P in the IMessage
    • Item IType should be 198 for MelCat non-requestable.
    • Insert this “m” SUPERVISOR note, “Permanent cat review, ok to check out! (date.initials)”
    • Insert this (“e”) PROBLEM note, “CATMAN: return piece to the Conservation Lab. Do not remove this problem note and the p in Imessage! (date.initial)
  • The call number label on the piece should include “Con. Lab.
  • Supplementary materials stay with the piece while in the Conservation Lab.  This (“e”) problem note should also be inserted in all supplementary item records,  “Do not remove this problem note or the p in the Imessage! 5/13/14.lme”
  • Place on the RUSH truck when finished.  Label should have “Con. Lab” typed above the call number on the outside of the book. If the spine is too narrow, place “Con. Lab below the call number on the front cover.

Transfers OUT of the Conservation Lab.

  • Verify title and change the bib location to the appropriate two letter code.
  • If the record is a multi-location verify that both locations are using the same call number.
  • Change the item location mnprv to the appropriate location mn, etc.
  • Change the “p” IMessage to a “-“ dash for no message.
  • Remove both the “m” supervisor and “e” problem notes.
  • Remove 198 from the IType field.
  • Erase the hand written “Con. Lab” that is typed above the call number.
  • Save Changes.
  • Place the book on the relabel shelf to remove “Con. Lab” from above the call number label on the outside of the book.

Transfer Special Coll. Manuscripts from spmss to SPREM (Call # MSS- )

  • Bib location "sp"
  • Transfer item location to "sprem"
  • IType 199 and status "o"
  • Insert bib note: n    590              MSU: The material is stored offsite in Remote Storage. Please contact Special Collections 3 working days in advance if you wish to use it.
  • Item record changes
    • Transfer item location to "sprem from spmss"
    • IType 199 and status "o"
    • Insert "m" supervisor note: "For use in Special Collections only. Return to Remote Storage."
    • Insert box number in the volume field:  Box 19
    • Barcode number will be provided. Insert the barcode that starts with M.

Special Collections RARE (SPRAR)

SPRAR Special Collections Rare (Selectors will specify to have books sent here)

  • Bib location "sp"
  • Transfer item location to "sprar"
  • IType 199 and status "o"

Special Collections pre 1866 Transfers to (SPREM) Remote Storage (Mark or Chris pull from stacks),

  • Bib location "sp"
  • Insert an "n" 590 bib note: MSU: The material is stored offsite in Remote Storage. Please contact Special Collections 3 working days in advance if you wish to use it.
  • Oversize books:
    • Sort out books that measure over 30 cm or larger.
    • Insert folio in front of the "c" tagged call number field.
      • Records held by more than one location, insert the call number into the item record. Insert a new "c" tag 090 call number and type "|ffolio|a" followed by the remainder of the call number.
      • Single location records, insert folio in front of the call number in the bib record.
        • The indexing call number field has a "c" tag at the beginning of the line. Folio is entered by adding, |ffolio|a to the beginning of the call number.
        • If the "c" tagged call number is an 050 call number, change the 050 from a "c" tag to a "y" tag.  Then insert a new "c" tag 090 call number and type "|ffolio|a" followed by the remainder of the call number. The 050 call number remains in the record in it's original state and be tagged with a "y"
        • If the "c" tag call number is already an 090, insert "|ffolio|a in front of the call number.
    • Place a Special Collections folio tab inside the oversized books.
  • Item record updates:
    • Change item location to sprem (MSU SPEC COLL REMOTE)
    • IType 199 and status "o"
    • Insert this "m" Supervisor note: For use in Special Collections only. Return to Remote Storage.
  • Contact Stacks Maintenance Supervisor when these are ready for pickup.

Transfer MSU Unique Theses Books to Special Collections (sprth) Unique Collection

  • MSU theses. Theses from other universities will have LC call numbers and shelved with Main books.
  • Bib locations sp,th (Shelved at Remote Storage)
  • Bib call number i.e. c 099 123 647 THS
        • Insert a new "c" tag 090
        • Change the 090 to 099, both indicators are blank,
        • Type the accession call number followed by one space and then THS.
    • Single location records, insert the call number in the bib record.
      • The indexing call number field has a "c" tag at the beginning of the line.
      • Enter the accession number and followed by a space and then type THS.
      • If the "c" tagged call number is an 050 call number, change the 050 from a "c" tag to a "y" tag.  Then insert a new "c" tag 099 Thesis accession call number. The 050 call number remains in the record in it's original state and be tagged with a "y"
    • Records held by more than one location, insert the "c" 099 accession call number into the item record. Insert a new: change the "c" tag 090 to a 099, both indicators are blank, type the accession call number followed by one space and then THS.
  • Insert 590 bib note: "MSU: The material is stored offsite in Remote Storage. Please contact Special Collections 3 working days in advance if you wish to use it."
  • Item Record Changes
    • item location "sprth"
    • Item Itype 199
    • Status "o"
    • Insert "m" supervisor note: "For use in Special Collections only. Return to Remote Storage."
    • Insert call number for records held by more than one location.
  • Special Collections does not duplicated barcodes onto the back of the books.
  • Thesis should have the THS call number (i.e. 099 123 647 THS) on the spine for shelving by accession number.

Transfer Circulating Theses to Remote (thrpr) location

  • Bib location th (Shelved at Remote Storage).
  • Bib call number (i.e. c   099 123 647 THS).  See above (sprth) instructions for inserting the thesis call number if not already in the record, or if the record is held by another location.
  • Insert bib 590 note:  "MSU: The material is stored off site. Please request materials 3 days ahead of your visit."
  • Item Record Changes
    • Item location "thrpr"
    • Item Itype 198 (MelCat non-requestable)
    • Status "-" Available
    • Insert "m" supervisor note: "Return to Remote Storage."
  • Duplicate 31293 barcode onto the back of the book if needed.
  • Place the THS call number (i.e. 099 123 647 THS) accession number on the spine of the book, or if the spine is too narrow place the label on the front top left corner of the front cover.

Transfer Theses to Remote (thrmc) Microfilm Location

  • Bibl locations th and mc (Shelved at Remote Storage).
  • Call number (i.e. c 099    5860 THS Microfilm
  • Item
    • Status "o" (same codes in other microfilm)
    • Insert "f" staff note, "f    MSU thesis microfilm."
    • Insert "m" Supervisor note, "m  Return to Remote Storage."