Do NOT try to remove labels, check out slips, etc. Do NOT mark out spine labels, UMBC property stamps, etc. Do NOT write call numbers or collection codes into the book. 

Rule of thumb is to add no new marks to any material going into Special Collections. 

I. Open Aleph Cataloging Module.

II. Item work

            Collection codes are NOT changed in the item. They are changed automatically when the Holding record they are linked to is edited.

1. Check for collection for transfer. There should be a note or flag.

2. Wand in the barcode either on the item or on the Special Collections book tag to open the item. If there is no barcode, set aside.

3. Match the title and the call number on the spine label or book tag to the record in Aleph.

4. If there are multiple BC items, and you have all of them, proceed.
   If you do not have all BC items attached to the bib record, send an email to person coordinating the transfer. Include system# of bib record, number identifying the missing items (e.g. volume number, etc.).
   Set items aside until you have them all, or directions on how to proceed. If only some items are being transferred, an additional holding for the new location will need to be added. Seek assistance if needed.
   Go back to beginning with a different item.
   
   
   

5. Edit Item Status –
        All Collections in Special Collections have an Item Status of   3  Non-Circulating
        

6. If there is a barcode on the item, do NOT attempt to remove it. 
   Place a new barcode on a small piece of backing paper and wand the barcode into the Barcode box of the item. 
   This replaces the old barcode with the new one. It will also save the item to server.  

7. Do NOT cross out the spine label, or UMBC property stamps. 

8. Place a red Special Collections flag for the appropriate collection in the item.  

9. Repeat above until all items on bib record are done, then go to Holding work
   
   
   

III. Holding work  

1. Click tab 6—HOL Links

2. Click Edit button on right

3. In HOL record edit 852 $c to match the destination collection
        See list of Special Collections Collection Codes
           SPGEN = Special Collections General

4. Save to server.

IV. Paperwork

1. Print out the bibliographic record

2. Paperclip the barcode to upper left corner of printout 

3. Write appropriate collection name (see Special Collection codes chart), your initials and date in upper right hand corner of printout.

4. Call number 

   1. Highlight the call number you are using on the printout. 

   2. Make sure it matches the number in the Holding record.

   3. Add the volume number if it is appropriate.

   4. Highlight 100 field $a (if there is one)

   5. Highlight 245 $ a

5. Printouts with highlights and barcode paper clipped to it go in the Special Collections tag typing basket.

6. Completed items are place on the Special Collections truck. 

V. Taking statistics:

1. DBM statistics:
   Mark HOL edited for each HOL edited
   Mark ITEM edited for each ITEM edited
   
   
   

2. Collection statistics:
   On ADDITIONS page
        a. Write “tr” in Type column for Transfer
        b. Record number of titles and volumes in columns for the collection being transferred into using the Non-Purchased column
   
   On WEEDS/SUPERCEDES/TRANSFERS page
        a. Write “tr” in Type column for Transfer
        b. Record number of titles and volumes in columns for collection being transferred from

          Note: the count for ADDITIONS and WEEDS/SUPERCEDES/TRANSFERS should be the same.  For multi-volumes, count 1 title and each item as a “volume.”  For example, a 5-vol. set should be recorded as 1 title, 5 volumes.