3.4.5e Barcodes, Bookplates, Folders, Flags

I. Objective

This document explains the barcoding, bookplating, foldering, and flagging policies for Special Collections materials. The bookplating and flagging policies allow Special Collections materials to be easily located and identified. The barcoding policy allows individual items to be securely linked to their bibliographic descriptions in the Library catalog and allows the circulation system to be used to circulate materials into the reading room (or elsewhere, such as Interlibrary Loan).

II. Instructions

A. Barcodes

In order to ensure bibliographic control and facilitate using the Integrated Library System to circulate items into the reading room and elsewhere, each item in the collection is associated with a barcode. The barcode number is recorded in the catalog record for the item, and the barcode itself is physically placed with the item, either on a bookplate attached to the item or on the folder in which the item is housed (see B. below).

Manuscript and archival collections. Generally, manuscript and archival collections are barcoded on the top-level containers (usually boxes, as opposed to folders) instead of barcoding individual items. Exceptions are made on a case by case basis in consultation with the curator and the technical services archivist.

B. Bookplates and Folders

Pre-gummed bookplates are available for each collection (e.g., Rare, Americana, Vault, Music Special Collections, etc.). It is anticipated that these collections will remain stable, i.e., no new discrete collections will be added to Special Collections (e.g. for donations of large collections). However, a new bookplate may be designed for donors of new collections. Such collections will be classified into one of the existing collections. Donor bookplates, if any, will be attached to the item in addition to the standard bookplate for the main collection.

1. Items that can stand on the shelf without support (e.g., books, pamphlets and scores with stiff covers, etc.).

a. Type or print the call number on the upper left side of the bookplate

b. Attach the barcode (which has been linked to the catalog record) to the bottom of the bookplate

c. Generally, attach the bookplate to the top left hand corner of the inside of the front cover, moistening only the top 1/4 inch or so (i.e., the plate is only attached at the top). Avoid placing the attached portion of the bookplate over signatures, other bookplates, etc., although the part of the bookplate that can be lifted may cover that sort of thing.

2. Items that cannot stand on the shelf without support (e.g., most pamphlets, sheet music, etc.).

Either

House the item in a folder, which will be housed in a box (e.g. a pamphlet series), or an envelope. Generally use the smallest standard-sized folder appropriate to its size. (Note: the size of the folder will affect the choice of call number.)

a. Write the full call number, including the collection name, across the top of the folder or envelope so that it is visible without opening the folder or envelope.

1. For most paper folders, write the call number across the back flap, which protrudes above the front flap

2. For folders that do not have a protruding back flap, write the call number near the top of the front flap (e.g., folio-sized folders)

3. For envelopes, write the call number near the top of the envelope as it will sit on the shelf

b. Lightly write the call number, including the collection name, in pencil in an unobtrusive place on the item itself (e.g. on the back of a broadside, the verso of the cover, etc.). This is so that if the item gets separated from its folder it can be identified.

c. Place the barcode (which has been linked to the catalog record) on the upper right hand corner of the front of the folder or envelope.

Or

House the item in a stiff pamphlet folder (e.g. a tri-fold) that can stand on the shelf without support.

a. Prepare a bookplate and attach it to the folder following procedure “1” above.

b. Generally, lightly write the call number, including the collection name, in pencil in an unobtrusive place on the item itself (e.g. on the back of a broadside, the verso of the cover, etc.). This is so that if the item gets separated from its folder it can be identified.

Note: Boxes that contain series of foldered pamphlets have an appropriate bookplate with call number attached to side of the box facing out in the stacks.

3. Media

a. Create a bookplate following procedure “1” above.

b. Insert the bookplate into the plastic clamshell case so that the call number and barcode are visible without opening the case. For box sets and other cases that don’t allow for bookplate inserts, attach the bookplate to the case using a mylar strip. For multibox sets each box should be bookplated/barcoded.

C. Flags

In order to easily find and identify individual items on the shelf by call number, a flag of acid-free paper is placed in the book in a manner that is visible from the shelf.

a. Type the call number, including the collection name, on both sides of the flag

b. Insert the flag in the book. The flag is normally inserted on a front flyleaf, but it may be inserted anywhere in the book.

Maintained by: Bob Maxwell

Implemented: May 2003

Last updated: 18 June 2021 (addition of manuscripts/archives policy)