Many books have material added that is not inherent to the original publication. The two most prevalent categories are manuscript annotations and inserted ephemera. Houghton has developed a variety of routine local strategies for addressing such classes of material.
V.6.1. Manuscripts in books
Printed items often contain manuscript markings. Routinely, these are noted in the 561 of the holdings record and, if applicable, the name of the former owner or annotator is traced in the bibliographic record in an added entry, with the appropriate relationship designator(s). (See RDA Appendix I, the RBMS list of relationship designators, and MARC guidelines and terms for vocabulary and usage.) However, on occasion, an item will often be found to contain significant manuscript additions or insertions. Treat these as noted below.
HISTORICAL NOTE: It was previously local practice to add an 006 control field for manuscript language material to book records containing manuscript material. In light of problems this creates with OCLC matching, as well as concerns over the appropriateness of the field for this purpose, this step has been eliminated.
Manuscript markings in books:
- Describe the annotations in a 562 note (or in a 561 note if related to provenance).
- Add the appropriate 655 fields, coded |5, to the bibliographic record:
e.g. Annotations (Provenance) …
Manuscripts in books. |2 local [if extensive]
Authors' copies (Provenance) [if extensively marked up by the author]
- If the item is annotated by an identifiable person (in which case, the note goes in the 561), add a 700 for the person with subfield e annotator and subfield 5; more than one relationship designator may be used if a person fills more than one function, e.g. $$eformer owner, $$e annotator.
- If considered important enough, consult with the appropriate curator to see if restricted access is desirable; if so, create a 506 note in the holdings record according to Houghton's Restrictions Policy and make sure that the routing slip is annotated so that the end-processors know to add this below the call number on the tab.
Manuscripts tipped- or bound-in:
If the manuscript is loose, partially detached, or otherwise in jeopardy, consult with the Manuscripts Section as to whether it should be removed. If the manuscript is securely attached to the item:
- Follow steps 1-4 above, and
- Add a 700 for the author of the manuscript (if different from the author of the printed work) and the recipient (if any), with subfield e correspondent or subfield e recipient, as appropriate, and subfield 5.
V.6.2. Loose material
(with the exception of detached leaves, which are treated differently; see Section XII.3.)
Loose manuscripts inserted:
Loose manuscripts such as original autograph or typescript letters should be removed from the item and forwarded to the Manuscript Section together with a copy of the item's cataloging record. The holdings record should include an 852 | z note stating that the manuscript was present at the time of cataloging and was removed to the Manuscripts Section for separate cataloging. (Usually, this means accessioning as a manuscript, a note in the manuscript record about its original location, and insertion into the Autograph File.)
852 8_ |b HOU |c GEN |h AC9.W4688.957p |z Three leaves of manuscript material inserted (removed to the Manuscript Section for separate cataloging)
Loose printed material:
All other material – such as dealer's descriptions, bibliographical notes with quotations from Brunet, calling cards, anonymous scraps of notes, bookmarks, prospectuses, unrelated printed ephemera – should be put in the Houghton Bibliographic File or the Printing and Graphic Arts Department Curatorial File with an 852 subfield z note to this effect. Optionally, if deemed not useful it can be discarded. Do not send these to the Manuscripts Section.
852 8_ |b HOU |c GEN |h AC9.W4688.957p |z Old bookmark inserted (removed to the Bibliographic File)
852 8_ |b HOU |c GEN |h Typ 970.99.2022 |z Dealer's description inserted (removed to P&GA Department's Curatorial File)
NOTE: In some cases, loose material is intrinsic to the publication (when present, usually so noted in the bibliographic record); in these instances, keep the material with the book and request that a case be made; the routing slip should have the phrase "(LOOSE MATERIAL)" added on the line below the call number so it can be included on the tab when it is made by the end-processors.