Bibliographic Policies & Procedures Advisory Group

POLICY NO. 20
REVISION - June 10, 2003
STORAGE PROCEDURES FOR UPDATING THE CATALOG

Storage

Material may be stored in either the off campus storage facility Kentucky Underground Storage (a.k.a. KUS, Highbridge, Caves, Off Campus Retrieval) or the on campus storage facility King Addition (a.k.a. King South, King Annex, King Storage Retrieval). Past practice has sent uncatalogued material waiting to be processed to the off campus storage facility or backfiles of journals that were sent prior to the retrospective conversion and may not be in the online catalog. Information concerning access to these collections is available on spreadsheets maintained in the service centers. Material stored in the on campus storage facility (King) includes material left behind for Science and Engineering during the move to Young. These procedures cover sending processed material to a storage facility.

BASIC PREMISES FOR ALL STORAGE FACILITIES:

  • Storage locations are used for the housing of seldom used material. Generally, new material is not sent to a Storage location. Notable exceptions include SuDoc, technical reports and Kentucky Documents.

  • The library sending material to any Storage location will be responsible for updating all records and notifying the appropriate people the material will now be in storage.

  • The library sending material to any storage location remains the "owner" of the material in all aspects of maintenance, statistics and decisions of future treatment.

  • Materials should have records in the online catalog. If records are not currently in the catalog, the appropriate cataloging center should be consulted.

  • Monographs (including sets) should have item records in the online catalog.

  • Serials and sets should have complete holding records in the online catalog.

  • Problems should be resolved before they are sent to Storage.


    • Basic premises for off campus storage facility

  • It is recommended that material is packed upright, flat or spine down in acid free boxes, with the hand holes covered by Tyvek tape. It is important to fill the boxes vertically and level to avoid crush when boxes are stacked.

  • The off campus storage facility is for the storage of little used material. Generally, new material is not sent to Storage.

  • All problems are resolved before they go off-campus, as they cannot be resolved later.

  • It is recommended that all material is reclassified from the Dewey Classification system to the Library of Congress or other appropriate classification system.

  • Box numbers will be recorded in Voyager in addition to changing to the Remote storage location.

  • Inventory sheets accompany the material to the off campus storage facility. They are prepared with box number, title, and call number. Volume range/dates are included for serials and barcodes for monographs. One copy of the inventory goes to the person responsible for the retrieval and one copy is kept by the sending library.

    • Basic premises for on campus storage facility

  • Once approval is given for material to be placed in King Storage, then the records need to be updated so that the public and library staff will know where the material is stored.

  • King Storage personnel are only responsible for shelving the material as it arrives, retrieval of items upon request and re-shelving items after circulation. Please coordinate large transfers of materials with them to make sure staff is on hand to shelf the material in a timely manner. Depending on the size and shifting needs, originating library may need to supply some help.

  • NO DEWEY call numbers will be allowed. Dewey must be reclassified and relabeled to Library of Congress before being relocated to King Storage.

  • Newly received material of sets, series, and serials are generally not sent to King Storage with the exception of SuDoc, technical reports, and Kentucky documents.

  • Appropriate labeling of the material for Storage will be applied by the sending library. This includes the yellow Storage label. Periodicals need to be distinguished from the monographs.

    • Online records will be changed as outlined in the document below. Training is available for those requesting it. Inquire at the appropriate cataloging center. This will ensure consistency of display to both the public and library staff.


    TRANSFERRING A BOOK OR AN ENTIRE SET OR SERIAL RUN TO A STORAGE LOCATION:

    This is handled like any other transfer. Change the location code in the 852 FILED |B OF THE MFHD (Marc Format Holdings Record) and location of the Perm. Loc. on each item record to the appropriate Storage location code. See Voyager Location Codes (Excel file).

  • Search in order of preference:

  • If there is no record found in Voyager, please consult with your cataloging center about conversion of the item.

  • If you find a full level record in Voyager, compare the item carefully with the bib record. They should match. If there are significant discrepancies, then look for a better match or consult with your cataloging center before proceeding.

  • Remember serials undergo title changes! Be sure you change locations for all the records involved and you have all the pieces. Do not change the location of any item record you are not sending. Resolve the problem before sending the items to Storage.

  • If the bib description matches, then move to the MFHD. Check to make sure that there is a MFHD location for your location. Other considerations may be:

  • Save to Database to update record.


    • TRANSFERRING ONLY PART OF A SET OR SERIAL TO STORAGE:

    The premise is to create an OPAC display, which shows that the set or serial run is housed in more than one location and which parts of the run are housed where. To create this display you must have at least two MFHDs (MARC Format Holdings Records) and split the holdings information between them.

  • Always create the new statement for the storage location. New Holdings icon. Maintain any acquisition orders and check-ins with the original location.

  • Cross reference notes will link holdings for earlier issues with the holdings of later issues. Add non-public note |x Earlier issues are in [Off Campus or King] Storage to the 852 of the library location and |x Later issues are in [Library]

  • Relink the item records that are going to storage to the storage location. Change Permanent location on each item record.


    • MFHD STATEMENTS BEFORE
    LOCATION CODES ARE
    CHANGED:

    		 MFHD STATEMENTS AFTER
    LOCATION CODES ARE
    CHANGED:

    1) Single monographs or complete sets/serials

    
a) 852 0 0  |b yl |h PR3017 |i .L440 1989
    

b) 852 0 0  |b en,ser |h TK6540 |i .S4
   866 3 1  |a v.25(1956)-v.27(1958)
    		1) Single monographs or complete sets/serials

    
a) 852 0 0   |b annx,ylm |h PR3017 |i .L440
            1989

b) 852 0 0   |b rs,en |h TK6540 |i .S4 |x Box
            number ENGR 38
   866 3 1   |a v.25 (1956)-v.27(1958)

    2) Split sets or serials

    
a) 852 0 0 |b ed,ser |h LC71.2 |i .E380
   866 3 1 |a 1915-1916,
   866 3 1 |a 1922-1925,
   866 3 1 |a 1927-1929,
   866 3 1 |a 1958

    		2) Split sets or serials

    
a) 852  0 0  |b rs,ed |h LC71.2 |i .E380 |x Box
            number EDU 140 (1915-1925) and
            EDU 141 (1927-1929) |x Later 
             issues in Education
   866  3 1 |a 1915-1916,
   866  3 1 |a 1922-1925,
   866  3 1 |a 1927-1929,

   852  0 0 |b ed,ser |h LC71.2 |i .E380 |x
            Earlier issues in Off Campus
            Storage
   866  3 1 |a 1958


    
b) 852 0 0  |b yl,per |h HG3881 |i .E665
   866 3 1  |a v.1:no.2,no.4-no.7,no.9-
           no.12(1969/1970),
   866 3 1  |a v.2(1970/1971)-v.3:no.8(1971/1972);
   866 3 1  |a 1974-1981,
   866 3 1  |a 1986-no.2(1990),
   866 3 1  |a no.4(1990)-no.362(1999),
   866 3 1  |a no.366(1999)-no.368(1999),
   866 3 1  |a no.372(2000)-no.400(2002)


    
b) 852 0 0  |b annx,ylse |h HG3881 |i .E665 |x
           Later issues in Young
   866 3 1  |a v.1:no.2,no.4-no.7,no.9-
           no.12(1969/1970),
   866 3 1  |a v.2(1970/1971)-
           v.3:no.8(1971/1972);
   866 3 1  |a 1974-1981,
   866 3 1  |a 1986-no.2(1990),

   852 0 0  |b yl,per |h HG3881 |i .E665 |x
           Earlier issues in King  Storage
   866 3 1  |a no.4(1990)-no.362(1999),
   866 3 1  |a no.366(1999)-no.368(1999),
   866 3 1  |a no.372(2000)-no.400(2002)


    Other Bibliographic Policies & Procedures

    This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.