University of Missouri-Columbia Libraries

General Policy Manual Policy #22

PROCESSING OF SPECIAL BOOKS

0.0 CONTENTS

1.0 Coverage

2.0 Criteria

3.0 Bibliographical Description

4.0 Classification

5.0 Physical Treatment

1.0 SCOPE OF POLICY

This document is concerned with works in book format which are considered RARE, have special University of Missouri-Columbia interest which merits special security, or have other high-risk characteristics.

1.1 Books considered RARE, those in the Frank Luther Mott collection, those in the Thomas Moore Johnson collection, and those which have special University of Missouri-Columbia interest are housed in Special Collections.

1.2 Books which do not fit into 1.1, but have high-risk characteristics, are housed in Closed Shelves.

1.3 Books in branch libraries determined by the branch librarians to be "special" can be segregated onto "Closed Shelves" in the branch libraries themselves. Books that are considered genuinely "rare" should be kept in Special Collections with its climatic controls or in a branch library if that branch has climatic and security controls that are as good as those in Special Collections.

2.0 CRITERIA

Criteria for placing books in one of the above categories are drawn up by the appropriate librarians and are subject to revision by the same individuals.

2.1 The Special Collections Librarian is responsible as above for criteria for books described in 1.1.

2.1.1 Since there is the possibility that the rarity, etc., of a book may become apparent at any stage of processing, the Special Collections Librarian, in addition to retaining one dated set of said criteria, distributes a copy to each librarian who may need it, including those in Acquisitions, Gifts and Exchange, Search/Cataloging, Monograph Cataloging, and Serials.

2.1.2 A copy of the latest revision of said criteria is to be attached to each copy of this policy document as Appendix I.

2.2 The Head of Ellis Reference Services is responsible as above for criteria for books described in 1.2.

2.2.1 Since there is the possibility that high-risk characteristics of a book may become apparent at any stage of processing, the Head of Ellis Reference Services, in addition to retaining one dated set of said criteria, distributes a copy to each librarian who may need it, including those in Acquisitions, Gifts and Exchange, Search/Cataloging, Monograph Cataloging, and Serials.

2.2.2 A copy of the latest revision of said criteria is to be attached to each copy of this policy document as Appendix II.

2.3 Anyone who discovers a book being processed which apparently belongs in one of these categories, but which does not have directions to be so treated, is to consult the attached appendices or the appropriate Librarian as designated in 2.1 or 2.2. The Librarian shall make the final decision in cases of doubt.

3.0 BIBLIOGRAPHICAL DESCRIPTION

3.1 Special books published after 1800 are cataloged according to Policy #16, Cataloging and Classification for Monographs.

3.2 Special books published before 1801 are cataloged according to the same rules as modified by the Library of Congress publication: Bibliographical Description of Rare Books, again as interpreted and/or revised by later Library of Congress publications.

4.0 CLASSIFICATION

4.1 All special books are classified according to General Policy #16, Cataloging and Classification for Monographs.

5.0 PHYSICAL TREATMENT

5.1 Books in the above categories valued at $500.00 or more are kept under lock and key in Special Collections or Technical Services at night from the time they are received until processing is completed.

5.2 Books designated as RARE, as part of the Frank Luther Mott collection (FLM), or as part of the Thomas Moore Johnson collection (TMJ), receive no permanent marking of any kind.

5.2.1 Each book designated RARE, TMJ, etc., has an accession number and call number penciled on the recto of the leaf following the title page, or the nearest available recto, but nothing is stamped or written in ink.

5.2.2 Books designated as RARE, TMJ, etc., are neither bound nor repaired in regular processing.

5.2.2.1 Arrangements for repair or binding of books designated as RARE, TMJ, etc., are made at the discretion of the Special Collections Librarian.

5.3 Unless ordered by an area library or branch, the first (or only) copy of a book published by the University of Missouri Press, by a group within the University of Missouri-Columbia, by a member of the UMC faculty or staff while at UMC, or by selected students is to be treated as special.

5.3.1 If the only copy of a book described in 5.3 in the library collections has been purchased specifically for an area or branch library, it may be desirable to purchase an additional copy for Special Collections from funds earmarked by the Collection Development Committee.

5.3.2 Copies of volumes described in 5.3 and going to Special Collections are to receive the location symbol: SPEC-M.

5.3.3 Books with the location symbol SPEC-M receive the same markings which they would receive if sent to the open stacks.

5.3.3.1 Books with the location symbol SPEC-M are not routinely sent to the bindery.

5.3.3.2 Arrangements for binding SPEC-M books are made at the discretion of the Special Collections Librarian.

5.4 Books in category 1.2 as described in Appendix 2 are housed in Closed Shelves.

5.4.1 Books sent to Closed Shelves receive the location symbol: Closed.

5.4.2 Books sent to Closed Shelves are not bound in regular processing.

5.4.2.1 Arrangements for binding of books sent to Closed Shelves are made at the discretion of the Head of Ellis Reference Services.

5.4.3 Otherwise, books sent to Closed Shelves receive the same physical treatment as books sent to open stacks. (See Appendix II.)

Submitted to Library Council:

Approved by Library Council: October 18, 1984

Approved by Director of Libraries:

Revised by Library Council: April 9, 1987

University of Missouri-Columbia Libraries

General Policy Manual Policy #22, Appendix I

APPENDIX I

Criteria for designating books as "RARE" are listed below. Volumes having these characteristics unambiguously are to be cataloged for RARE. When there is ambiguity, volumes will be put on a special shelf in Search/Cataloging. The Special Collections Librarian will review these volumes and decide on their suitability for the RARE designation.

1.                  All monographs, except American Imprints, printed before 1800.

2.                  American Imprints:

1.                  All books printed in New York City, Boston or Philadelphia before 1830.

2.                  All books printed east of the Appalachians, except those cities listed above, before 1850.

3.                  All books printed west of the Appalachians, except Missouri, according to McMurtrie's History of Printing in the U.S. (See next page)

4.                  All Missouri Imprints before 1900.

3.                  Limited editions of 300 copies or fewer. Decision is made by the Special Collections Librarian if there is doubt.

4.                  Autographed and/or association copies of prominent individuals.

5.                  First and other important editions of selected authors.

6.                  Contemporary and retrospective manuscripts outside the interests of Western Historical Manuscripts.

7.                  Private press titles based on standard directories and bibliographies.

8.                  Expertly produced facsimiles of manuscripts and early printed books.

9.                  Individual volumes of serials that are rare because of contents may be added to the rare book collection. Early volumes of long running serials may also be included.

10.              Examples of fine paper, binding, printing.

11.              Examples containing significant illustrations.

12.              Curiosa (miniatures, fore-edge paintings, etc.)

13.              Other titles which require permanent protection and which the library cannot replace without great cost or effort may be placed in the rare book collection.

February 1984

AMERICANA DATE LIMITS FOR RARE BOOKS

PRINTED WEST OF THE APPALACHIANS

Ohio 1850

West Virginia 1850

Mississippi 1850

Alabama 1850

Florida 1850

Kentucky 1850

Tennessee 1850

Michigan 1850

Indiana 1850

Illinois 1850

Wisconsin 1850

Iowa 1860

Minnesota 1865

Kansas 1875

Nebraska 1875

South Dakota 1890

North Dakota 1890

Colorado 1876

Wyoming 1890

Utah 1890

Montana 1890

Idaho 1890

Nevada 1890

New Mexico 1875

Arizona 1890

Texas 1860

Oklahoma 1870

Arkansas 1870

California 1875

Oregon 1875

Washington 1875

Hawaii 1860

Missouri 1900

University of Missouri-Columbia Libraries

General Policy Manual Policy #22, Appendix II

APPENDIX II

Routine for Closed Shelf

Types of Material to be Classed Closed Shelf

14.              Books with loose materials (maps, fiche, slides, diskettes, sound recordings, etc.) will generally be shelved on the open shelves unless the physical characteristics present a shelving problem or the item needs special treatment (as determined by the area librarian.)

15.              Books, excluding sets, valued at $200.00 or more in standard price guides, except for art books, and art books valued at $300.00 or more will be considered for closed shelf. The ordering librarian will make the decision.

16.              Books illustrated with original prints (engravings, etchings, woodcuts, lithographs, photographs) or hand-colored illustrations. The art librarian will make the decision.

17.              Books 10 cm. or less in height that are not to go to RARE.

18.              Other titles known to be valuable, or needing extra security, or that could be replaced only with great difficulty may be included at the discretion of area librarians.

Preparation of Books

Closed Shelf

19.              Marked as ordinary books, except in cases where this is not possible.

20.              No card pockets, book cards, or date due slips are to be attached.