Special Collections Procedures: Pamphlets

Purpose: to give an overview and procedures for cataloging of the Special Collections pamphlet files.

Definition
The pamphlet collection consists of Maine-related items from the vertical file as well as newly acquired items that are too small, thin, or frail to stand alone on the book shelves.  Applicable items should enter cataloging tagged for the pamphlet file, but when in doubt consult with the Special Collections Library Assistant.

Cataloging

1. Route to Copy Cataloging for URSUS/OCLC searching.  If copy is found, process according the Copy Cataloging procedures.  Pass to Blonde Table if subject headings, authority work, or additional enhancements are needed. Note separate procedures for classification and processing (see below).
2. If a copy is found on URSUS with a different Pamp #, add the new item as a copy 2 (or 3, etc.) using the original Pamp # from URSUS.  Label and pass the item along to Special Collections for filing.  Also pass along the now empty pamphlet folder for reuse.
3. If no copy is found, refer to the Minimal Level Cataloging procedures developed with this growing collection as a model.

Classification
Use MARC tag 092, prestamp: Pamp followed by accession number.  For example:

Pamp
2437 

Pamphlet numbers are determined by the Special Collections Library Assistant and provided with pre-marked file folders.

Dewey or LC call numbers (050, 090, 092) can export to the bib record in URSUS, but should be removed from the new item records.

Labels & Processing

• Pamphlet items do not get barcoded directly, but a barcode may be placed on the back of the accompanying folder, for inventory purposes.
• For older, delicate, or rare items, pencil call number in the upper left corner of the item's cover or front face.  For other materials place call number label in the same area.
• Affix the title label (which prints beside the call number label) to the top center of the file folder, to the left of the pre-penciled Pamp #.
• Affix the book plate to the inner front flap of the folder.

Multiple copies

• Multiple copies of a given title are stored in the same pamphlet folder. 
• Multiple volumes of a serial title may also be stored in a single folder, if space permits (be sure to add vol. # to item record and call number label).
• No copies may circulate.  Code all pamphlet item records Status = o (Lib Use Only).

Statistics

Copy catalogers should keep tallies of total number of pamphlets searched as well as the number of copy records downloaded and/or number of pieces added to URSUS.  Pamphlets routed to the Blonde Table are tallied as other Blonde Table items (i.e., whoever carries the record into URSUS adds the stat).

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