The Ohio State University Libraries
Policies and Procedures
Technical Services

Document: Policy for Handling and Processing of pre-1900 Imprints

Date: January 31, 2003 (Revised May 27, 2003)

Prepared by: Carol Pitts Diedrichs, Assistant Director for Technical Services and Collections

Policy

Pre-1900 imprints require careful review, handling and care for processing, labeling, access, and circulation. Although not all pre-1900 imprints are equally "rare", the OSU Libraries is committed to preserving 100+ year old materials in as close to original condition as possible. Pre-1900 materials will still be eligible for interlibrary loan at the discretion of the Head, Interlibrary Loan Department.

Main Library

Newly acquired material

1. All dust jackets, accompanying materials, etc. for pre-1900 imprints will be retained with the piece(s).

2. All pre-1900 imprints will receive "rare" handling/processing.
   • Nothing will be written on or affixed to pre-1900 pieces.
   • Call number, barcodes, labels, etc. will be placed on the cream-colored, acid-free "special handling" streamer only.

3. All pre-1900 imprints must be assigned to a controlled-circulation location, e.g. STX3, RARE, or Hilandar. This controlled-circulation location should be designated during the order request process.

4. Large or unusual orders intended for special collections must be discussed first with the appropriate curator.

5. No newly-acquired pre-1900 imprints, regardless of country of origin, should be placed in Main stacks.

   Exceptions must be discussed with the appropriate curator. Example: A serial run beginning in 1890 might be placed in MAI.

6. Absolutely no pre-1800 imprints are to be sent to MAI stacks.

Existing collections

See separate policy: Transferring 1800-1899 Imprints from Main Library to OSU Book Depository.

Locations outside of Main Library

Newly acquired material

1. All dust jackets, accompanying materials, etc., for pre-1900 imprints will be retained with the piece(s)

2. All pre-1900 imprints will receive "rare" handling/processing unless otherwise designated by the collection manager during the order request process.
   • Nothing will be written on or affixed to pre-1900 pieces.
   • Call number, barcodes, labels, etc. will be placed on the cream-colored, acid-free "special handling" streamer only.

3. All pre-1900 imprints must be assigned to a controlled-circulation location, e.g., STX3, RARE, or controlled storage in the location library, unless otherwise designated by the collection manager during the order request process. This controlled-circulation location should be designated during the order request process.

4. Large or unusual orders intended for special collections must be discussed first with the appropriate curator.

5. Absolutely no pre-1800 imprints are to be sent to open circulation stack areas.

Existing collections

Where feasible, location libraries are encouraged to review pre-1900 imprints for appropriate housing such as STX3, rare storage within the specific library or Special Collections.

1. Some locations have a large number of pre-1900 imprints which need to remain in the location stacks for easy access and usage. This decision should be made by the appropriate collection manager.

2. Pre-1900 material sent to the depository will automatically be assigned to STX1 if no other special collection location is noted.

NOTE: The Special Collections Cataloging Dept. will continue to catalog only items designated for RAR, TRI, CGA, Archives and HIL. Special handling/processing of pre-1900 imprints for other locations will continue to be performed in the Cataloging Dept. and other technical services areas according to existing guidelines for use of acid-free streamers, locking bins, care of handling, etc.

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