Off-site Material Restriction Notes

For all SC&A material stored outside of Geisel, add a public note to the holdings records in Alma (852 $z) to inform the researcher that the material needs to be requested in advance. (This is a change from our previous of policy of using a 596 in the bib record for these notes.)

For material at SIO and SRLF use the following wording:

STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS

For material at the Annex use the following wording:

STORED OFF-SITE: ALLOW 48 HOURS FOR RETRIEVAL OF MATERIALS

Examples:

Multiple 852 $z's:

Occasionally, multiple public holdings record notes are warranted.  (This usually only happens with serials).  852 $z is repeatable. The stored off-site note should always be in a separate $z from other notes.

Example: 

852 0_ $b SCA $c sca_annex $h PN6101 $i .E4 $z STORED OFF-SITE: ALLOW 48 HOURS FOR RETRIEVAL OF MATERIALS $z First issue is unnumbered and undated

Archival Collections

For archival collections we will continue to add a 506 in the OCLC master record to alert researchers who find our materials through WorldCat. (We will live with the resulting duplication of this information in the bib and holdings in Alma.) Since these are unique original materials, no need to append $5 CU-S to end of 506.

Example:

Bib (OCLC and Alma):
506 __ STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS.

Holdings:
852 8_ $b SCA $c sio_mss $h SMC 30 $z STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS

SIO Archives collections lacking an EAD finding aid:

For SIO collections that do not have an EAD finding aid link we need to include an additional instruction to “Please contact Special Collections & Archives at spcoll@ucsd.edu” to request materials. 

For unprocessed collections the contact info will appear in the standard unprocessed restriction note that will also be in the record. 

Example: MSS 788.

506 __ UNPROCESSED COLLECTION. Please contact Special Collections & Archives at spcoll@ucsd.edu

506 __ STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS.

For other SIO collections lacking finding aid. The contact statement will be added to the note about the material being off-site.

Example: [forthcoming]

506 __ STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS. Please contact Special Collections & Archives at spcoll@ucsd.edu

Split archival collections:

Occasionally an archival collection will be split with boxes in different locations. 

If all the material is offsite, use the restriction note for the location with the longest time.

example: 10 boxes in Annex, 10 boxes at SIO

506 __ STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS.

If some boxes are at Geisel and some is offsite, use $$3 to specify which boxes need to be requested in advance.

example: MSS 779, Boxes 1-19 are at SIO, boxes 20-23 are in Geisel.

506__ $$3 Boxes 1-19 $$a STORED OFF-SITE; ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS.

Written by Michelle Mascaro, 07/22/2016; updated 5/23/2017; updated 9/28/2021; updated 2/15/2022; updated 1/11/2023