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Off-site Material Restriction Notes

For all SC&A material (i.e., books and archival collections) stored outside of Geisel, add a restriction note (MARC tag 506) to inform the patron that material needs to be requested in advance.

For material at SIO and SRLF use the following wording:

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

For material at the Annex use the following wording:

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

For materials that are not unique to UCSD (e.g., books) the 506 will only be added in Roger (not the WorldCat master).  In these cases also add |5 CU-S to the end of 506 to specify it is a local note.

Special cases

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

Books with copies in different locations:

If there is a copy of title off-site, but another copy on the same catalog record
that is onsite, use |3 to identify which copy is off-site.

example: one copy in the Hill Collection and another copy at SIO.

506 __ |3 SIO copy |a STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS |5 CU-S

If there are off-site copies from different collections and no on-site copy, add a single restriction note with the collection with the longest time (no |3).

example: one copy in SIO RBR and another copy in Hubbs.

506 __ STORED OFF-SITE: ALLOW ONE WEEK FOR RETRIEVAL OF MATERIALS |5 CU-S

Written by Michelle Mascaro, 07/22/2016; updated 5/23/2017