LibGuides: 2025 Ryerson and Burnham Libraries Collection Services Guide: Loose Items

Loose Items

Art books can come with a wide assortment of loose items in a variety of formats. Loose items are meant to be kept with the book, are important content and are not large enough to be considered a supplement or volume that can sit separate from the book. This does not include items that can be discarded, e.g. advertisements not integral to the book or items such as postcards by the same artist but not related to the book. (Ephemera like this should be passed along to the Labeler to potentially be added to the Artist Files.)

Loose items can be an individual piece of paper that needs to be tipped in, or an object like a map that needs to be put into a pocket or a stack of small folios that need to have Book Conservation create a container to house them. Because there is such a wide range of types of loose items, when in doubt, please check with the Head of Technical Services. Any items that will not be attached must have the call number written somewhere on the piece.

If the loose item would not be checked out by someone separately from the book, then that item does not need its own barcode, item record and container. It should be contained in a way that keeps it with the book, either tipped in, inserted into a pocket, or in a container. Loose items that can stand alone on the shelf next to the book should be considered supplements. (link)

Tipping in
Tipping in involves creasing one side of the item to form a hinge, then applying glue or tape to that surface and placing the glued edge in the gutter of the book. The hinge allows the reader to lift up the tipped-in item to be able to read what is underneath. Please see the page on bookplates for examples. The same principles apply to tipping in all materials.

Errata
The publisher will frequently provide corrections to mistakes found after publication. These can be a single correction or a list of many corrections.
- Single erratum
  When there is a single erratum the Cataloger should place it sticking up out of the book where it is meant to be added. i.e. at page 126 if that’s the page the erratum refers to. The Labeler should always check where the erratum is placed before removing it from the book.
- Placement
  The erratum should be tipped in opposite or on top of where the correction is needed, depending on what makes it most useful to the reader.
Multiple errata
- Placement
  The list can be tipped in the front of the book, usually opposite the verso of the title page, where the call number is written. Frequently this is on top of the list of contents.
- Right to Left titles
  For multiple errata in a Right to Left title, where the ‘front’ of the book is the right hand cover, these have the errata tipped in across from where the call number is written. Frequently this will be across from the table of contents.
- Multiple pages
  In the event the errata list is composed of many pages, the pages can be glued to each other in a nested fashion and then tipped in as a single unit. See the examples below in Price lists, multiple pages._____. Do not tip in stapled documents. Remove the staple and then glue the pages together. If there are too many pages to glue, insert them into a pocket. (Remember to write the call number on each loose piece)
- Sometimes the publisher will provide a list of errata and include it with the book.

Price lists
Many catalogs come with a list of prices for the objects displayed in the book. If the paper is too stiff or shiny to be tipped in easily it can be copied onto acid free paper and then tipped in. (Our photocopier paper is acid free)
- Placement
  Price lists are traditionally placed at the back of the book, inside the back cover. They can be placed vertically as a normal page would be or perpendicular from the spine if it is too long to be placed that way. See below for both examples.
- Multiple pages
  In the event the price list is composed of many pages, the pages can be glued to each other in the same fashion as a page would be tipped in. The best way to do this is to crease all of the pages at once. Then glue each page to the next, so they are nesting inside each other. Then the last page can be glued or taped to the inside of the back cover. The examples below are for auction catalogs but are the same principle as other price lists. Do not tip in stapled documents. Remove the staple and then glue the pages together or, if too many pages, insert into a pocket. (Remember to write the call number on any loose pages)
- Additional material provided by the publisher
  There can be all manner of things added by the publisher, e.g. an English translation of the foreword or a list of acknowledgements. The Labeler should use their best judgment on where to place these. When in doubt, check with the Cataloger.

Pockets

There are many types of items that cannot be tipped in and may require a pocket to contain them. The Labeler can do this; it’s not necessary to send this to Book Conservation. Some examples of this would be maps, 3D glasses, photographs, prints, bookmarks, etc. Check that the call number is written on any loose piece.

Pocket sizes
Pre-made pockets are stored in the Labeling area. Our standard sizes for archival pockets are:
Small 4 ⅜ in. x 6 ⅜ in.
Medium 5 ⅜ in. x 7 ⅜ in.
Large 8 ½ in. x 10 ½ in.
Standard pocket use
Usually the pocket can be used as is, but sometimes it will need to be trimmed to make it shorter. The pockets are usually attached to the inside of the back cover using archival double sided tape.
Open sided pocket use
Sometimes the pocket isn’t the exact size needed. In that case the pocket can be cut along one side and attached with archival double-sided tape. Place it so that the back flap of the book will ensure that nothing falls out. If there is no flap, cut the other side of the pocket and attach it so that the spine will hold in the contents.

Loose items in a container

Envelopes
The Cataloger may decide that a loose item is substantial enough to stand on its own as a supplement or additional volume. It may need an envelope with a board and will get its own barcode, label, bookplate and item record.
Keep the original box
Sometimes it is better to keep the original box or container that the loose items came in. Book Conservation can be consulted to see if the box is sturdy enough and if it meets archival standards. In this case, keeping the box will prevent Book Conservation from making a redundant container.
Loose items that go to Book Conservation
When a container is needed or the Labeler is unable to secure the loose items by tipping in or a pocket, the item is sent to Book Conservation. Instructions for what is needed should be spelled out clearly on the yellow Book Conservation flag. Below are examples of loose items that have been sent to Book Conservation.

This “book” consists of many loose cards

Portfolio containing parts of a set with many loose items. Note one barcode for the portfolio.

Box containing text and loose floor plans

Detached book covers for each volume that need to be kept. Note each volume has its own barcode, label and bookplate

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