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W.E.B. Du Bois Library Cataloging Manual

ADDED COPIES
 
 
 
 

CONTENTS

I. Introduction
II. Books published before 1994 and lacking 'c' in BCode3.
III. Books published 1994 or later, or having a 'c' in BCode3.
IV. Special problems
   A. No shelflist card found (pre-1994 cataloging dates only)
   B. No record in Innopac
   C. Book is not an A/C after all (different edition or completely different item)
   D. Added copy for one library, being put on Reserve in another library
   E. Binding Added Copies
   F. Replacement Added Copies
 

I. Introduction

Added copies are placed on the "A/C's to be Added" shelves in Information Processing by the Acquisitions Department. The books come with routing slips or printouts. Books not originally designated A/C's but subsequently discovered to be A/C's should be returned to the Acquisitions Department.  
A RUSH added copy comes with a red flag and is not placed on the A/C shelves. Instead, it is given directly to the Added Copies Coordinator. This person should add the copy to the record and link the item, following the directions below, and then place the book on the Rush truck. The Rush Processor will do the end processing and final checkout, and take the book to the Circulation Department, where Circulation personnel will notify whoever requested the book that it is now available. NOTE: The person adding the copy should make sure that the name and address of the requestor on the routing slip are legible, using the order slip for clarification if necessary.


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II. Books published before 1994 and lacking 'c' in BCode3.
 
 

A. Check the shelflist card(s) for all locations for each book. If there is no shelflist card, follow the procedure in IV.A.

B. Call up the bibliographic and item records on Innopac. Compare each book to the bibliographic record to make sure it is an added copy and not a different edition.
 

  • Follow the guidelines set out in the document Guidelines For Deciding When to Treat an Item as a Duplicate/Added Copy to an Item Already in the Collection.
  • If you decide the book is not an A/C to the record that Acquisitions had indicated, follow the procedure in IV.C.
    •

    C. After confirming that the book is an added copy:

         1. Compare the copy information on the shelflist card with the item record(s) in Innopac. Assign a copy number to the A/C in hand, making it one number higher than the highest numbered copy already recorded in either the shelflist or Innopac.

    2. Write the call number with the correct copy number on the routing slip, along with your initials. Use the already established date in the call number of the item to which the added copy will be added, even if the date represents a different printing of the edition of the book in hand.

      3. Place a dotted single barcode on the volume being added.

    4. Create a new item record to represent the copy in hand, using menu choice 'n', "New item record using old info.". Change the copy field to the appropriate number, the status field to 'p', and wand in the barcode.

    5. If all copies and volumes in all locations recorded in the shelflist are represented by item records in Innopac (the item records need not actually be linked with barcode numbers to the volumes, but must match the shelflist in copy, volume, and location information), change the value of BCode3 in the bibliographic record to 'c'  and write a '+' after the holdings on the shelflist cqrd for each location involved.  The 'c' and the '+'  indicate that the Innopac record, not the shelflist card, is now the official record of holdings for that title.

    6. If not all copies and volumes in all locations are represented in Innopac:
     

    • Create unlinked (i.e. un-barcoded) item records in Innopac for the remaining copies and volumes in all locations in the shelflist, being sure that copy, volume, and location fields match the shelflist.
    • Status should be '-' for "Check Shelf."
    • Include any items marked as missing in the shelflist, but also change the status to 'm' for "Missing", change the value of the IMessage field to 'm', and add a note (tag 'n') to the item record, saying "MSG, [date], [initials].
    • If an item on the shelflist card has been withdrawn, the note should say "MSG/WDN, [date], [initials]." [Cf. Procedures for Replacement of Missing Monographs]. Change BCode3 to 'c' and add the '+' to the shelflist cards.  The shelflist card will still be the official record for this title.


    7. Discard the order slip and the gift recommendation form, if any.

    8. Count all physical books added on the statistics sheet under "Added Copies/Vols to Existing Records."

    9. Put book on the "A/Cs to be processed shelf" in End Processing. The volume wil be processed, labeled and sent through check-out, at which point the item status will be changed to '-'.


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    III. Books published 1994 or later, or having a 'c' in BCode3.

      
    A. Call up the bibliographic and item records on Innopac. Compare each book to the bibliographic record to make sure that it is an added copy and not a different edition. Follow the guidelines set out in the document Guidelines for Deciding When to Treat an Item as a Duplicate/Added Copy to an Item Already in the Collection.
      B. After confirming that the book is an added copy:
      1. Assign a copy number to the A/C in hand, making it one number higher than the highest numbered copy we already have, as recorded in Innopac.

    2. Write the call number with the correct copy number on the routing slip, along with your initials.

      3. Place a dotted single barcode on the book.

    4. Create a new item record to represent the item in hand, using menu choice 'n', "New item record using old info." Change the copy field to the appropriate number, the status field to 'p', and wand in the barcode.

    5. Discard the order slip and the gift recommendation form, if any.

    6. Count all books added on the statistics sheet under "Added Copies/Vols to Existing Records."

    7. Put book on the "A/Cs to be processed" shelf in End Processing. The volume will be processed, labeled, and sent through check-out, at which point the item status will be changed to '-'.


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    IV. Special problems
     
     

    A. No shelflist card found (pre-1994 publication dates only)      
    1. Find the matching record in Innopac, and confirm the call number. If the number on the routing slip differs, write the correct call number on the routing slip and check the shelflist for a card with that call number. If you find the card, correct any order slip with the book to show the appropriate information ("A/C to [call no.]"), and give the order slip to the Monographic Receiving Supervisor in the Acquisitions Department (she will make sure that the order record gets attached to the correct bibliographic record). Then follow the basic procedures in II.C. or III.B.

    2. If there is a record in Innopac, but still no shelflist card, look for a card in the missing/withdrawn file.
     

    a. Card is in missing/withdrawn file: follow basic procedure in II.C., with these additions:  
    1. Remove card and use as shelflist

    2. Leave missing/withdrawn information on card

    3. Add the new copy, using next higher copy number

    4. Refile card in the shelflist, not in the missing/withdrawn file

      5. Search the withdrawn title in Innopac to see if the bibliographic record has been withdrawn, i.e., BCode3 changed to `s' and the note WITHDRAWN [date] entered in an 035 field. If it has been withdrawn, reinstate it by changing the bcode3 to `-' and deleting the 035 field with the WITHDRAWN [date] note.   6. Give a photocopy of the shelflist card to the Monographic Record Corrections Coordinator to have the OCLC holdings re-instated if it has been deleted.     b. No shelflist, no missing/withdrawn, but there is a record in Innopac.
      1. Follow the procedures in III.B., but do not put a `c' in BCode3.

    2. Add a note (tag `n') to the item record saying "No SL card found" [date], [initials].
      3. No record in Innopac and no shelflist card: check missing/withdrawn file. a. Card found in missing/withdrawn file: give card and book to Retrospective Conversion Supervisor.

    b. No card in missing/withdrawn file: give card and book to Retrospective Conversion Supervisor.


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    B. No record in Innopac

     
    Give book and photocopy of shelflist card to Retrospective Conversion Supervisor.

    If no shelflist card, follow procedures in IV.A.3.


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    C. Book is not an A/C after all (different edition or completely different item)
     

    If, when you go to the shelflist or Innopac, you decide the book is not an A/C to the call number given on the routing slip, check to see if we have a record that does match the book.      
    1. Record in Innopac and in shelflist
      If you find a matching record, the book is an A/C to that. Correct any order slip to show the appropriate information ("A/C to [call no.]") and give the order slip to the Monographic Receiving Supervisor in the Acquisitions Department (to get the order record attached to the correct bib record). Process the book according to II.C. or III.B.


    2. Record in Innopac, but no card found (pre-1994 publication dates only)
     

    Follow procedures in IV.A.2, and submit corrected order slip as directed in IV.C.1.       3. No record in Innopac, but a card exists     Give the book, with the card, to the Retrospective Conversion Supervisor. The Retrospective Conversion Supervisor will correct and pass along the order slip.


    4. No records found

         If we have no card of any kind that matches the book in hand, and also no matching bibliographic record in Innopac, return the book to the Monographic Receiving Supervisor in the Acquisitions Department, noting that it is NOT an A/C on the routing slip. Add any useful information, such as "E/D to [call no.]".


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    D. Added copy for one library, being put on Reserve in another library

      If an added copy is to be delivered to a reserve location which is not in the library to which the book is cataloged, fill out and send a transmittal form notifying the library to which the book is cataloged.

    No transmittal form is necessary when an A/C is cataloged to the main library.

          

    E. Binding Added Copies

      Paperback replacements, paperbacks on high-interest topics, very limp or thin items, and items in poor condition are all candidates for some kind of binding or strengthening.

    Send likely candidates to the Preservation and Repair Unit Supervisor.
     

     F. Replacement Added Copies   Even though the routing slip may say "replacement" A/C, always give the A/C a new copy number. Withdraw the replaced copy according to the procedures in Procedures for Replacement of Missing Monographs
    IV.A.1.
    Top of page
    Introduction
    Books published before 1994 and lacking 'c' in BCode3
    Books published 1994 or later, or having a 'c' in BCode3
    Special problems


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