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W.E.B.
Du Bois Library Cataloging Manual
DEPARTMENTAL DUPLICATES
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SearchDEPARTMENTAL DUPLICATES
The cataloging of new items which are departmental duplicates (D/Ds) to titles already cataloged to another library location (i.e., bibliographic record has a CAT DATE other than blank) can result in bibliographic and item record problems when records are loaded into Innopac. In addition, each D/D may cause a different kind of problem in Innopac and therefore each must be dealt with on a case-by-case basis. Thus, the only feasible way of handling D/Ds being added to the collection at this time is to channel them through one person, who will determine the best treatment in Innopac. Accordingly, effective immediately, all D/Ds of this type (both cataloging copy and volumes) should be given to the Monographic Record Corrections Coordinator in Information Processing, or the Serials Record Corrections Coordinator in the Serials Section, for cataloging and adding to the collection. Likewise any D/Ds of this type discovered at the time of OCLC input will be forwarded to the appropriate Record Corrections Coordinator from the Data Input Unit.Return to top of page
Items that are ordered for different locations that can be initially cataloged at the same time do not need to go this route. Instead, after cataloging, the cataloging copy (and monographic volumes) should be forwarded to the Data Input Unit Supervisor to facilitate input into OCLC and Innopac.
In cataloging D/Ds, an attempt should be made to assign the same call number to the title that has been used for the work in other locations. In the case of titles that are treated as ser/anals or contin/anals in one location and as cat/seps in another, each item record will contain and, thus, display the appropriate call number.
Exception: Departmental duplicates to Government Documents titles lacking LC classification call numbers in item records: Acquisitions Staff will print out the Innopac record and the best OCLC record (if available) and forward them to the Cataloging Department along with the item. A note on the routing slip will read: D/D to MARCIVE (or State Doc, or Fugitive Doc). After cataloging, the book and both printouts will be given to the Data Input Unit Supervisor who will download the OCLC record and ensure proper overlay. The original Innopac printout will then be forwarded to Documents staff to determine if important information may have been lost or changed in the process.
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