A. The Preservation and Repair
Unit Supervisor, in consultation with the Head or Assistant Head of Information
Processing, determines that a volume is in a condition that makes it unsuitable
for treatment. All volumes considered for discard are placed on a review
shelf for Collection Development. A note (tag n) is entered in the item
record: "Candidate for discard, [initials, date]."
B. If the item is linked, the Supervisor
makes printouts from Innopac of the item record for each volume being considered
for discard. If there are other copies or volumes attached to the bibliographic
record, including those held in other locations, a printout of the summary
of attached records is also made. If it is a popular work or classic, a
printout is also made showing what other editions the library holds of
this work. If the bibliographic record does not have a c in BCode3 to
indicate that all holdings are attached, and the book is published earlier
than 1994 (date when cataloging in Innopac began), then the Supervisor
consults the shelflist and notes on the printout any additional copies
or volumes held by the Library, and any other locations in which the title
is held. (NOTE: If the CREATE DATE of the bibliographic record is July
1, 1996 or later, do not search the shelflist, even if the book was published
before 1994. No shelflist cards were filed after that date.)
C. If the item is not linked, the Supervisor
makes a printout of the dummy item record, consults the shelflist for other
copies or volumes, and locations, and notes them on the printout, indicating
which volume or copy is being considered for discard.
D. If there is no bibliographic record
in Innopac for the item, the shelflist card is pulled and photocopied with
the older transmittal form that was used for shelflist cards.
E. The annotated printouts or photocopies
are sent to Collection Development with a transmittal form that includes
the date of transmittal and the date (four weeks after the transmittal
date) upon which the volumes will be discarded, barring instructions to
return to stacks or send for preservation photocopying.
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II. Collection Development
Upon receipt of the annotated printouts
and transmittal forms, Collection Development decides whether to order
a replacement copy, simply discard the volume, return the volume to the
stacks, or send the volume for preservation photocopying. Volumes may be
inspected on the review shelf in Information Processing if necessary. Orders
for replacement copies are sent to the Acquisitions Department for processing.
The printouts are returned to the Preservation and Repair Unit Supervisor
in Information Processing separated into three groups: Discard (includes
volumes for which replacement copies are being ordered and simple discards);
Return to stacks; Send for Preservation Photocopying.
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III. Preservation and Repair Unit Supervisor
Upon receipt of the printouts with instructions
from Collection Development, the Supervisor takes the following steps:
A. Discards: Forwards the annotated
printouts to the Record Corrections Coordinator. All copies and volumes
in all locations should be noted on the printout. There is no need to annotate
the shelflist with discarded information or to pull and file the shelflist
card in the withdrawn file, unless there is no record in Innopac. If there
is no record in Innopac, annotate the shelflist card as discarded, with
the date, and refile the card in the shelflist rather than the withdrawn
file. The books are stamped DISCARDED and recycled.
B. Return to stacks: Ties up or phase
boxes the volume, if necessary, affixes a "damage noted" label to the front
inside cover of the volume, then gives the volume to the repair checkout
person, who changes the item status from r to -, deletes any notes
relating to possible discard, and returns the volume to the stacks. A note
(tag n) is added to the item record saying "Do not discard per Coll.
Dev., [date], [initials]."
C. Send for preservation photocopying:
Initiates the procedures in document Processing
of Preservation Photocopies from Acme in the Cataloging Manual.
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IV. Record Corrections Coordinator
The Record Corrections Coordinator receives
printouts of volumes to be discarded from the Preservation and Repair Unit
Supervisor.
A. All copies and volumes discarded.
If all copies and volumes in all
locations, as indicated by the shelflist card or an Innopac record certified
for completion, are being discarded, the Records Correction Coordinator
deletes the item record(s) from Innopac, changes the BCode3 in the bibliographic
record to b (suppress/archive), and inserts the note DISCARDED in capital
letters at the end of subfield a in the 245 field of the bibliographic
record. The Coordinator also deletes our holdings from OCLC.
B. Not all copies and volumes discarded
If other copies or volumes, in any
location, are attached to the bibliographic record, the Coordinator suppresses
the item record for the copy or volume being discarded by changing ICode2
to s, changes the status to c (Discarded), and changes the note "Candidate
for discard" in the item record to a note (tag n) saying DISCARDED [date],
[initials]. If the volume is part of a continuation, the Coordinator sends
an Innopac printout to the Head of the Serials Section in Acquisitions
indicating which volume(s) are being discarded.
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V. Replacement copy processing [Cf.
Added
copies]
A. All copies and volumes discarded
from all locations
If a replacement copy arrives for
the same edition of the volume discarded before the bibliographic record
has been archived, Acquisitions changes the BCode3 from b to -, and
places the volume on the added copies shelf in Information Processing.
The Added Copies Coordinator deletes the DISCARDED note from the 245 field,
and links the volume as copy 1. A printout is given to the Record Corrections
Coordinator to update the OCLC record to re-set our holdings.
If the bibliographic record has already
been archived from Innopac, Acquisitions treats the replacement volume
as new catalog.
B. Not all copies and volumes discarded
Acquisitions places the volume on
the added copies shelf in Information Processing. The Added Copies Coordinator
processes the volume as an added copy, assigning the next highest available
copy number for the particular location.
Introduction
Procedures
I. Preservation
and Repair Supervisor (Information Processing)
II. Collection
Development
III. Preservation
and Repair Unit Supervisor
IV. Record
Corrections Coordinator
V. Replacement
Copy Processing
W.E.B.
Du Bois Library Cataloging Manual
Copyright
2000 University of Massachusetts, Amherst