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ADDED COPIES & REPLACEMENTS PROCEDURES


Added Copy (same location/same classification, different location/same classification)

Added copies are processed by CARS receiving staff when:

  • it’s for same location
  • it’s for a different location but same call number

Added Copy (different location/different classification)

Added copies requiring different call numbers are processed by Books & Serials (B&S). CJK resources should go to the CJK Metadata Unit.

CARS Receiving staff:

  • Flags volumes with the “Added copy” streamer.
  • Places volumes on the mainstream booktruck.

B&S/CJK Cataloger:

  • Retrieves item record by barcode.
  • Matches and verifies bibliographic information.
  • If bibliographic information does not match, catalog as a new edition.  (See section below)
  • Assigns new call number and shelflists. For example:

Existing copy(ies) is/are in Geisel Building and added copy is for WongAvery

  • Create a new holdings record for WongAvery, if not already created by CARS
  • Add the NLM call number to the holdings 852 field using first indicator 2
  • Make sure item record is attached to the correct holdings record, relinking if necessary
  • Add medical subject headings if not present in bib record (i.e. 650 _2)
  • Add Autostats to the bibliographic record in a 993 field using Ctrl-L
         catMMMYY;catinitials;1;FC

Existing copy(ies) are in WongAvery and added copy is for Geisel

  • Create a new holdings record for Geisel, if not already created by CARS
  • Add the LC call number to the holdings 852 field using first indicator 0
  • Make sure item record is attached to the correct holdings record, relinking if necessary
  • Add Library of Congress subject headings (i.e. 650 _0), if lacking
  • Add Autostats to the bibliographic record in a 993 field using Ctrl-L
         catMMMYY;catinitials;1;FC

Added Edition not Added Copy

When an additional copy is ordered and a different edition is received (e.g., same title but from a different publisher and/or with a different publication date), catalog it as a new receipt on a separate bibliographic record. Relink the item record from the previous bibliographic record to the new one. Do not delete the item record and create a new one since the PO Line is attached to the item record.

Note that reprints from the same publisher but with a later date can use the record with the original date. However, if the books says “reprinted with corrections” (or something similar), then a new bibliographic record is needed.

Replacement Copy Procedures

Replacement copies arrive from myriad sources and should go to the Database & Authorities Management unit.  Sometimes items arrive en masse from CARS, but occasionally, items are simply left on the withdrawals processor’s desk without a note.  

Occasionally, there is a bit of fact-finding to be done prior to doing any actual work with the item in hand.  The most important thing to determine is what sort of replacement copy you are dealing with.  There are two broad categories:

  1. A copy replacing an item that should not be withdrawn (these primarily consist of items that have a process type of lost, billed, etc.). 
  2. A copy replacing an item to be withdrawn (due to damage, etc.)

Category 1.  Replacement copy for an item that should not be withdrawn (e.g., lost items, billed items, etc.)

  1. Scan the barcode of the book using a physical titles search to bring up the record. If the barcode does not bring up a record, then search by title, etc.

  2. Determine that the copy in hand is an exact copy, and not a different edition.  Verify and match: title, author, publisher, date, page number, ISBN number, etc.
  3. Note:  Should there be minor discrepancies in page number, date, or edition statement, use your best judgment as to whether you should make it an added copy.  When in doubt, bounce the item to a B&S cataloger.  
    Note:  If bibliographic metadata does not match copy, bounce the item to a B&S cataloger.
  4. If bibliographic description matches, assign the copy in hand an appropriate copy number (usually it will be a copy 2, but occasionally will be higher)
    Note: Sometimes the added copy will be on a different holdings record that just has the generic “gsl” location. In this case, move the item record over to the holdings record for the specific location and then delete the generic holdings record.
    Note: Sometimes when the barcode does not retrieve the record, you must create a new item record by duplicating the existing one. This most often happens because the patron lost a book and bought the replacement copy themselves.
  5. Ensure that the Material Type, Item Policy, and Description (if it’s a multi-volume) are all correctly filled out.
  6. Go to the holdings record and ensure that the library, location, and call number in the 852 field are all appropriate.
  7. Send the volume to Labelling & Distribution.

Category 2.  Replacement for an item to be withdrawn (e.g., damaged items, defective items, missing items, etc.). 

One much more frequently encounters a situation in which it is necessary to withdraw the item that is being replaced.  This then demands a two-pronged approach.

The first prong involves doing all the steps outlined in Category 1 in order to process the added copy.  The sole difference pertains to copy number – rather than, say, making the added copy a “copy 2” in addition to the “copy 1” it is replacing, one would make the added copy “copy 1,” in light of the fact that the original “copy 1” is being withdrawn.  In other words, assign the copy number of the item being withdrawn to its replacement.

The second prong involves withdrawing the item being replaced. This can happen whether you have the item to be withdrawn in hand or just some instructions from CARS or a note inserted in the item stating that the item to be replaced should also be withdrawn. If the item is checked out, it is necessary to first check it in. If the item to be withdrawn has a patron request on it, you must cancel the request and then recreate it on the new item record. Be sure to use the same pick-up location, etc. Do not reuse the old item record; we need to keep the new item record since the PO Line is attached to it.


Revised by Ryan Finnerty
October 10, 2023
Approved by CMOS-SD