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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 number are processed by Books & Maps Cataloging and Metadata (BMCM)

CARS Receiving staff

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

BMCM 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 BLB,

  • add NLM call number (060 or 096)
  • add medical subject headings if not present in bib record (i.e. 650 _2)

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

  • add LC call number to item record (i.e. 050  4)
  • add Library of Congress subject headings (650s), if lacking
  • Autostats note is added to item record using the “s” tag, 
         s     catMONYR;catinitials;1;AC

Added Edition not Added Copy

When an added copy is ordered and a different edition is received (i.e. same title but a different publisher and/or publication date), catalog as a new receipt and delete item record for added copy ordered attached to existing cataloged bib record.

Replacement Copy Procedures

Replacement copies arrive from myriad sources.  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 A copy replacing an item that should not be withdrawn (these primarily consist of items that have been lost and billed). 
  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 A copy replacing an item to be withdrawn (due to damage, etc.)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  Replacement copy for an item that should not be withdrawn (e.g., lost and billed items)

  1. 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
  2. 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:  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 Books & Maps Cataloging and Metadata (BMCM) supervisor.  
    Note:  If bibliographic metadata does not match copy, bounce the item to BMCM supervisor.
  3. Insert a staff note in item record (tag “x”) with the term “repl” within it (CARS uses this particular term for statistics gathering)
  4. Ensure that the location, branch, and call number are appropriate.
  5. Send it out for labeling.    

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  Replacement for an item to be withdrawn (e.g., damaged items, defective items). 

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 entails withdrawing the item being replaced.  This can occur regardless of whether one has the item to be withdrawn in hand or simply some instructions from CARS or left on a note inserted in item that the item to be replaced is also to be withdrawn.  If said item is checked out, it is necessary first to check it in; if said item is subject to holds, one must transfer the holds to the replacement copy.  


Revised by Marílú Vallejo, Jim Soe Nyun, and Kourtney Murray
March 24, 2015
Approved by the Roger Metadata Policy Subgroup