Added copies are processed by CARS receiving staff when:
Added copies requiring different call number are processed by Books & Maps Cataloging and Metadata (BMCM)
CARS Receiving staff
Existing copy(ies) is/are in Geisel Building and added copy is for BLB,
Existing copy(ies) are in BLB and added copy is for Geisel
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 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:
Category 1. Replacement copy for an item that should not be withdrawn (e.g., lost and billed items)
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 Replacement for an item to be withdrawn (e.g., damaged items, defective items).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1” it is replacing, one would make the added copy “copy 1,” in light of the fact that the original “copy 1” is being withdrawn. In other words, assign the copy number of the item being withdrawn to its replacement.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 This can occur regardless of whether one has the item to be withdrawn in hand or simply some instructions from CARS or left on a note inserted in item that the item to be replaced is also to be withdrawn.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