PRESERVATION PHOTOCOPY REPLACEMENTS

Author: Caroline Kidman
June 27, 2000
Reviewed: Oct 6, 2000

These are delivered by the Preservation Department. Typically these photocopies are made for books that have either been damaged or are brittle. Replacements are not available from the publisher, so the only option is to photocopy the text and have it bound. The original volumes should be sent through along with their replacements. There are several major reproducers/binders that the Preservation Department uses: UC Library Bindery, UMI, ACME, and Booklab.

Look up record for damaged book in InnoPac, usually by call number. Verify you have the correct title, publisher, etc.

Order record

• There should be an order record attached for the preservation photocopy. It should have a note in it to the effect:
  "Receiving : Please pull presv. book from presv. shelf & send thru w/repl."
  
  
• ORD TYPE should be "y" for replacement.
  
  
• The order record should have an IDENTITY field that reads:
  REPLACEMENT/AD CO
  
  
• The VENDOR code in the order record will tell you which company did the photocopying and binding.

  
  unvmb=UMI Books on Demand, Ann Arbor, MI
  acme=ACME Bookbindin, Charleston, MA
  book=Booklav, Inc., Austin, TX

**Other vendor code's names and addresses can be looked up in InnoPac under "MANAGEMENT Information--Display VENDOR Information" (no password needed)**

Bib record

1. If there is only one item record (ie. for the damaged copy and/or the replacement copy) attached, follow steps 1 & 2 below. If there are other copies attached, generate a new bibliographic record from the original before proceeding as follows:
   
   
2. Change the FormItem code in the InnoPac bibliographic fixed fields to an "r" for regular print reproduction.
   
   
3. Add a 533 note to the bib record: 

   Photocopy.|b<City, State abbr.>:|cReproduced by <bindery name> for the University of California, San Diego|d<date>
   

   Example:
   
   Photocopy.|bAnn Arbor, MI :|CReproduced by UMI Books on Demand for the University of California, San Diego,|d2000.

Item record(s)

1. The item record for the damaged copy may still be checked out to Preservation or CUL replacements. Look at the "due date" to determine. Will need to give to supervisor to check in if necessary.
   
   
2. Since you are discarding the original damaged volume, your new volume can replace it as the same copy number. Delete item for old damaged copy and create new for your newly bound copy (if not online already). Add barcode, "repl" note and your "CORR" autostat.
   
   
3. New book might need to go to EV for labeling. Toss old one.