1. Origin and definitions.

Added copies, replacement copies and replacements with a format change arrive from the ordering or gift units in Acquisitions. They are being added to the collection in response to demand, to replace defective or missing titles, or as a different format. Their status is coded in the order record and a streamer accompanies the recording or score.

An *added copy* will be the exact duplicate of a sound recording, video recording or score already held in the collection. All the information on the existing bibliographic record must match that of the added copy. If this is not the case, the material goes into the variant copy workflow.

2. Identifying the type of *added copy* for material with a streamer.

- Streamers are headed ADDED COPY or ADCO/REPL
- Call up the Innopac record, select the order record and check the ORD TYPE field.
- An added copy is coded "n".
- A replacement is coded "y".
- There may be a note with additional information in the order record indicating if it is an added copy, e.g., c. 2, a replacement copy or a replacement with a format change, i.e., a CD replaces an LP.

3. Processing

If accompanied by an ADDED COPY or ADCO/REPL streamer: - Verify that the bibliographic record matches the piece in hand.

For EXACT MATCHES:

If true ADDED COPY, the bib. record will have an additional item record. Check the copy field (line 01) to verify that it states that your item is c. 2 (or later copy, where appropriate). Correct if necessary. Also confirm that the call number has been copied over from the original item. Provide if not.

SCORES
- Write the call number (including copy number) on item and piece mark parts as necessary. Insert item message on extent of item if needed. Check with a cataloger if unsure about how item will be bound.
- Place score in Export Verification unit on the shelf designated for musical scores.

SOUND RECORDINGS
- Verify that item has been marked with the same call number as c.1, and that it bears the appropriate copy number. Label item if necessary.
- Place recording on shelf to be delivered to Music Library.

If REPLACEMENT in DIFFERENT FORMAT,

the order record also has an ADCO/REPL note indicating, e.g., "CD replaces LP .b#####":
1. Follow WITHDRAWALS guidelines below to delete old item from Innopac.
2. Bounce the new format to copy cataloger to catalog as completely new material.

NOT EXACT MATCHES:

- Follow WITHDRAWAL PROCEDURES below to purge old item if streamered as ADCO/REPL.
- Copy search OCLC to see if exact match can be found.

• EXACT OCLC copy FOUND: Export OCLC bib record to Innopac (Create New Bib and Item). DO NOT overlay existing Innopac bib records. Bounce to copy cataloging workflow.
• NO EXACT OCLC copy FOUND: bounce to variant cataloging workflow. If found, attach possible variant OCLC bib record number to item.

WITHDRAWALS

When it is necessary to withdraw both material and online records:

1. Call up bib. number for title being replaced.

a. FULL WITHDRAWALS: There is only one item record for the title being replaced or withdrawn, or all copies are to be withdrawn: Print the record, write "Request for withdrawal of bib. record" on the print-out and route print-out to DBM.

b. PARTIAL WITHDRAWALS: If there are additional item records beyond the item being replaced or withdrawn, and only one item is being withdrawn: Print the record, write "Request for deletion of item record #......... ONLY" on the print-out and route it to DBM.

2. If item(s) to be withdrawn is in hand, send to DBM along with printout of item or bib record to be deleted.