Cataloging Procedures Manual

Chapter VII: Maintenance Holdings
Monograph and Serial Adds, Lost, Transfer, Withdrawn Procedures
Part B: Added Copies--for the General Collection

Contents:

I. Edit a Copy
II. Create a Copy

Added copies are items that are exact copies of an existing title owned by one of the University Libraries. All descriptive information must match: title, publisher, paging, year (a printing date with no changes or corrections may be added).

I. Edit a Copy - Copy Already Exists and in Process

A copy may be edited from the edit copies wizard or the maintain existing title wizard. The edit copies wizard allows only copy information to be edited while the maintain existing title wizard allows the bibliographical information, the marc holdings (mhld) record, and the volume and copy information to be edited.

1. Open the MAINTAIN EXISTING TITLE wizard.

2. Enter the search for the title and click on the ok button.

3. From the search results box, highlight the title and click on the modify item button (if there are multiple records for the title, may need to view each record to be sure you have the correct record or click on the pub year t see brief information). Click on the ok button.

4. Click on the modify item button.

5. The bib folder tab will be highlighted. Compare the title page to the bibliographic information.

6. Click on the vol/copy folder tab (title has one call number)

   OR

   All volumes folder (title has multiple call numbers)

   1. Highlight the copy to be edited.

   2. Click on the modify vol/copy button.

7. Edit the copy.
   Call number info
   Call number: check for spacing problems
   
   Class scheme:
   
   LC (single monographs)
   
   MONOSER (multi volume monographs)
   
   LCPER (serials)
   
   Library: check for accuracy

   Copy info

   Barcode: check for accuracy
   
   Type: change as needed
   
   Home location: change from IN-PROCESS
   
   Item cat1: change to ADD
   
   Item cat2: change to RUSH as needed
   
   Current location: should match home location
   
   Comments: add ID and date
   
   Example: cmd4s 2/12/2001

   After the changes have been entered, click on the ok button to save the changes.

   Modify title: complete

   Choices: Review
   

   Print spine label
   

   Lookup another title
   

   Close
   

II. Create a Copy - Copy Does Not Exist

A copy is created using the add copies wizard.

1. Click on the ADD COPIES wizard.

2. Add copy: Item lookup - enter search for the title, from the search results box, highlight the title and click on add copy button

   OR

   Highlight the current title button and click on ok button.

3. If multiple calls exists, highlight a call number from the library you are adding the copy and click on add copy button.

4. New copy folder tab will be highlighted.

   Call number info - can't edit call number info from this screen

   Call number
   
   Class scheme
   
   Library
   

   Copy info

   Barcode: enter barcode
   
   Type: book - change as necessary
   
   Home location: changes as needed
   
   Item cat1: change to add
   
   Item cat2: change to rush as needed
   
   Current location: change as needed
   
   Comments: add ID and date
   
   Example: cmd4s 2/12/2001

   After the changes have been entered, click on ok to save the changes.

   Add copy: complete

   Choices: Add another copy
   

   Review
   

   Print spine label
   

   Return to the volume list (if multiple calls)
   

   Lookup another title
   

   Close
   

   Mark the book.

   Statistics - record the number of added volumes on the monthly size of collections statistics form and send to Teresa Brown in Cataloging Services.

Table of Contents

Chapter 7C